Transcript Training Session: - Conducted by James Wang, R10 Secton

Training Workshop
“Session for New Chairs”
Dr. James Jhing-Fa Wang
IEEE R10 Section/Chapter Coordinator
IEEE Fellow & Chair Professor, NCKU, Taiwan
Mar. 6 2011
Agenda
10:00-10:30 “General Feedback Section”
- Hang-bong Kang
R10 membership development coordinator
10:30-11:00 “Training Session”
- James Wang R10 Section/Chapter Coordinator
- Takatoshi Minami R10 ARC Chair
- Deepak Mathur R10 SC Chair
11:00-1130 “Training Session”
-Enrique Tejera, Director of Division VII
Section Chair
Quick Start Training
James, Jhing-Fa Wang
IEEE R10 Section/Chapter Coordinator
IEEE Fellow & Chair Professor, NCKU, Taiwan
Mar. 6 2011
Outline
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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
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3. Conclusion
Useful Links
1. Introduction to
IEEE Section and Chapter
Visions and Missions
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IEEE –
 Inspire,
Enable, Empower and Engage in
the Technology for Humanity
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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
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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)
Current Section Status
Number of reports
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The following figure lists the top 10 active sections in
R10 from 2008 to 2009. (The details of the report are
described later)
Current Chapter Status
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82 new chapters have been formed in 2010.
The following is the number of chapters formed from
2005 to 2010.
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Detailed information for the status of
sections and chapters can be found on
IEEE R10 Section/Chapter Coordinator
webpage.
2. How to Run Your Section Successfully
2.1 Organize Your Section
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Organize the Section Roster
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Contact & invite the active volunteers in your Section to be the
Officers:
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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
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Executive Committee, Technical Chapter, Affinity Group, and/or
Student Branch.
2.2 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).
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Calendar Sample
Date
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, 10:30 - 1:30
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
2.3 How to Prepare Reports and
Apply for Rebate
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Two main kind of reports:
1. Prepare section report to R10.
2. Prepare Section Annual Reports to MGA
& apply for Rebate
1. How to prepare report to R10
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Purpose;
1. Share the information among the
sections in R10
2. To win the R10 distinguished section
award
Report to R10 :
Suggested Section Report Format
(Submission deadline: Feb. 15)
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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
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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
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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
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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
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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
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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
2. How to Prepare a Report to
MGA and Apply for Rebate
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The Section officers should collect all the
annual reports of the subsections,
chapters, and affinity groups.
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Annual reports include:
 Meeting
Activity
 Current Officers
 Financial Activity
Meeting Activity Report Template
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Visit http://meetings.vtools.ieee.org/main
Officer Report Template
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Visit: http://ewh.ieee.org/forms/scs/interactofficerform.php
Financial Report Template
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Visit http://mgal50reporting.ieee.org/
Section secretaries are responsible for
submitting meeting activity and officer
reports.
 Section treasurers are responsible for
submitting the financial report.
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Section 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
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5
meetings for Sections and Subsections
 2 technical meetings for Chapters
 2 meetings for Affinity Groups
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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
2.4 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 ＞ 500
 A small Section: #Members ≦ 500
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Selection criteria for winning the award:
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Financial, officer and meeting reports must be submitted;
New GOLD Affinity Group formations;
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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, Vicechairperson, 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;
2004 - 2010 Recipients
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Outstanding Large Section Award Recipients
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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
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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
MGA Outstanding Section Award
Submission information
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:
 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.
2.5 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
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2.6 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)
Useful Links
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Section Chair Quick Start Training:
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http://www.ieee.org/societies_communities/geo_activities/officer_trai
ning/chair.html
Chapter Chair Quick Start Training:
http://www.ieee.org/societies_communities/geo_activities/officer_trai
ning/chapter_chair.html
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Annual Report and Rebate Information:
http://www.ieee.org/societies_communities/geo_activities/required_r
eporting/rebate_schedule.html
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MGA Outstanding Section Award:
http://www.ieee.org/societies_communities/geo_activities/awards/re
cipients/awards_outstanding_section.html
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R10 Section report
ewh.ieee.org/reg/10/reports/secrep/secrep_index.html
3. Q&A
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This ppt will be put on the R10
Section/Chapter Coordinator webpage.