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Branch Leadership Training Workshop Slide 1
IEEE Branch Leadership Training Workshop
IEEE School
YOU
Work Community
Branch Leadership Training Workshop Slide 2
Outline• Organization • Branch Administration• Volunteerism• Branch Operations
– Programs– Resources– Student Awards
• Student Membership Benefits• Fundraising• SPAC, SPAVe
Branch Leadership Training Workshop Slide 3
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.
Branch Leadership Training Workshop Slide 4
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
Branch Leadership Training Workshop Slide 5
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.
Branch Leadership Training Workshop Slide 7
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
Branch Leadership Training Workshop
IEEE Conferences
• Over 350,000 Participants at more than 300 meetings
& conferences worldwide:
• Online conference database:
http://www.ieee.org/conferencesearch
Branch Leadership Training Workshop Slide 9
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
Branch Leadership Training Workshop Slide 10
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
Branch Leadership Training Workshop Slide 11
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
Branch Leadership Training Workshop Slide 12
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
Branch Leadership Training Workshop Slide 13
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
Branch Leadership Training Workshop
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.
Branch Leadership Training Workshop Slide 15
Regional Activities Board Organization
Regional Activities Board
Regional Conferences Committee Membership Development
Student Activities Committee Awards Committee
Potentials Advisory
Others
Branch Leadership Training Workshop Slide 16
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)
Branch Leadership Training Workshop Slide 17
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
Branch Leadership Training Workshop Slide 18
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 Leadership Training Workshop Slide 19
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)
Branch Leadership Training Workshop Slide 20
• 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
Branch Leadership Training Workshop Slide 21
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.
Branch Leadership Training Workshop Slide 22
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.
Branch Leadership Training Workshop Slide 23
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.
Branch Leadership Training Workshop Slide 24
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 Leadership Training Workshop Slide 25
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.
Branch Leadership Training Workshop Slide 26
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.
Branch Leadership Training Workshop Slide 27
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
Branch Leadership Training Workshop Slide 28
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 Leadership Training Workshop Slide 29
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.
Branch Leadership Training Workshop Slide 30
• 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 Leadership Training Workshop Slide 31
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 Leadership Training Workshop Slide 32
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
Branch Leadership Training Workshop Slide 33
Your Annual Branch Plan is the result!
Goals Events EvaluateThePlan!
Brainstorm! Consider Constraints
Branch Planning
Branch Leadership Training Workshop Slide 34
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
Branch Leadership Training Workshop Slide 35
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
Branch Leadership Training Workshop Slide 36
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
Branch Leadership Training Workshop Slide 37
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 Leadership Training Workshop Slide 38
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!)
Branch Leadership Training Workshop Slide 39
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
Branch Leadership Training Workshop Slide 40
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 Leadership Training Workshop Slide 41
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 Leadership Training Workshop Slide 42
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
Branch Leadership Training Workshop Slide 43
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 Leadership Training Workshop Slide 44
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
Branch Leadership Training Workshop Slide 45
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
Branch Leadership Training Workshop Slide 46
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)
Branch Leadership Training Workshop Slide 47
Student Branch Awards (continued)
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
Branch Leadership Training Workshop Slide 48
Student Branch Awards (continued)
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.
Branch Leadership Training Workshop Slide 49
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.
Student Branch Awards (continued)
Branch Leadership Training Workshop Slide 50
Student Branch Awards (continued)
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
Branch Leadership Training Workshop Slide 51
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
Branch Leadership Training Workshop Slide 52
Student Branch Awards (continued)
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.
Branch Leadership Training Workshop Slide 53
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.
Branch Leadership Training Workshop Slide 54
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.
Branch Leadership Training Workshop Slide 55
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
Branch Leadership Training Workshop Slide 56
• 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
Branch Leadership Training Workshop Slide 57
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
Branch Leadership Training Workshop Slide 58
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
Branch Leadership Training Workshop Slide 59
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
Branch Leadership Training Workshop Slide 60
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
Branch Leadership Training Workshop Slide 61
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
Branch Leadership Training Workshop Slide 62
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
Branch Leadership Training Workshop Slide 63
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
Branch Leadership Training Workshop Slide 64
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
Branch Leadership Training Workshop Slide 65
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
Branch Leadership Training Workshop Slide 66
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
Branch Leadership Training Workshop Slide 67
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
Branch Leadership Training Workshop Slide 68
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
Branch Leadership Training Workshop Slide 69
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
Branch Leadership Training Workshop Slide 70
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]