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Section Management
2014 REGION 10 Meeting Kuching, Malaysia1 & 2 March 2014
Ewell TanIEEE Asia-Pacific Limited
Project / Administrative Executive
Topics
Required Reporting - Officer Reporting - Meeting Activity (L31)- Financial Reporting via NetSuite
* Section Rebates
Succession Planning for Key Officers
Volunteer Tools & Resources - IEEE Center for Leadership Excellence- SAMIEEE
IEEE Governing Documents
Required Reportingfor Operational
Effectiveness
1. Geographic Unit Officer Reporting
Officer Reporting Online (Login with IEEE web account)< http://officers.vtools.ieee.org/ >
Qualifications to be an IEEE Geographic Unit officer:
For Region, Council, Section, Subsection, Technical Chapter, Affinity Group
Membership must be current
Graduate Student Member, Member, Senior Member, or Fellow grade
Membership in the Geographic Unit in which office is to be held.
Chapter Officers, in addition to the above requirements, must also have and maintain membership in the Chapter's Society. *In the case of JOINT CHAPTERS, membership in any (1) of the Societies is sufficient.
* This applies to all positions except Newsletter Editor and Webmaster (anyone may hold those positions).
For Student Branch
Membership must be current
Counselor or Advisor: Graduate Student Member, Member, Senior Member, or Fellow grade
Officers (Chair, Vice Chair, Secretary, Treasurer): Graduate Student Member or Student member
IEEE officers shall…
Be elected by Section members of Graduate Student Member, Member, Senior Member and Fellow Grade.
Term of office may be one or two years. Normally from 1 January through 31 December.
*Sections must define the officer term as one or two years and record it in their governance documents.
An individual may continue in the position until a successor has been duly elected and takes office.
The consecutive period of service in any one office shall normally not exceed four years.
Shall not serve in any one position, in any single organizational unit, more than six years in total.
* Exceptions to this rule require approval by the Region Director who will annually report such exceptions to the MGA Board.
(continue) IEEE officers shall…
Newly elected officers must be reported in within 20 days following the election.
Only ONE person submit the Officer Reporting Form from your geographic unit.
Section/Subsection Officers - Report all officers
Chapter/Affinity Group Officers - Need to report only Chair and Treasurer
Print a copy for your records in order to verify against the most recent Geographic Activities Roster at < http://www.ieee.org/about/volunteers/rosters/index_regions.html >
Any questions? Please contact IEEE MGA Department at:
Should be submitted to IEEE MGA after each meeting is held. < http://www.ieee.org/societies_communities/geo_activities/required_reporting/meeting_form.html >
Report all meetings, including social events and administrative meetings.
E-mail a copy of your meeting report to your Section Secretary and others by using the e-mail field at the bottom of the form.
A copy of the confirmation page can be printed and kept for your Geographic Unit's records.
Any questions? Please email to IEEE MGA Staff at:
2. Meeting Report (L31)
Activity and Reporting Requirements
Organization Unit Requirements
Section• Report at least 5 meetings each year• Maintain a min. 25 members other than Students
Subsection• Report at least 5 meetings each year• Maintain a min. 15 members other than Students
Chapter• Report at least 2 technical meetings each year• Maintain a min. 10 members other than Students
Affinity Group
• Report at least 2 meetings per year or maintain a level of activity acceptable to the regional director.
• Maintain a min. 6 members other than students
The financial reporting tool, NetSuite, allows geographic unit Treasurers to log in, record, track, and submit financial data to IEEE headquarters.
IEEE geographic units must annually report their financial status (using the financial online reporting tool, NetSuite), covering the period of 1 January–31 December.
A NetSuite user ID and password are required. Geographic unit Treasurers should have received an e-mail from IEEE Finance staff with this information.
NetSuite training guides is available at:-<http
://www.ieee.org/societies_communities/geo_activities/required_reporting/financial_reporting.html >
Any questions? Please ask our IEEE Finance Staff at:
3. Financial Reporting via NetSuite
2014 SECTION REBATE FOR 2013 ACTIVITIES
All sections in existence on 31 December 2013 and meeting minimum requirements shall receive a US$2,000 annual allowance, plus membership rebate:
US$4 for each Senior or Fellow Member US$3 for each Member, Student, or Associate grade member US$1.50 for each Affiliate US$500 for each active Subsection* US$200 for each active Chapter or Affinity Group*
* Based on 31 December 2013 membership statistics.
For sections formed during 2013, these funds will be pro-rated from the date of establishment until 31 December.
Refer: <http://www.ieee.org/societies_communities/geo_activities/required_reporting/rebate_schedule.html >
Activity Bonus
In an effort to encourage activities at the local level, activity bonuses may be awarded as follows:
– All sections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$200.
– All subsections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$100.
– Joint meetings may be counted toward only one unit’s bonus. For example, joint meetings of different chapters and/or affinity groups
may not be counted as a meeting for both units.
– All chapters or affinity groups reporting six or more meetings of a technical nature shall receive an additional US$75.
* Activity bonus funds are excluded from the 10% bonus for timely reporting.
* All units must qualify for the timely reporting bonus in order to be eligible for an activity bonus.
Timely electronic reporting of
1. Geographic Unit Officer ReportingvTools.OfficerReporting
http://www.ieee.org/societies_communities/geo_activities/required_reporting/officer_forms.html
2. Meeting ReportingvTools.Meeting (L31)
http://www.ieee.org/societies_communities/geo_activities/required_reporting/meeting_form.html
3. Financial Reportingvia Online NetSuite
http://www.ieee.org/societies_communities/geo_activities/required_reporting/financial_reporting.html
* Submitted by 15 February 2014, will receive a 10% Bonus of the total rebate!
* Final Due Date: 31 March 2014, to receive rebate for 2013 activities.
* Section rebate will be paid by 30 April 2014, for on-time reporting by 15 Feb 2013.
Succession Planning for Key Officers
Key Officers’ Roles & Responsibilities
Other EXCOM members depending on your Section / Subsection activities:
Membership Development Coordinator Industry Liaison Coordinator Chapter Coordinator Educational Activities Coordinator Student Branch Coordinator
Section / Subsection Key Officers
Roles & Responsibilities
ChairManage operations of the Section / Subsection
Vice ChairAssist Chair in managing operations of the Section / Subsection
Secretary
• Submit Section meeting report – L31
• Check Sub-units (Subsections, Chapters, Affinity Groups) submit reports
• Submit Section/Chapter officer reporting within 20 days of election or changes online
Treasurer Submit L50 financial report for Section and subunits (Subsections, Chapters, Affinity Groups)
Volunteer Tools & Resources
IEEE Centre for Leadership Excellence (CLE) SAMIEEE for Volunteers
IEEE Centre for Leadership Excellence
A learning resource for self-improvement needs of professionals
Focus on: IEEE Volunteers Training: training modules for key local IEEE
Volunteer positions. Professional Development Training: training modules on
professional development, soft skills i.e. leadership, communications and management skills.
Quick start modules: Roles & Responsibilities Timeline for key dates Recommended training modules.
Website: https://ieee-elearning.org/CLE/
Training Modules for 25 IEEE Volunteer Positions
Section Chair
Section Vice Chair
Section Secretary
Section Treasurer
Section Technical Chapter Chair
Section Consultants Network Affinity Grou
p Chair
Section GOLD Affinity Group Chair
Section Life Member Affinity Group Chair
Section Women in Engineering Affinity Gr
oup Chair
Section Affinity Group Vice Chair
Section Educational Activities Chair
Section Industry Relations Chair
Section Membership Development Chair
Section Professional Activities Chair
Section Student Activities Chair
Section Student Representative
Section Student Branch Mentor
Student Branch Chair
Student Branch Vice Chair
Student Branch Secretary
Student Branch Treasurer
Student Branch Counselor
Student Branch Chapter Chair
Section Nominations and Appointments C
hair
Section Awards and Recognition Chair
Other available training modules
Learning Library
Volunteer Position Training Career (i.e. managing career, lifecycle of an engineer, networking skills, publishing skills)
Communications (i.e. creating effective presentation slides, communicating effectively)
Finance (i.e. financial Management for Section/Chapter, NetSuite)
Leadership (i.e. leadership development)
Management (i.e. building Industry alliances, management & people skills, volunteer recruitment & retention)
Program (i.e. organizing conferences, IEEE Foundation, Humanitarian Efforts etc.)
Vitality (i.e. building Section/Chapter/Society relationships, engaging members etc. )
Membership (i.e. membership development, grade elevation & recognition, membership benefits etc.)
Tools (i.e. SAMIEEE, Webinar, vTools, MD Resources & Tools, etc.)
Provides volunteers access to member data.
It allows ad hoc querying, reporting, and downloading of IEEE's membership data.
Access is limited to registered users with designated or automatic access. All users must have an IEEE Web Account.
Data restriction by organizational unit.
*IEEE member data is released for use only by IEEE members, officers and committee members. Member information may not be furnished, with or without, compensation, to outside entities, or be used by IEEE members for any other than approved IEEE business.< http://www.ieee.org/about/volunteers/samieee/samieee_conditions_of_use.html >
Website: http://www.ieee.org/about/volunteers/samieee/index.html
SAMIEEE for volunteers
Volunteers must be currently reported in their positions.
*If an access denied message appears when logging in, please verify that your Organizational Unit has submitted current officer reporting.
Who has automatic access to SAMIEEE?
Use SAMIEEE Pre-defined Query
Readily prepared data that are available for officers to download.
May modify the query accordingly to your needs.
Where can I locate the Pre-defined Query?
Log in to SAMIEEE Catalog (at top right hand corner) SAMIeee folder Geographic Pre-defined Query
Learn SAMIEEE at your own paceOnline Training Modules
SAMIEEE-OBIEE Training Presentation
View the recorded WebEx "what's new" training session
Reference Materials:< http://www.ieee.org/about/volunteers/samieee/samieee_reference_materials.html >
Any questions, please contact: [email protected]
IEEE Governing Documents
IEEE Governing Documents http://www.ieee.org/about/corporate/governance/index.html
MGA Operations Manualhttp://www.ieee.org/societies_communities/geo_activities/mga_operations_manual.html
Section 9: Geographic Organizational Unitshttp://www.ieee.org/documents/section_09_10_november_2012.pdf
* It is the intent of the Member and Geographic Activities Board, committees, and staff to operate within an active strategic framework described by the MGA Operations manual.
* If required by local law, Sections and Geographic Councils may also create their own addendum / bylaws, using the MGA Operations Manual as a guideline.
Any questions? Please contact: [email protected]
Where can I find the IEEE Governing Documents?
IEEE Asia-Pacific Limited
Office Address:1, Fusionopolis Walk, #04-07South Tower, Solaris, Singapore, 138628
Tel: +65 6778 2873
Email: [email protected]
Webpage: http://ewh.ieee.org/ieee/apo/
Thank You for Your Attention
