IEEE Central Texas Section Chapter Chair Training

1. IEEE Central Texas SectionChapter Chair Training February 2014 Austin, Texas

2. Agenda • Introduction to IEEE CTS • Section officer descriptions • Chapter Chair tasks • Budget Process • Important dates • Resources

3. Central Texas Section • Approximately 4000 members in Austin, San Antonio, surrounding area • One of largest sections in Region 5 CTS

4. Central Texas Section The territory of the Central Texas Section, as approved by RAB, includes the following Texas counties: Atascosa, Bandera, Bastrop, Bexar, Blanco, Burnet, Caldwell, Comal, Conch, Cricket, DeWitt, Dimmit, Edwards, Frio, Gillespie, Gonzales, Guadalupe, Hays, Kansas, Kendall, Kerr, Kimble, Kinney, Lampasas, LaSalle, Live Oak, Llano, McCullough, McMullen, Mason, Maverick, Medina, Menard, Real, San Saba, Schleicher, Sutton, Tom Green, Travis, Uvalde, Val Verde, Williamson, Wilson and Zavala

5. Central Texas Section • 25 total chapters - 17 technical Society chapters; 3 Council chapters; 5 Affinity Group chapters • Most have monthly meetings

6. Recent Past Events • ICICDT – May30-Jun1, 2012 • Home Network Summit – Nov, 2012 • TexasWISE – March, 2013 • DAC– Jun 2-4, 2013 • Global SIP – Dec 3-5, 2013

7. Some Upcoming Events May 28-30, 2014 Dec 8-12, 2014

8. CTS Executive Committee (ExCom) • Governing body of the Section • Budgets, bylaws, meeting minutes • All other proposals are voted on by ExCom • Members • Section Chair, 2 Vice-Chairs, Secretary, Treasurer • Chairs of: Chapter, Affinity Group, Council • Two past Section Chairs • Electronic Communication Manager • Meetings follow Roberts Rules.

9. 2014 Section Officers • Chair – Kenny Rice • San Antonio Vice Chair – Ron Seaman • Austin Vice Chair – Leslie Martinich • Secretary – Zhou Li • Treasurer – Don Drumtra

10. Section Chair 1 • Ensures that Section, including Chapters and Affinity Groups are fulfilling IEEE mission and goals • Manages the operation of the Section and ensures the best interest of local members are met • Represents the Section to the Region Committee and/or other IEEE organizational units.

11. Section Chair 2 • Chairs of the IEEE Section Executive Committee (ExCom), and presides at meetings • Represents the Section at IEEE gatherings and Regional Committee Meetings • Manages Section red tape • signs section documents/accounts • finds volunteers for non-elected positions)

12. Section Vice Chair(s) • Assists the Chair in managing the operations of the Section. Ensures that the Section Chair’s tasks are completed if the Chair is unable to perform his/her duties

13. Section Secretary • Maintains Section records • section meeting minutes • officer roster • L31 reports of meetings • other non-financial documents. • Sends meeting notices • Publishes minutes

14. Section Treasurer • Ensures continuity of financial records • Maintains inventory and/or access to financial accounts of Chapters/Affinity Groups • Submits the Annual Report (L50) to IEEE.

15. Chapter Chair 1 • Helps Society members in their technical interests by holding meetings and/or other local events • Signs off on chapter bank accounts (if any) • Ensures that Chapter financial documents are prepared and submitted to the Section Treasurer. • Ensures that meeting reports (L31s) are filed on vTools • To qualify for rebates • Chapters must file 2 technical meetings • Councils and affinity groups must file 2 meetings of any kind

16. Chapter Chair 2 • Ensures that elections are held by end of calendar year and that results are reported to the Section Secretary • Ensures that Chapter budgets are submitted to and discussed with the Section Treasurer by deadlines • As member of CTS ExCom, can make, debate and vote on motions at ExCom meetings

17. Chapter Officer Tasks • Scheduling a meeting and filing an L31 report with vtools • Conferences and Workshop • How to use SAMIEEE • Holding chapter elections • Filing an expense report

18. Scheduling Meetings And Filing L31 Reports

19. Scheduling a meeting 1 Click on “Schedule a Meeting”

20. Scheduling a meeting 2 Fill in the meeting information. The information in red (also marked with an asterisk (*) is required). Note that there are several drop downs. Make sure to choose the appropriate value from the provided list.

21. Scheduling a meeting 3 The Region and Section will be preselected for you based on your IEEE member data. For example, if you are a member of the Philadelphia Section in Region 2, you will see options similar to what is seen here. To modify date, click on the calendar icon Note the hints next to the input fields. They aid users in dealing with common meeting tasks. For example, Registration Start and End time fields have an important hint about how to turn the registration functionality off.

22. Scheduling a meeting 4 Here is an example of details filled into the appropriate fields

23. Scheduling a meeting 5 You can use Yahoo! Maps, Google Maps, etc. to provide a link to a map of the meeting location. You can use the built-in registration functionality or link to a third party registration system. Let’s copy the URL using the “Link” function, and then paste it in the Meetings tool.

24. Scheduling a meeting 6 Then, click “Create.”

25. Reviewing the scheduled meeting

26. Find an L31 Report Click on “L31 Meeting Reports.”

27. Create an L31 Report 1 • There are two ways of creating an L31 report: • You can create L31 reports for meetings not in the system. In other words, if you did not use the Meetings tool to create a meeting notice, you can still create and submit L31. • You can create an L31 report based on a meeting notice you created earlier. • Let us first look at how you can create an L31 for meetings that are not in the system. • Select “Create an L31 Meeting Report (for meeting not in the system)” link.

28. Create an L31 Report 2 Specify data required by the L31.

29. Create an L31 Report 3 Give “Meeting Contact E-mail” address Click on the button to “Show 1st speaker_report,” then fill in the details about the speaker.

30. Create an L31 Report 4 If the lecturer is distinguished, make sure to select this box. Once all the details are entered, click “Create.”

31. Validation errors If you miss any of the required information, the tool will show validation errors. Correct them as necessary.

32. Save and Create L31 Report Click “Create” to save changes.

33. Edit the meeting report 1 You can edit the report by clicking on the “Edit” link

34. Edit the meeting report 2 Let’s adjust the number of attendees

35. Edit the meeting report 3 Once the adjustment is made... Click “Update”

36. Search for an L31 report 1 Click “Search L31 Meeting Reports (across system)

37. Search for an L31 report 2 Specify search criteria to find the L31 report. Since we just created the L31 for presentation on “Cyclotrons,” let us use “Cyclotron” as the search term. Then click on “Submit”

38. Search for an L31 report 3 You can view, edit, or delete submitted L31 reports.

39. Create an L31 report from an existing meeting notice 1 Now let’s take a quick look at how you can create an L31 report based on an existing meeting notice. Click on “Find Meetings.”

40. Create an L31 report from an existing meeting notice 2 Click on “Recent Meetings for my Section

41. Create an L31 report from an existing meeting notice 3 Find and select the meeting for which you would like to submit an L31 report

42. Create an L31 report from an existing meeting notice 4 Scroll to the bottom of the screen and click on “Create/Edit L31 Report”

43. Create an L31 report from an existing meeting notice 5 The L31 report will be pre-populated with the meeting data you specified when you created the meeting notice.

44. Create an L31 report from an existing meeting notice 6 You only need to enter the number of guests and IEEE members who attended the meeting. Click on “Create” to create the report.

45. Conferences and Workshops

46. SAMIEEE

47. Holding Chapter Elections

48. Filing Expense Reports Don Drumtra

49. Budget Process Don Drumtra

50. Important Dates 1