A Potpourri of Useful(?) Information

22 February 2003

David A. Conner, Ph.D., P.E.d.conner@ieee.org

Credits

Presentations by Dr. Raymond Findlay, IEEE 2002 President

Presentation by Tracy Hawkins, IEEEStaff (Manager of Section/Chapter Support)

IEEE Web Site

OVERVIEW IEEE: The Organization

Regional Activities; Technical Activities Section/Region Leadership Section/Region Management Knowledge and Knowledge Sources Issues

Finance; Reporting; Structure; Legal Possible Initiatives

IEEE: THE ORGANIZATIONMembers

IEEE Assembly (Delegates)IEEE Board of Directors

IEEE Executive CommitteeIEEE Educational Activities Board (EAB)IEEE Publication, Service, and Products

BoardIEEE Regional Activities Board (RAB)IEEE Standards AssociationIEEE Technical Activities Board (TAB)IEEE-USA

REGIONAL ACTIVITIESIEEE Regional Activities Board (RAB)

Board CommitteesRegions 1-10 (Geographic Subdivisions)Region Committees; Region Areas#;

SectionsCouncils#; Section Committees;Sub-Sections; Student Branches;Chapters*; Affinity Groups such as GOLD, WIE, Consultant’s Network

TECHNICAL ACTIVITIES

IEEE Technical Activities Board (TAB)

Board CommitteesDivisions I-XSocieties (Technical Subdivisions)

Chapters*

SECTION/REGION LEADERSHIP

A leader must have vision. A leader must set specific goals. A leader must be passionate. A leader must have integrity.

SECTION/REGION LEADERSHIP

A leader must be willing to take risks.

A leader must be dedicated.

A leader must be charismatic.

A leader must be a good listener.

SECTION/REGION MANAGEMENT

Make changes in an orderly fashion Keep your team motivated Ensure that each member of your

team understands the goals of the team

Ensure that each member of your team knows his/her responsibility

Monitor team progress

SECTION/REGION MANAGEMENT

Assist each member of your team in developing leadership skills that will allow the person to replace you

Willingly seek advice from your predecessors

Remember that your team is composed of volunteers and not employees

SECTION/REGION MANAGEMENT ISSUES

Organizational Structure

Size

Constituency Representation

“Process” for Succession of Duties

KNOWLEDGE AND KNOWLEDGE SOURCES

Principle: “Half of knowledge is to know where to find it”

Source #1: IEEE Web Site’s Site Map http://www.ieee.org/web/sitemap/

Source #2: Tracy Hawkins, IEEE’s Manager of Section/Chapter Support

t.hawkins@ieee.org

FINANCIAL ISSUES Rebates – File Your Annual Financial

Reports (L-50) in Early January Section Support via Regions (SSVR)

– Check with Your Region Delegate/Director for Funds at His Discretion

Conference Income – Consider Partnering with a Society to Host One of Their Conferences

FINANCIAL ISSUES Society Assistance for Chapters –

Check Out Appropriate Societies for Informationhttp://www.ieee.org/chapters

Donations – Be Careful to Follow All IEEE Guidelines and PoliciesWhen Acquiring Donations and Do Not Make a Donation Without IEEE Board Approval

FINANCIAL ISSUES

Contracts – Be Careful to Follow All IEEE Guidelines and Policies

(An Area of Extremely High Visibility, Control, and Auditing)

Special Project Funding – Be Innovative in Developing Pilot Projects and Obtaining Matching

Funds from Region, RAB, EAB, Societies, and IEEE Foundation

FINANCIAL ISSUESExamples:

K-12 Education (Section)Consultant Networks (Section)Legislative Network (Council)Awards ManualElectronic Industry Technical

DatabaseOfficer Training ManualIndustry Communications

FINANCIAL EXPENDITURE AREAS

IEEE-Sponsored Activities Member Communications Administrative Expenses Travel Expenses Student Branch Support Recognition Supplies

REPORTING ISSUESNOTE: Section/Region Years MUST BE

the Calendar Year!!! Officer Notification (in December by

Secretary) L-31, Meeting Reporting Form (in

Early January by Out-Going Secretary)

L-50, Finance Reporting Form (in Early January by Out-Going

Treasurer)

LEGAL STRUCTURE 1. New York Laws on Incorporation 2. IEEE Certificate of Incorporation 3. IEEE Constitution (Member-

Adopted Bylaws) 4. IEEE Bylaws (Board of Director-

Adopted Bylaws) 5. IEEE Policies and Procedures 6. RAB Bylaws 7. RAB Policies and Procedures

LEGAL STRUCTURE

8. Region 2 Bylaws 9. Region 2 Policies and Procedures10. Section Bylaws11. Section Policies and Procedures12. Council/Sub-Section/Chapter*/

Branch Bylaws13. Council/Sub-Section/Chapter*/

Branch Policies and Procedures

LEGAL STRUCTURENOTE: At Any Level, After Policies

and Procedures …

Custom and Practice

Robert’s Rules of Order (the last “frontier”)

Example: Friendly Amendment

SPECIAL AREAS OF LEGAL CONCERN

Finances (Maintain a Clear Audit Trail)

Bank/Savings Accounts Non-IEEE Investment Accounts (A

No-No!!!) Donations Contracts Bylaws Policies and Procedures

POSSIBLE REGION INITIATIVE

Review Assignment of Duties Between the Region Delegate/Director and the Region Delegate/Director-Elect (Region 3: the Delegate/Director Handles Institute-Level Duties and Delegate/Director-Elect Runs the Region)

Ask if Any Areas Need to Be Councils

INITIATIVES AT ALL LEVELS

Make Use of Past Chairs at All Levels1. Long-Range Planning (Vision)2. Strategic Planning (Goal Setting)

3. Mentoring4. Special Committees/Assignments5. Special Recognition Ceremonies

SECTION INITIATIVES

Develop Unique Programs Meeting Specific Needs1. Speaker Program for StudentBranches2. Mentoring Program for High

School Students ConsideringEngineering as a College Major

SECTION INITIATIVES 3. Web Site Listing Open

Engineering Positions in Area 4. Speaker Exchange Program

with Other Sections 5. K-12 Career Day Speakers 6. Mentors for GOLD Members 7. Work with Other Sections to

Develop a Chapters’ Speaker’s Program

SUMMARY IEEE: The Organization

Regional Activities; Technical Activities Section/Region Leadership Section/Region Management Knowledge and Knowledge Sources Issues

Finance; Reporting; Structure; Legal Possible Initiatives

QUESTIONS (?)and

COMMENTS (!)