IEEE Branch Leadership Training Workshop

1. School IEEE YOU Work Community IEEE Branch Leadership Training Workshop Branch Leadership Training Workshop

2. Outline • Organization • Branch Administration • Volunteerism • Branch Operations • Programs • Resources • Student Awards • Student Membership Benefits • Fundraising • SPAC, SPAVe Branch Leadership Training Workshop

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

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

5. Foster Technological Innovation continued • IEEE standards • 90 new & revised per year • 30,000 plus participants Branch Leadership Training Workshop

6. 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

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

8. 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

9. 7 8 1-6 10 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. Branch Leadership Training Workshop

10. Membership Totals by Region Branch Leadership Training Workshop

11. IEEE Student Membership Branch Leadership Training Workshop

12. Western Canada Council Central Canada Council Eastern Canada Council Canada, Region 7 • 20 sections arranged in 3 councils (Western, Central, and Eastern Canada) • 55 student branches Branch Leadership Training Workshop

13. IEEE Executive Committee IEEE Board of Directors Executive Director IEEE Members Educational Activities Board Publication Activities Board Regional Activities Board Standards Board Technical Activities Board IEEE USA Staff IEEE Organization Branch Leadership Training Workshop

14. 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

15. Regional Activities Board Regional Conferences Committee Student Activities Committee Membership Development Awards Committee Potentials Advisory Others Regional Activities Board Organization Branch Leadership Training Workshop

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

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

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

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

20. Student Branch Chair • 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. Branch Leadership Training Workshop

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

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

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

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

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

26. Student Branch Committees • Committees 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

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

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

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

30. Branch Program • 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 Leadership Training Workshop

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

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

33. Branch Planning The Plan! Goals Events Evaluate Consider Constraints Brainstorm! Your Annual Branch Plan is the result! Branch Leadership Training Workshop

34. Branch Planning • 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 Leadership Training Workshop

35. Branch Planning • 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 Leadership Training Workshop

36. Branch Planning • 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 Leadership Training Workshop

37. Branch Planning • 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 Leadership Training Workshop

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

39. Student Branch Reporting Requirement • 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. Branch Leadership Training Workshop

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

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

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: student-services@ieee.org • Maintains Regional Student Branch Addresses • Obtain List: email.guide@ieee.org • Submit Reports by E-mail • sbr7-reporting@ieee.org for Region 7 Branch Leadership Training Workshop

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

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

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

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

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

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

49. Student Branch Awards (continued) • 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. Branch Leadership Training Workshop

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