IEEE R10 Section and Chapter Committee Coordinator: Hidenori NAKAZATO 3-4 March 2018, Lankawi, Malaysia

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Review of 2017

▸Project 1: Forming subsections in emerging countries including Myanmar, Mongolia, and Papua New Guinea.

- Petitions filed: Myanmar, Cambodia, and Buhtan. - Myanmar and Cambodia Subsections were formed.- Nagpur and Sabah Subsection- Guangzhou Section

▸Monitoring the activities of Sections, Subsections, and Chapters, and providing information to vitalize their activities.

- It was found that monitoring OU activities is not a simple task.- Activity information was collected but the system to analyze the info is needed.- Inactive Chapters: 132 out of 623- Sections < 20 members: 3

▸Day-to-day operations: Evaluating petitions for Section/Subsection/Chapter formations and participating the Sections/Subsections/Chapters Awards

- 57 petitions were handled.

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Objectives1.Formation of new Sections and Subsections in new countries2.Vitalizing Section, Subsection, and Chapter activities

Projects / Tasks1.Forming subsections in emerging countries including Mongolia, Laos, and Papua New Guinea.2.Monitoring the activities of Sections, Subsections, and Chapters, and providing information to vitalize their activities.3.Day-to-day operations: Evaluating petitions for Section/Subsection/Chapter formations and participating the Sections/Subsections/Chapters Awards

Project / Task Measurable Project 1a. # subsections formed in new countries

Project 2a.# reviewed Sections, Subsections, and Chaptersb.# DB entries for good practices compiledc.# interactions with OUs

Project 3a.# processed petitions

Committee Structure1.Chair: Hidenori Nakazato2.Members: Elmer P. Dadios, Arokiaswami Alphones, KashifNisar, Tuvshintur Tserendorj, Win Zaw

Budget1. Project 1: $3,000 (visiting either Mongolia to start formation of new

subsection)2. Project 2: $03. Project 3: $0Total Proposed Budget : $3,000

Timeline & Metrics1.Project 1:

• Oct. 31 / 2 submitted petitions for subsection formation

2.Project 2: • Mar 31 / Preparation of activity review

system• July 31 / Selection of 1 target

Sections/Subsections• December 31 / 1 new activity at the target

OU.3.Project 3:

• No end

2018 Plan

Project 1

▸Project description: Formation of new Subsections in Mongolia, Laos, and Papua New Guinea.

▸How does this project help you meet your committee’s objectives?: Formation of subsections is one of our objectives

▸Project measureable deliverables: # new Subsections in new countries

▸Budget breakdown:

▸$3,000 (To visit the target countries when needed)

▸Project Milestones leading to completion:

▸Mar. 31: Finding contact and start discussion

▸Oct. 31: 2 submitted petitions

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Forming subsections in emerging countries

Project 1

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Forming subsections in emerging countries

Country Population Number of IEEE members

Laos 6,960,000 2 actives/7 inactives

Maldives 441,000 2 actives/7 arrears/8 inactives

Mongolia 3,105,000 12 actives/17actives/23 inactives

Timor-Leste 1,314,000 1 inactive

Papua New Guinea 8,360,000 3 actives/6 arrears/46 inactives

Solomon Islands 619,000 2 actives

Project 2

▸Project description: Monitoring the activities of Sections, Subsections, and Chapters, and providing information to vitalize their activities

▸How does this project help you meet your committee’s objectives? : It is one of the objectives.

▸Project measureable deliverables - # reviewed Sections, Subsections, and Chapters

- # DB entries for good practices compiled

- # interactions with OUs

▸Budget breakdown: $0

▸Project Milestones leading to completion - Mar 31 / Preparation of activity review system

- July 31 / Selection of 1 target Sections/Subsections- December 31 / 1 new activity at the target OU.

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Vitalizing OUs

Statistics in Region 10

▸58 Sections

▸6 Councils

▸29 Subsections

▸603 Chapters ?

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09-Mar-18

Subsections in Region 10

Sri Lanka Central Region

SubsectionMangalore Subsection Vizag Bay Subsection

Bahawalpur Subsection Madhya Pradesh Subsection Ananthapuramu Subsection

Sarawak Subsection Nagpur Subsection Roorkee Subsection

Sabah Subsection Chandigarh Subsection Hefei Subsection

Peshawar Subsection Rajasthan Subsection Zhejiang Subsection

Brunei Darussalam Subsection Podhigai Subsection Shandong Subsection

Nepal Subsection Bhubaneswar Subsection Fiji Subsection

Afghanistan Subsection Malabar Subsection Honam Subsection

Myanmar Subsection Kochi Subsection Tasmania Subsection

Cambodia Subsection Guntur Subsection

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09-Mar-18

Subsections with Small Membership

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Section Subsection Active Arrears HGM

Hyderabad Section Ananthapuramu Subsection 0 0 0

Afghanistan Subsection 8 9 17

Brunei Darussalam Subsection 15 3 18

Cambodia Subsection 5 18 23

Lahore Section Bahawalpur Subsection 11 13 24

Seoul Section Honam Subsection 12 16 28

Malaysia Section Sabah Subsection 27 13 40

New Zealand North Section Fiji Subsection 24 17 41

Myanmar Subsection 18 99 117

Vitalizing OUs

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Meeting Activity and Report Requirements

Organization Unit Requirements

Section • Report at least 5 meetings each year• Maintain min. 25 members other than student

Subsection • Report at least 5 meetings each year• Maintain min. 15 members other than students

Chapter • Report at least 2 technical meetings each year• Maintain min. 10 members other than student

Affinity Group • Report at least 2 meetings per year or maintain a level of activity acceptable to the regional director.

• Maintain min. 6 members other than students

Chapters with No Event Reports

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# Inactive Chapters

Section # Inactive Chapters

Section

11/45 Beijing 4/6 Wuhan

9/26 Seoul 3/25 Malaysia

8/15 Nanjing 3/20 Hong Kong

4/18 Shanghai 3/11 Harbin

4/15 Thailand 3/4 Islamabad

▸# of Chapters w/o any event reports for the last two years

▸The Chapters might have activities, but w/o report nobody knows

▸Please advise Chapters to have proper reports

Vitalizing OUs

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Section Vitality Dashboard

▸http://www.ieee.org/about/volunteers/samieee/dashboard.html

▸Provides Section and other organizational unit leaders a real-time, top-down status view of their vitality metrics.

- Active IEEE members and students

- Society and special interest memberships (WIE, CN, SA, YP)

- Current officer and officer history

- Member recruitment and retention

- Member loyalty years

- IEEE Life members

- Meeting activity

- IEEE Conferences Dashboard

IEEE Section Vitality Checklist

▸ Complete and submit all IEEE mandated documentation (e.g. Meeting Reports, Financials (NetSuite/ L50) to close the previous year.

▸ Report all Section Officers, Affinity Group, Chapter, and Student Branch Chairs.

▸ Update section website*.

▸ Train new officers through the Center for Leadership Excellence.

▸ Promote use of Section Vitality Dashboard, vTools and SAMIEEE. *

▸ Update local operating procedures.

▸ Plan and budget for Section, Chapter, and Affinity Group activities for the year.

▸ Organize a workshop for Chapter and Affinity Group Chairs.

▸ Conduct joint meeting with student branches, e.g. technical presentation, Student Professional Activities Conference (S-PAC).

▸ Reach out to non-renewing members before the deactivation date (end of February).

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First Quarter of the Year (January – March)

IEEE Section Vitality Checklist

▸ Conduct a Membership Development activity, e.g. membership recruitment or elevation meeting. Half-year dues cycle starts in March. Contact deactivated members and ask them to renew.

▸ Conduct Professional Development Activities, e.g. workshop/seminar.

▸ Conduct a Continuing Education activity.

▸ Establish a plan for engaging with members in industry.

▸ Communicate with section members on IEEE activities, such as webinars.

▸ Engage with Regional Leadership and activities, e.g. attend annual regional meeting.

▸ Review Affinity Group and Chapter activities to ensure continuity.

▸ Solicit nominations for awards, e.g. regional or MGA or Technical Activities (TA).

▸ If there are no affinity groups or chapters in the Section, strive to form one using SAMIEEE to gauge members’ interests *.

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Second Quarter of the Year (April – June)

IEEE Section Vitality Checklist

▸Promote a pre-university activity in your area, e.g. TISP, science fair judging *.

▸Conduct a Career Workshop, e.g. resume writing, employment network *.

▸Submit nominations for awards, e.g. MGA, TA, and Region. Solicit nominations for Section Awards.

▸Establish partnership with industry, e.g. joint technical presentation/training *.

▸Conduct joint meeting with student branches, e.g. student training, STEP event.

▸Support an affinity group function in conjunction with the section.

▸Recruit new volunteers*.

▸Solicit nominations for leadership roles for the upcoming year and develop the slate for elections.

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Third Quarter of the Year (July – September)

IEEE Section Vitality Checklist

▸Encourage members to renew.

▸Conduct an event to support involvement with local industry *.

▸Hold Officer Elections.

▸Share and collaborate on humanitarian/community engagement projects *.

▸Conduct a Membership recruitment event, e.g. social event.

▸Review meeting reporting on vTools for all local units and bring it up to date.

▸Organize an Annual Dinner with Section Awards.

▸Communicate with the Section membership and announce new officers.

▸* Can be conducted anytime during the year

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Fourth Quarter of the Year (October – December)

IEEE Geographic Unit Required Report

▸(1) Officer Report- Refer to Guidelines at:

http://www.ieee.org/societies_communities/geo_activities/required_reporting/officer_forms.html

- Submission at: https://officers.vtools.ieee.org/

- Enquiry? Kindly email to: mailto:scs-officer-report@ieee.org

▸(2) Meeting Activity Reports- Refer to Guidelines at:

http://www.ieee.org/societies_communities/geo_activities/required_reporting/index.html

- Submission at: https://events.vtools.ieee.org

- Enquiry? Kindly email to: mailto:sec-rebate@ieee.org

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IEEE Geographic Unit Required Report

▸(3) Financial Report via NetSuite- Forms and instructions Guidelines at:

http://www.ieee.org/societies_communities/geo_activities/required_reporting/financial_reporting.html

- Submission at: http://www.netsuite.com/portal/home.shtml

- Enquiry? Kindly email to: mailto:finance-solutions@ieee.org

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Rebates

▸Sections rebate- US$2,000 annual allowance- Membership rebate

- US$3 for each member of Member, Graduate Student Member, Student Member, or Associate Member grade

- US$1.50 for each Affiliate- US$4 for each member of Senior Member or Fellow grade

▸Subsection rebate- US$500

▸Chapter and Affinity Group rebate- US$200

https://www.ieee.org/societies_communities/geo_activities/required_reporting/rebate_schedule.html

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Activity Bonus

▸All Sections reporting 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$200.

▸All Subsections reporting 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$100.

▸A meeting jointly sponsored by more than one IEEE geographical organization unit (Chapter, Affinity Group, Subsection, or Section) may qualify as a meeting for each, but will count toward the activity bonus of only one of the units.

▸All Chapters or Affinity Groups reporting 6 or more meetings shall receive an additional US$75; in the case of a Chapter, at least 6 of the reported meetings shall be in the technical category.

▸Activity bonus funds are excluded from the 10% bonus for timely reporting.

▸All units must qualify for the timely reporting bonus (see #4 above) in order to be eligible for an activity bonus.

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Important Dates

▸All sections whose reports (financial, meeting, and officer) are submitted by the third Friday of February (16 February 2018) will receive a 10% bonus of the total rebate.

▸Sections are required to submit their financial reports by the last day of February (28 February 2018) and the meeting and officer reports by 15 March 2018 to be eligible for the dues rebates.

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Project 3

▸Project description: Evaluating petitions for Section / Subsection / Chapter formations and participating the Sections/Subsections/Chapters Awards

▸How does this project help you meet your committee’s objectives?: Approving petitions creates new OUs.

▸Project measureable deliverables: - # processed petitions

- Processing delay

▸Budget breakdown: $0

▸Project Milestones leading to completion: No particular milestones

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Day-to-day operations

▸Chapter- Minimum petitioners: 12 IEEE members.

- Please see note 1 for the complete process to follow.

▸Subsection- Minimum petitioners: 20 IEEE members.

- Please see note 1 for the complete process to follow.

▸Subsection Elevation to Section - Active Subsection for three consecutive years.

- Minimum petitioners: 100 IEEE members.

- At least three times larger than the membership

- when the subsection was formed.

- Please see note 2 for the complete process to follow.

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09-Mar-18

IEEE R10 Requirements and Guide for New Section/Subsection/Chapter Formation

IEEE R10 Requirements and Guide for New Section/Subsection/Chapter Formation

1. Prepare the appropriate petition documents by following the Basic MGA Approval Process shown in the MGA Website: https://www.ieee.org/societies_communities/geo_activities/forms_petitions/forms_petitions_index.html.

2. Prepare Business plan indicating the followings:- motivation to form a new OU,

- detail activities to be conducted within the first six months to ensure sustainable growth of the proposed new OU,

- the first year goal, and

- local support.

3. The plan should be endorsed and approved by the Chair of Parent OU.

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Note 1 - Additional information and process to follow.

09-Mar-18

IEEE R10 Requirements and Guide for New Section/Subsection/Chapter Formation

1. The section petitioner must show proof that it had complied the following.A) Active Subsection for three consecutive years.B) Minimum petitioners: 100 IEEE members as well as at least three times larger than

the membership when the subsection was formed.C) Threefold growth in their activities over the period.

2. Subsection must seek internal consent and approval from its current parent Section EXCOM. In this regard the subsection must comply the following:

A) Business plan of the new Section petitioner for the first 3 years. See note 3. The plan is to be prepared by the petition organizer, endorsed by the current parent Section Chair.

3. Prepare the appropriate petition documents by following the Basic MGA Approval Process shown in the MGA Website: https://www.ieee.org/societies_communities/geo_activities/ forms_petitions/forms_petitions_index.html.

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Note 2 - Additional information and process to follow

09-Mar-18

IEEE R10 Requirements and Guide for New Section/Subsection/Chapter Formation

4. The petitioner should submit all relevant petition documents to the IEEE R10 Section and Chapter coordinator, copy furnished the IEEE R10 secretariat.

5. The IEEE R10 Section and Chapter Coordinator will verify the validity of the petition documents by asking the petitioners parent Section Chair to give comments.

6. The SEC team will evaluate all the information presented pertaining to the petition.

7. If all the information validated are alright, the SEC team through the SEC coordinator will recommend to the IEEE R10 Director to sign and endorse the petition for R10 to become the parent OU of the petitioner.

8. When the IEEE R10 Director signed the petition or give the approval via email, the Section and Chapter Coordinator will send the approved petition form to the petitioner.

9. The petitioner can now submit its petition request (with the IEEE R10 Director approved document that R10 will be the parent of the petitioner) to the MGA.

10. MGA gives final approval of the petition.

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Note 2 - Additional information and process to follow

09-Mar-18

IEEE R10 Requirements and Guide for New Section/Subsection/Chapter Formation

1. How will you keep your OU active, and add the members?

2. How will you retain the members?

3. How will you make your OU self-sustaining and manage funding for activities/ events?

4. How will you enhance member benefits & make IEEE preferred professional platform?

5. How will you create deeper IEEE connectivity with Industry, Research & Academia to enhance value for members?

6. Any other input/information.

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Note 3 - Additional information in the business plan

09-Mar-18