ieee central texas section chapter chair training
Post on 25-Feb-2016
41 Views
Preview:
DESCRIPTION
TRANSCRIPT
178005.ppt
http://sites.ieee.org/ctx/
IEEE Central Texas SectionChapter Chair Training
February 2014Austin, Texas
178005.ppthttp://sites.ieee.org/ctx/
Agenda
Introduction to IEEE CTSSection officer descriptionsChapter Chair tasksBudget ProcessImportant datesResources
178005.ppthttp://sites.ieee.org/ctx/
Central Texas SectionApproximately 4000 members in Austin, San Antonio, surrounding areaOne of largest sections in Region 5
CTS
178005.ppthttp://sites.ieee.org/ctx/
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
178005.ppthttp://sites.ieee.org/ctx/
Central Texas Section25 total chapters - 17 technical Society chapters; 3 Council chapters; 5 Affinity Group chaptersMost have monthly meetings
178005.ppthttp://sites.ieee.org/ctx/
Recent Past Events
ICICDT – May30-Jun1, 2012Home Network Summit – Nov, 2012TexasWISE – March, 2013DAC– Jun 2-4, 2013Global SIP – Dec 3-5, 2013
178005.ppthttp://sites.ieee.org/ctx/
Some Upcoming Events
Dec 8-12, 2014
May 28-30, 2014
178005.ppthttp://sites.ieee.org/ctx/
CTS Executive Committee (ExCom)
Governing body of the SectionBudgets, bylaws, meeting minutes All other proposals are voted on by ExComMembers– Section Chair, 2 Vice-Chairs, Secretary, Treasurer– Chairs of: Chapter, Affinity Group, Council – Two past Section Chairs– Electronic Communication Manager
Meetings follow Roberts Rules.
178005.ppthttp://sites.ieee.org/ctx/
2014 Section Officers
Chair – Kenny RiceSan Antonio Vice Chair – Ron SeamanAustin Vice Chair – Leslie MartinichSecretary – Zhou LiTreasurer – Don Drumtra
178005.ppthttp://sites.ieee.org/ctx/
Section Chair 1
Ensures that Section, including Chapters and Affinity Groups are fulfilling IEEE mission and goalsManages the operation of the Section and ensures the best interest of local members are metRepresents the Section to the Region Committee and/or other IEEE organizational units.
178005.ppthttp://sites.ieee.org/ctx/
Section Chair 2
Chairs of the IEEE Section Executive Committee (ExCom), and presides at meetingsRepresents the Section at IEEE gatherings and Regional Committee MeetingsManages Section red tape– signs section documents/accounts– finds volunteers for non-elected positions)
178005.ppthttp://sites.ieee.org/ctx/
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
178005.ppthttp://sites.ieee.org/ctx/
Section Secretary
Maintains Section records – section meeting minutes– officer roster– L31 reports of meetings– other non-financial documents.
Sends meeting noticesPublishes minutes
178005.ppthttp://sites.ieee.org/ctx/
Section Treasurer
Ensures continuity of financial recordsMaintains inventory and/or access to financial accounts of Chapters/Affinity GroupsSubmits the Annual Report (L50) to IEEE.
178005.ppthttp://sites.ieee.org/ctx/
Chapter Chair 1Helps Society members in their technical interests by holding meetings and/or other local eventsSigns 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 vToolsTo qualify for rebates– Chapters must file 2 technical meetings– Councils and affinity groups must file 2 meetings of any
kind
178005.ppthttp://sites.ieee.org/ctx/
Chapter Chair 2Ensures that elections are held by end of calendar year and that results are reported to the Section SecretaryEnsures 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
178005.ppthttp://sites.ieee.org/ctx/
Chapter Officer Tasks
1. Scheduling a meeting and filing an L31 report with vtools
2. Conferences and Workshop 3. How to use SAMIEEE4. Holding chapter elections5. Filing an expense report
178005.ppthttp://sites.ieee.org/ctx/
Scheduling Meetings And Filing L31 Reports
178005.ppthttp://sites.ieee.org/ctx/
Scheduling a meeting 1
Click on “Schedule a Meeting”
178005.ppthttp://sites.ieee.org/ctx/
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.
178005.ppthttp://sites.ieee.org/ctx/
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.
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.
Scheduling a meeting 3
To modify date, click on the calendar icon
178005.ppthttp://sites.ieee.org/ctx/
Scheduling a meeting 4
Here is an example of details filled into the appropriate fields
178005.ppthttp://sites.ieee.org/ctx/
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.
Scheduling a meeting 5
178005.ppthttp://sites.ieee.org/ctx/
Then, click “Create.”
Scheduling a meeting 6
178005.ppthttp://sites.ieee.org/ctx/
Reviewing the scheduled meeting
178005.ppthttp://sites.ieee.org/ctx/
Find an L31 Report
Click on “L31 Meeting Reports.”
178005.ppthttp://sites.ieee.org/ctx/
Create an L31 Report 1
There are two ways of creating an L31 report:
1) 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.
2) 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.
178005.ppthttp://sites.ieee.org/ctx/
Create an L31 Report 2
Specify data required by the L31.
178005.ppthttp://sites.ieee.org/ctx/
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.
178005.ppthttp://sites.ieee.org/ctx/
Create an L31 Report 4If the lecturer is distinguished, make sure to select this box.
Once all the details are entered, click “Create.”
178005.ppthttp://sites.ieee.org/ctx/
Validation errors
If you miss any of the required information, the tool will show validation errors. Correct them as necessary.
178005.ppthttp://sites.ieee.org/ctx/
Save and Create L31 Report
Click “Create” to save changes.
178005.ppthttp://sites.ieee.org/ctx/
Edit the meeting report 1
You can edit the report by clicking on the “Edit” link
178005.ppthttp://sites.ieee.org/ctx/
Edit the meeting report 2
Let’s adjust the number of attendees
178005.ppthttp://sites.ieee.org/ctx/
Edit the meeting report 3Once the adjustment is made...
Click “Update”
178005.ppthttp://sites.ieee.org/ctx/
Search for an L31 report 1
Click “Search L31 Meeting Reports (across system)
178005.ppthttp://sites.ieee.org/ctx/
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”
178005.ppthttp://sites.ieee.org/ctx/
Search for an L31 report 3
You can view, edit, or delete submitted L31 reports.
178005.ppthttp://sites.ieee.org/ctx/
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.”
178005.ppthttp://sites.ieee.org/ctx/
Create an L31 report from an existing meeting notice 2
Click on “Recent Meetings for my Section
178005.ppthttp://sites.ieee.org/ctx/
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
178005.ppthttp://sites.ieee.org/ctx/
Create an L31 report from an existing meeting notice 4
Scroll to the bottom of the screen and click on “Create/Edit L31 Report”
178005.ppthttp://sites.ieee.org/ctx/
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.
178005.ppthttp://sites.ieee.org/ctx/
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.
178005.ppthttp://sites.ieee.org/ctx/
Conferences and Workshops
178005.ppthttp://sites.ieee.org/ctx/
SAMIEEE
178005.ppthttp://sites.ieee.org/ctx/
Holding Chapter Elections
178005.ppthttp://sites.ieee.org/ctx/
Filing Expense Reports
Don Drumtra
178005.ppthttp://sites.ieee.org/ctx/
Budget Process
Don Drumtra
178005.ppthttp://sites.ieee.org/ctx/
Important Dates 1
Jan 25, Saturday
CTS Spring Section Meeting• ExCom members vote on the 2014 budget and
other motions• Chapters/section share last year's activities and
future plans.
Feb 14, Friday Last day to file L31s for meetings held in 2013 to qualify for rebates
Spring 2014 Spring Chapter Officer Luncheon• March in San Antonio, May in Austin
June
Begin call for nominations for chapter officer elections • Section chair sends a reminder• Chapter chairs announce through email and during
regular meetings
178005.ppthttp://sites.ieee.org/ctx/
Important Dates 2September, Saturday
CTS Fall Section Meeting. • ExCom votes on motions• Chapters/sections share activities so far and
plans for the rest of the year.
Oct 1, Wednesday
Budget planning for 2015 begins. • The Section treasurer provides written
guidelines for budget proposals• Chapter officers submit their proposals in
prescribed formatOctober Chapter Officer LuncheonNovember Complete Chapter/Affinity group officer electionsNov 30, Sunday Last day for submitting budget proposals for 2015
Dec 31, Wednesday
Deadline for submitting the 2015 roster of officers to Section secretary. • Chapter Chair provides the new officers' email
and IEEE member number.
178005.ppthttp://sites.ieee.org/ctx/
ReferencesMGA Operations Manual: www.ieee.org/societies_communities/geo_activities/operations_manual/index.htmlIEEE CLE Courses: www.ieee-elearning.org/CLE/course/index.phpIEEE Conferences Manual: www.ieee.org/documents/manual.pdfVtools Training:http://sites.ieee.org/vtools/vtools-meeting-tutorials/SAMIEEE website:http://www.ieee.org/about/volunteers/samieee/index.htmlIEEE CTS Financial Policy:http://sites.ieee.org/ctx/cts-financial-policy/IEEE CTS Governing Documents:http://sites.ieee.org/ctx/cts-governance/
178005.ppthttp://sites.ieee.org/ctx/
Thank you!
top related