2011 Chinese Volunteer
Leadership
eade s p Workshop
o s op
Dr. James Jhing-Fa Wang
IEEE R10 Section/Chapter Coordinator
IEEE Fellow & Chair Professor, NCKU, Taiwan
Beijing, July 2011
Section Chair
Quick
Qu
c Start
Sta t Training
a
g
James, Jhing-Fa Wang
IEEE R10 Section/Chapter Coordinator
IEEE Fellow & Chair Professor, NCKU, Taiwan
July 2011
O tli
Outline
„
„
1. Introduction to IEEE Section and Chapter
1
2. How to Run Your Section Successfully
2.1
21
Organize Your Section/Chapter Officers
2.2 Set Up the Calendar
2.3
2 3 How
H
to
t Prepare
P
a Report
R
t and
d Apply
A l for
f Rebate
R b t
2.4 How to Win the MGA Outstanding Section Awards
2.5
25H
How tto O
Organize
i S
Section
ti A
Activities
ti iti
2.6 How to Inform Members about Section Activities
„
„
3. Conclusion
Useful Links
1. Introduction to
IEEE Section and Chapter
Visions and Missions
„
IEEE –
Inspire,
Inspire
Enable, Empower and Engage in
Enable
the Technology for Humanity
„
„
„
„
„
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
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
„
In 2010
2010, 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+
500 Chapters
Ch t
(at least 12 members)
583 student branches (at least 12 student members)
Current Section Status
The following figure lists the top 10 active sections in
R10 ffrom 2008 tto 2009
2009. (Th
(The d
details
t il off th
the reportt are
described later)
Numb
ber of reports
„
# reports = # section reports + # subsection reports + # chapter reports + # affinity group reports
Current Chapter Status
„
„
82 new chapters have been formed in 2010.
The following is the number of chapters formed from
2005 to 2010.
„
Detailed
D
t il d iinformation
f
ti ffor th
the status
t t off
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
„
Organize the Section Roster
Contact & invite the active volunteers in your Section to be the
Officers:
„
„
„
„
„
„
„
Vice chair,
Vi
h i secretary,
t
ttreasurer
Electronic communications coordinator, newsletter editor, SAMIEEE
(Section Access to Members)(Get statistics on members, contact
members using
g E-notice,, conduct a surveyy 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
Executive Committee, Technical Chapter, Affinity Group, and/or
St d t Branch.
Student
B
h
„
Affinity
y Group
p Def: IEEE Affinityy Groups
p are nontechnical Subunits of one or more Sections or a Council.
(http://www.ieee.org/societies_communities/geo_activitie
s/affinityy_g
groups.html)
p
)
„
Types of Affinity Groups(喜好, 本性, 傾向):
C
Consultants
lt t N
Network
t
k
GOLD (Graduates of the Last Decade)
Life Members (ages>= 65 & ages + member yrs >= 100)
Women in Engineering
„
„
„
„
„
Standing Committee, Executive
Committee:
http://www.ieee.org/societies_communities/geo_activities
/officer_training/officer_training_glossary.html
Starting a Consultants Network
„
You are a consultant
Y
lt t or considering
id i b
becoming
i a consultant
lt t off engineering
i
i services
i
– in
i simpler
i l
terms, a private practitioner. You are an IEEE member and you would like to be associated with
other Consultants.
„
Requirements to Form an IEEE Affinity Group (Affinity Group Petition)
To take advantage of IEEE's branding and resources and qualify for funding through the IEEE
Section Rebates, new consultants networks are required to register as "affinity groups" to the
Alliance of IEEE Consultants Networks. This document walks you through the required steps,
including the petition for affinity group formation.
„
„
If you are interested in starting a local IEEE Consultants Network, contact Daryll Griffin at
202/530 8337 or d.r.griffin@ieee.org
202/530-8337
d r griffin@ieee org for more details.
details
„
For more information on IEEE-USA's Consultant Services, the Alliance of IEEE Consultants' Networks Coordinating
Committee or how to start your own local IEEE Consultants' Network
Committee,
Network, contact:
„
Daryll Griffin
IEEE-USA
2001 L Street
Street, NW
NW, Suite 700
Washington, DC 20036-5104
(Office) 202/530-8337
(Fax) 202/785-0835
(Email) d.r.griffin@ieee.org
„
„
„
„
„
„
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
Chair, you will be
responsible for running the regular
meetings of the Section Executive
Committee ((usually,
y, once a month).
)
„
Calendar Sample
D t
Date
A ti it
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
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
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
2
3 How to Prepare Reports and
Apply
pp y for Rebate ((補助, 退款))
„
Two main kinds of reports:
p
1. P
1
Prepare section
ti reportt tto R10.
R10
2. Prepare
p
Section Annual Reports
p
to MGA
& apply for Rebate
1. How to prepare a report to R10
„
Purpose;
1 Share the information among the
1.
sections in R10
2. To win the R10 distinguished section
award
Report
p to R10 :
Suggested Section Report Format
(Submission deadline: Feb.
Feb 15)
„
„
„
„
„
„
„
„
„
„
„
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
Takatoshi Minami
2011-2012 IEEE R10 Awards & Recognition Committee Chair
„
„
„
„
„
„
„
„
„
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
u be o
of C
Chapters
apte s formed
o ed in tthe
e cu
current
e t yea
year
Number of Active Chapters (Chapters who have reported required
number of meetings during the year)
Summary
y of Chapter
p activities chapter
p wise with attachment table /
information
„
„
„
„
„
„
„
„
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)
S
Summary
off Student
S d
branch
b
h activities
i i i student
d
b
branch
h wise
i with
ih
attachment table / information
„
„
„
„
„
„
„
„
„
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
„
„
„
„
„
„
B.7
B
7 Communication Activities (Newsletter,
(Newsletter Home
Page, E-mail etc.)
Newsletter ((name and number of issues in the yyear))
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
B.9
O h Organizational
O
i i
l Activities
A i ii
„
„
„
„
„
„
„
„
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
D.2
G l and
d Future
F
Plans
Pl
2010 R10 Section Award - Recipients
Large Section Award: Madras Section
„ Small Section Award: Islamabad Section
„
2. How to Prepare a Report to
2
MGA and Apply
pp y for Rebate
„
The Section officers should collect all the
annuall reports
t off the
th subsections,
b
ti
chapters, and affinity groups.
„
Annual reports include:
Meeting
Activity
Current Officers
Financial Activity
Meeting Activity Report Template
„
Visit http://meetings.vtools.ieee.org/main
Officer Report Template
„
Visit: http://ewh.ieee.org/forms/scs/interactofficerform.php
Financial Report Template
„
Visit http://mgal50reporting.ieee.org/
Section secretaries are responsible for
submitting
b itti meeting
ti activity
ti it and
d officer
ffi
reports.
„ Section treasurers are responsible for
submitting the financial report
report.
„
Section Rebate
After providing reports to the MGA Board
Board,
the MGA (Member and Geographic Activity) Board will
review
i
th
the S
Section
ti record.
d
„ The Section is eligible to earn a rebate
payment.
„ Minimum meeting requirements to earn a
rebate
„
5
meetings for Sections and Subsections
2 technical meetings for Chapters
2 meetings for Affinity Groups
„
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
IEEE MGA rebate schedule
schedule” on Google
2.4
2
4 How to Win the MGA
Outstanding
g Section Awards
„ To
recognize the excellent work of a
l
large
section
ti and
d a smallll section,
ti
th
the
MGA board gives
Outstanding
Outstanding
g
„A
Large Section Award
Small Section Award
large Section: #Members ＞ 500
„ A small Section: #Members ≦ 500
„
Selection criteria for winning the award:
Financial,
Fi
i l officer
ffi
and
d meeting
ti reports
t mustt be
b submitted;
b itt d
New GOLD Affinity Group formations;
„
„
„
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 - 2011 R
Recipients
i i t
„
Outstanding Large Section Award Recipients
„
2011 R7 Ottawa Section
2010 R7 Vancouver Section
2009 R10 Taipei Section
2008 R9 Peru Section
2007 R3 Melbourn Section
2006 R2 Pittsburgh
g Section
2005 R7 Ottawa Section
2004 R1 Long Island Section
Outstanding Small Section Award Recipients
2011 R7 London Section
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
„
:
Go
to http://mga-awards.myreviewroom.com/
and submit the application
pp
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.
budget
„ Inform members about the activities via
Section and R10 Newsletters
„ Promote members to be senior members
& IEEE Fellow
„
2.6
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
ti to
t the
th R10 S
Section
ti web
b site
it ((please
l
contact
t t
Electronics Communication coordinator: Dr. Jin Dong)
SAMIEEE Tools (Get statistics on members
members, contact
members using E-notice, conduct a survey on
members)
Useful Links
„
Section Chair Quick Start Training:
„
http://www.ieee.org/societies
p
g
_communities/geo
g _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
i / h t
h i ht l
„
Annual Report and Rebate Information:
http://www.ieee.org/societies_communities/geo_activities/required_r
eporting/rebate_schedule.html
ti / b t
h d l ht l
„
MGA Outstanding Section Award:
http://www.ieee.org/societies_communities/geo_activities/awards/re
cipients/awards_outstanding_section.html
i i t /
d
t t di
ti ht l
„
R10 Section report
ewh.ieee.org/reg/10/reports/secrep/secrep index.html
ewh.ieee.org/reg/10/reports/secrep/secrep_index.html
3. Q&A
„
This ppt will be put on the R10
S ti /Ch t C
Section/Chapter
Coordinator
di t webpage.
b