Branch Leadership Training WorkshopSlide 1 IEEE Branch Leadership Training Workshop IEEE School YOU Work Community

Branch Leadership Training Workshop Slide 1

IEEE Branch Leadership Training Workshop

IEEE School

YOU

Work Community


Outline• Organization • Branch Administration• Volunteerism• Branch Operations

– Programs– Resources– Student Awards

• Student Membership Benefits• Fundraising• SPAC, SPAVe


IEEE Mission

The IEEE promotes the engineering process of

creating, developing, integrating, sharing, &

applying knowledge about electrical, electronic,

information technologies & sciences for the benefit

of humanity & the profession.


Foster Technological Innovation

• IEEE conferences

– Over 300 per year held worldwide

– 110,000 plus participants

• IEEE publications

– Over 30% of world’s information

– Over 1.3 million subscriptions

– Over 100 periodicals

– 200 conference proceedings per year

– 50 new IEEE books per year


Foster Technological Innovation continued

• IEEE standards

– 90 new & revised per year

– 30,000 plus participants

Branch Leadership Training Workshop

IEEE Publications

• World’s leading publisher in Electrical and Computer

Science

• Spectrum Magazine (available online)

• The INSTITUTE - news supplement to Spectrum

• IEEE Potentials Magazine

• IEEE/IEE Electronic Library (IEL) - 30% of world’s

current literature in electrical engineering and

computer science.


IEEE Publications Continued

• IEEE Xplore - provides full-text access to IEEE

transactions, journals, magazines and conference

proceedings published since 1988 and all current IEEE

Standards (www.ieee.org/ieeexplore/)

For more information on publications:

http://www.ieee.org/products/periodicals.html

http://www.ieee.org/ieeexplore/

http://www.ieee.org/products/periodicals.html


IEEE Conferences

• Over 350,000 Participants at more than 300 meetings

& conferences worldwide:

• Online conference database:

http://www.ieee.org/conferencesearch

http://www.ieee.org/conferencesearch


Geographic Entities in The IEEE

• The IEEE is made up of• 10 Regions• 37Societies• 4 Councils• 1,200 Society chapters

(approximately)• 300 Sections• 1,158 Student Branches

• More than 340,000 individual members in 150 countries.

1-6

7788

1010

99


Membership Totals by Region

Aug 2003 2002 % Change

1 - 6 214,574 225,628 -4.9

7 13,770 14,707 -6.4

8 47,325 48,532 -2.5

9 10,663 12,720 -16.2

10 54,006 57,474 -6.0

Non US 125,764 133,433 -5.7

Total 340,338 359,061 -5.2


IEEE Student Membership

Region Aug 2003 2002 Growth %

1-6 24,309 24,498 -0.8

7 2,607 2,898 -10

8 10,739 11,246 -4.5

9 4,980 6,383 -22

10 14,971 19,289 -22.4

Non US 33,297 39,816 -16.4

Total 57,606 64,314 -10.4


Canada, Region 7

Central Canada Council

Western Canada Council

Eastern Canada Council

• 20 sections arranged in 3 councils (Western, Central, and

Eastern Canada) • 55 student branches


IEEE Organization

IEEE Board of Directors

Educational Activities Board Regional Activities Board

Publication Activities Board Standards Board

Technical Activities Board

IEEE USA

IEEE Members

IEEE Executive Committee Executive DirectorStaff


Regional Activities Board Mission

To serve the needs of the members of the Institute by

maintaining, enhancing & supporting the geographical

entities of the IEEE. RAB recognizes the intimate

relationship between Sections & Societies & their

Chapters & will work with other entities of the IEEE to

foster improved interactions. RAB is also responsible

for all aspects of IEEE membership & membership

development, including recruitment, retention,

elevation & service, as well as the related operational &

budget issues.


Regional Activities Board Organization

Regional Activities Board

Regional Conferences Committee Membership Development

Student Activities Committee Awards Committee

Potentials Advisory

Others


Regional Activities Board Student Activities Committee

• Regional Student Representatives (RSRs)• Regional Student Activities Chairs (RSACs)• Industrial Representatives (IRs)• SPAA Chair and USAB SPAC Chair• Potentials Student Editor, Potentials Editor• TAB Representative, Branch Chapter Representative• Chair, Vice Chair• Student Services Manager (non-voting)


Region 7 Student Activities Committee

• Regional Student Activities Chair (RSAC) - Dominic Rivard- Starting on Sept. 29Th, Maike Miller

• Regional Student Representative (RSR) - Jorge Aguirre

• Three Council Representatives - ECC - Ferial El-Hawary- CCC - Janet Bradley- WCC - Peter Bovell


Student Activities committee Mission

SAC Vision Statement• To enable the 21st century IEEE to be a globally

relevant student organization.

SAC Mission Statement• To provide students with opportunities for

educational, technical and professional

development, emphasizing the value of

continuing IEEE membership.


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)


• 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 Headquarters. • Arranges for election of new Officers.• Communicates frequently with other Officers.• Works with Branch Counselor in dealings with the

Department and Faculty.

Student Branch Chair


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.


Student Branch Secretary

• Keeps a record of Branch meetings and activities.• Carries out all Branch communications, including the

filing of reports with IEEE Headquarters. • Maintains stationery and other IEEE forms and supplies.• Posts a calendar of events to keep all members

informed of Branch activities.• Ensures that Branch activities are conducted under the

provisions of the Branch Constitution and IEEE Bylaws.• Arranges for the transfer of Branch records to the

incoming Secretary.


Student Branch Treasurer• Responsible for ensuring the Branch’s finances are in

order.• Deposits all monies received 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 (with the Student Branch Chair).• Arranges for orderly transfer of all accounts and records

to incoming Treasurer.


Student Branch Counselor• Faculty member, active in the IEEE, serves as advisor to

the Branch and its Officers.• Appointed by the local Section Chair, recommended by

student members and the RSAC.• Term of appointment (or re-appointment) is two years.• Provides a sense of continuity to the Branch.• Informs faculty of Branch activities.• Promotes awareness of awards, contests and

membership benefits.• Helps establish Industrial contacts.• Works closely with the Branch Officers and Mentor.


Branch Mentor• 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.• Meets regularly with the Branch members and the

Branch Counselor.• Assists the Branch to develop effective programs.• Provides a bridge between the Branch the local Section

and Industry.


Student Branch CommitteesCommittees help develop a program of activities:• Program Committee

- Planning and running the branch’s activities.• Membership Committee

- Planning and carrying out branch recruitment. • Publicity Committee

- Advertising branch activities.• Finance Committee

- Fundraising activities.• Nominating Committee

- Election guidelines,dates and finding candidates.


IEEE Volunteerism• Most 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


Why volunteer ?• Being a volunteer leads to on-the-job training in

- leadership, - management - Presentation skills

• IEEE provides you with training at LOW RISK with HIGH

REWARDS. • improve your on-the-job performance. • overcome public speaking and presentation fears.• You need to begin planning your future with IEEE now.• Because, if you fail to plan for your future, you will most

assuredly have planned to fail for yourself.


Branch Operations

• Branch Program- Design a varied and interesting schedule of events.

• Branch Resources- 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.


• Invite speakers on technical or professional subjects.• Enter design competitions (e.g., Micromouse, 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.• Give tutorials to junior students.• Organize sales of lab kits, lab manuals, past exams.

Branch Program


Branch Program (continued)

• Raise funds for charity or Student Branch projects.• Publish a Student Branch Newsletter.• Participate in engineering awareness programs.• Visit other Student Branches.• Host an annual “Welcome Back” or “End of School”

picnic.


Branch Planning• Assess the state of your Branch (resources, people,

money)• Identify the major objectives for your Branch for this

year (e.g., membership rise, some big event, 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


Your Annual Branch Plan is the result!

Goals Events EvaluateThePlan!

Brainstorm! Consider Constraints

Branch Planning


Need Ideas Fast? try this… Five Rules of Brainstorming:• Any ideas are valid (even wacky ones).• Write everything down.• Don’t criticize or evaluate.• Don’t be a salesperson.• Someone keeps time (you need a limit!) and someone

is scribe.

Branch Planning


Evaluate the results---• Is there enough interest?• What resources are needed?• Will it achieve the goals?• What are the constraints of the Branch? (time, money,

people)• Take the attractive alternatives and ITERATE!

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

Branch Planning


If you are coordinating some event….

Let people do their jobs.• Keep people communicating; e.g., short status

meetings• Don’t forget to compliment people on accomplishments• Plan for the unexpected! Murphy’s Law…• Reward yourselves when it is all over• Learn from your mistakes!

Branch Planning


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!• In second workshop, plan one event in detail; all

resources and timeline with milestones (and a second

presentation!)


Each year, submit two reports to IEEE Headquarters.• Annual Plan of Activities (November 1ST)

- Helps you plan your activities and budget for the

year- Rebate of either US$25.00 (< 50 members) or

US$50.00 upon receipt of report.• Annual Report of Activities (May 1ST)

- Detailed report of activities for past year, including

financial statements.- Rebate of $US1.10/member as of 31 December of

previous year.

Student Branch Reporting Requirement


The IEEE Student Branch Calendar• A useful tool for planning purposes.• A good way to remind Branch members of upcoming

activities.• Should list all award deadlines.• Post on the student bulletin board or office door.• Student Branch Secretary should keep it current.• Generic calendar included in The IEEE Canada Student

Branch Handbook 2003, pages 16-17.• The IEEE Student Branch Calendar can also be found

on the IEEE Student Concourse website at

http://www.ieee.org/students



Branch Resources

• IEEE Computer Society Distinguished Visitors Program.• Distinguished Visitors Program sponsored by IEEE and

other IEEE Societies.• IEEE Program Resources Guide.• Section and Section Student Activities Chair• Branch Counselor and Branch Mentor.• Regional Student Representative (RSR) and Regional

SAC (RSAC).• IEEE Student Services Manager (IEEE HQ).


Branch Resources (continued)• IEEE: http://www.ieee.org• IEEE Student Activities: http://www.ieee.org/students• IEEE Canada Student Activities (English/French):

- http://ewh.ieee.org/reg/7/students/index.html- http://ewh.ieee.org/reg/7/etudiants/index.html

• Student Branch Web Pages• Student Services: [email protected]

• Maintains Regional Student Branch Addresses• Obtain List: [email protected]

• Submit Reports by E-mail- [email protected] for Region 7

http://www.ieee.org/


http://ewh.ieee.org/reg/7/students/index.html

http://ewh.ieee.org/reg/7/etudiants/index.html

mailto:[email protected]




Branch Resources (continued)• The All Society Periodicals Package (ASPP)

- fee was US$2500.00 in 1999- 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 MUST have a

current full ASPP subscription.- Not a substitute for a regular Library subscription.- Orders must be signed by the Branch Chair and the

Branch Counselor, and sent with full payment.


Branch Resources (continued)• IEEE Student Branch All Magazine Package

- fee is US$395.00 in 1999 - Includes all 31 IEEE magazines- Available to all Student Branches

• A few examples of magazines included are:- Spectrum magazine- Potentials magazine- Computer magazine- Software magazine- Internet computing magazine- Power Engineering Review


Student Branch Awards• One of the BEST benefits of being a Student member.• You should keep all your Branch members informed

about the opportunities.• Some are scholarships, others are fellowships or

stipends.• Still others are prizes for competitions.• Recognition for the Branch, Branch Counselor, and

students.• For more info on awards go to the IEEE Student

Concourse (http://www.ieee.org/students) and look in the

Scholarships and Awards section



Student Branch Awards (continued)

Student Paper Competition• Open to all undergraduate IEEE Student Members• Improve written and verbal communications skills• Local competition at Branch determines winner for

Area Competition; winners from Area Competition go

on to Regional Competition• Regional prizes from Life Member fund ($400, $250)• See guidelines in Handbook or contact Regional

Student Activities Committee Chair (RSAC)



IEEE Regional Exemplary Student Branch Award• Award designed to encourage, through public

recognition, exemplary Student Branch operation.• Good goal to guide Branch planning efforts.• No limit to the number of awards given.• Nomination must be by an Officer of the Branch.• Supporting documentation must be provided.• Nomination deadline is May 1st



Outstanding Student Branch Counselor and Advisor

Award• To recognize the important contributions of the

Counselor / Advisor.• Over 200 Counselors and Advisors have been recognized

since 1979.• Sponsored by RAB and TAB.• Up to 1 Counselor per Region recognized each year.• Students must submit a nomination essay (<1500 words).• Nomination deadline is February 28Th.


Larry K. Wilson Regional Student Activities Award• To recognize the student most responsible for an

extraordinary accomplishment associated with student

activities.• One winner per region.• Commemorative plaque and 3 years free membership in

the IEEE.• Nomination deadline is April 1ST.




IEEE Canada Vehicular Technologies Bursary 2003• To support IEEE student members to attend and present

a paper at a Vehicular Technologies Conference or other

IEEE Conference related to Vehicular Technologies.• Open to a IEEE Student Member in good standing in a

Canadian college, undergraduate or graduate program.• Up to 50% of travel costs to a maximum of $1500• Application Deadline is November 1ST


Student Branch Awards (continued)IEEE Canada Vehicular Technologies Research Grant 2003• To sponsor research projects related to Vehicular

Technologies in a University or Collage based in

Canada.• One grant of $1500 will be made to an official research

group related to a University or Collage based in

Canada.• Application deadline is November 1ST



Computer Society Richard E. Merwin Scholarship• Up to 4 awards of US$3,000.• Juniors, seniors, and graduate students are eligible.• Must be active in the Computer Society Branch Chapter

at your school.• Application deadline is May 31ST.


Student Branch Awards (continued)Charles LeGeyt Fortescue Fellowship• One year US$24,000 award to a new graduate student.• Must study at an accredited university in the U.S. or

Canada.• Application deadline is November 15Th.

Other Awards• IEEE Fellowship in Electrical History• Contact IEEE Student Services for a copy of the

awards brochure.


Student Branch Awards (continued)RAB Membership Growth Award• Given by RAB (cannot apply for this) to the Branch in

each Region that has the highest growth

Outstanding Student Certificate• Available free from IEEE Student Services; 1 per 100

Branch Members (or fraction thereof); lettering done

by IEEE for your Branch. Give them to deserving

Student Members!

Student Branch Support Certificate• Available free from IEEE Student Services; give to

people in recognition of their support of your Branch.


Student Membership Benefits• IEEE Spectrum• IEEE POTENTIALS• The Institute• Discount on Society memberships and publications • Graduated Dues Plan• Leadership Experience• Networking -- Section, Industry Leaders• Access to ETI Database• Financial Advantage Plan• Membership pin and card


• Four 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 ideas.- Brainstorming is a good way to think of ideas.- University Fundraising constraints- Do not tarnish the image of engineering or IEEE.

Fundraising


FundraisingMoney Sources (and/or in-kind contributions):• Branch bank account• Branch Plan, and Annual Report• Fundraising events or activities• University or Collage

- Department Head, Dean, Student’s Association,

Engineering Student’s Association• IEEE

- Local Section, Region- SPAA for S-PACs and S-PAVes

• Industry


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 a Fundraising Workshop

Fundraising


What is an S-PAC?

• Student planned and run conference (half to full day)• Non-technical career issues discussed• High quality volunteer speakers• Funding from IEEE, university and industry


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


Professional Awareness Topics

Category A: Career growthCategory B: WorkingCategory C: Professional ethics and societal

responsibilityCategory D: Self-managementCategory E: The engineer and public policyCategory F: Role of the professional society


S-PAC Planning Steps

1. Get Connected!

2. Begin Planning

3. Select Speakers

4. Budget Planning

5. Ticket Sales and Publicity

6. Prepare for S-PAC day

7. After the S-PAC


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

USAB/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


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


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

• Can span days, weeks or months, but should not

generally exceed one school semester


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


Venture Budget• One or two pages itemizing income sources and

expenditures• A base amount of funds is provided (up to

US$200.00) 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 US$500.00


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


Submission and Review ProcessSubmit proposals to: IEEE Student Services Coordinator

• Funds are awarded based on- Expected achievement of S-PAVe goals- Likelihood of success- Originality- Available funds

• Each proposal is evaluated on its own merit• RAB/SAC/SPAA Chair and RAB/SAC Chair review the

proposals• Award notification is made within 2 weeks


For More Information...Can go to: http://www.ieeeusa.com/committees/SPAC/general_info.html

Or contact:

Ms. Laura J. DurrettIEEE Student Services Manager445 Hoes LaneP.O. Box 1331Piscataway, NJ 08855-1331tel. 1-732-562-5523fax. 1-732-463-3657e-mail. [email protected]

http://www.ieeeusa.com/committees/SPAC/general_info.html

http://www.ieeeusa.com/committees/SPAC/general_info.html


Benefits From S-PACs and S-PAVes• Opportunities for personal development• Skills development

- Team building- Project management- Marketing/sales- Finance- Communications

• Build self-confidence• Industry connections

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Branch Leadership Training WorkshopSlide 1 IEEE Branch Leadership Training Workshop IEEE School YOU Work Community