Region 10 Training Session26 March 2006

Section/Chapter SupportVolunteer Services

Fanny Su (Manager)T. Satomi (Region 10 Section Chapter Coordinator)

IEEE Asia Pacific Operations Centre

Topics

Overview... Geographic Unit Relationships Website Resources Section Governance Key Section Officers Annual Reporting & Section Rebates Financial Management Staff Help

IEEE Membership By Regions31 December 2005

R9 – 14,269R8 – 56,953

R10 – 62,533R1 to 6 – 218,260

R7 – 15,380

TOTAL MEMBERSHIP – 367,395

R1 – 39,191

R2 – 33,617

R3 – 30,576

R4 – 24,325

R5 – 29,681

R6 – 60,870

Pu b licationProd u cts

& Service s

IEEE-USA Ed u cation alActiviites

Sectio n s

Reg io ns

Reg io nalActivities

Stan d ard sAsso ciatio n

So cieties

Tech n icalActivities

ED& Staff

Execu tiv eCo m m itte e

Bo ard o f D irecto rs Assem bly

M EM BERS

IEEE Organization

2006 Regional Activities Board

17 Voting Members

Yellow Box – RAB Operating Committee Member

Pedro RayRAB Chair/VP-RA

Thomas TulliaRegion 2 Director

Luiz PilottoRegion 9 Director

Barry ShoopRegion 1 Director

Seiichi TakeuchiRegion 10Director

Ronald JensenRegion 4 Director

David GreenRAB Treasurer

George McClureRegion 3 Director

Marc ApterPast RAB Chair

Robert BaldwinRegion 6 Director

Hilmi TuranliRAB VC -

Member Activities

Robert ScolliRegion 5 Director

James RiessRAB VC -

Student Activities

Baldomir ZajcRegion 8 Director

Eduardo PalacioRAB VC -

Region, Section& Chapter Act.

Robert HannaRegion 7 Director

Roger SullivanRAB VC -StrategicPlanning

CeceliaJankowski

RAB Secretary*

Darrell ChongGOLD Committee

Chair*

Committees

Joint RAB Committees• RAB/TAB Section/Chapter Support• Transnational

IEEE Committees (assigned to RAB by the IEEE BoD)• IEEE Admission and Advancement• IEEE Life Members Committee

• Awards & Recognition• Finance• Graduates of the Last Decade

(GOLD)• Industry Relations• Membership Development

• Operating• Nominations & Appointments• Potentials Advisory• Strategic Planning• Student Activities

RAB Committees

RAB Committee Reporting Structure VC – Member Activities

Membership Development Committee (MDC)

IEEE Admission and Advancement Committee

RAB Awards and Recognition Committee

VC – Region, Section & Chapter Activities

Graduates Of the Last Decade (GOLD) Committee

RAB Industry Relations Committee

Section/Chapter Support Committee (RAB/TAB)

IEEE Life Members Committee (not officially assigned)

• VC – Student Activities– Student Activities Committee– Potentials Advisory Committee

• VC – Strategic Planning– RAB Strategic Planning

Committee– Transnational Committee

• RAB Treasurer– RAB Finance Committee

• Past RAB Chair– RAB Nominations &

Appointments Committee

• RAB Chair– RAB Operating Committee

Region 10

Sections (47)

Student Branches(439)

Areas

Subsections (9)

Councils (4)

Chapters (288)

Affinity Groups(31)

Student Branch Chapters(43)

Region 10 Units31 Dec 2005

Student Branch Affinity Groups (13)

Geographic & Technical Unit Relationship

Technical Activities Board

Parents - WIE, Consultants,

GOLD

IEEE Societies

Regional Activities Board

Regions

Areas

Sections

Chapters Affinity Groups

Sub-Sections Student Branches Council

SB Chapters SB Affinity Groups

Points to Remember

Sections are the backbone of the Chapter, Student and Affinity activities

Chapters form around a specific technological interest

Sections serve as the primary source of funding, management and reporting

Sections are a Critical element in keeping Societies active and healthy

Networking among Sections and Chapters helps members to socialize and develop a sense of community in breathing new life into activities

Website Resources

http://www.ieee.org/organizations/rab/scs/

http://www.ieee.org/organizations/rab/scs/new_officer/info.htm

http://www.ieee.org/organizations/rab/scs/Officer_Training/job_desc.html

Section Governance

RAB Operations Manual

A resource for all geographic units officers RAB Operations Review Section 9 – Geographic Organizational

Units Region Committee, Section, Chapter, Affinity Groups,

Student Branches, Student Branch Chapters Formation/Dissolution, Officers, Election Process, Funds

Appendix IV : Summary of Duties & Responsibilities – Section Officers

http://www.ieee.org/organizations/rab/rab/RABOpsMan/OpMan-index.html

Section Operations

All Sections are required to operate according to the RAB Operations Manual (see 9.4)

Sections are allowed to have an addendum or separate governance document

Documents containing exceptions to RAB OpsMan

Request Region Director to present request for exception to RAB

Additions or changes not in conflict with RAB OpsMan

Region Director to approve

Key Section Officers

Key Section Officers

Section Executives: Section Chair, Vice Chair, Secretary, Treasurer

Committee Chairs: Awards & Recognition, Educational Activities, Electronics Communications, Membership Development, Professional/Career Activities, Student Activities

Subunits: Chapter Chair, Affinity Group Chair

Eligibility

Except Newsletter Editor and Webmaster

Current IEEE Membership i.e., dues paid upon entering office, and must be maintained throughout term of office.

Membership Grade of "Graduate Member" or above. Graduate Member, Member, Senior Member, and Fellow grades qualify; Student and Associate Member grades do not.

Membership in the Geographic Unit in which office is to be held.

Chapter Officers, in addition to the above requirements, must also have and maintain membership in the Chapter's Society.  In the case of JOINT CHAPTERS, membership in any (1) of the Societies is sufficient.

Fill your Key Section Officer Positionshttp://www.ieee.org/organizations/rab/scs/volunteer/index.htm

Annual Section Reporting &

Section Rebates

2006 Section Rebate Schedule http://www.ieee.org/organizations/rab/scs/Required_Reporting/rebateschedule.html

Rebate schedule based on 31 Dec membership numbers includes $2000 Section Rebate PLUS:

• $4/Fellows & Senior Members• $3/Associate, Member & Students• $1.50/Affiliate• $200/active Chapter or Affinity Group• $500/active Subsection

• 10% bonus for reporting on time i.e 24 Feb 2006

Activity Bonus

a.      All Sections reporting 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$200.

b.      All Subsections reporting 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$100.

c.      Joint meetings may be counted toward only one unit’s bonus.  For example, joint meetings of different Chapters and/or Affinity Groups may not be counted as a meeting for both units.

d.      All Chapters or Affinity Groups reporting 6 or more meetings of a technical nature shall receive an additional US$75.

e.      Activity bonus funds are excluded from the 10% bonus for timely reporting.

To Qualify for Activity Bonus: Meet Reporting Bonus deadline 24 Feb 2006

Financial Management

Financial Reporting http://www.ieee.org/organizations/rab/scs/Required_Reporting/L50_Financial_Report.htm

Summary of Changes 2005 Financial Reportshttp://www.ieee.org/organizations/rab/scs/Required_Reporting/changes-financial-report.htm

Original bank statements for all local accounts (Sections, Chapters, Affinity Groups) must be submitted with the annual financial report (L-50) - Note: Not required for Concentration Banking & IEEE Investment Fund participant accounts

Some banking institutions do not provide hard copy of the banking statements. If your unit is not able to provide the original bank statement with your financial report, please send inquiries to financial-report@ieee.org

Section officers may be asked to provide assistance in securing verification of account balances by Ernst & Young (IEEE External Auditors) or IEEE staff.  All units are requested to complete & submit a bank account disclosure form as soon as possible.

Both outgoing & incoming Section Chairs/ Treasurers sign off on annual L-50 financial report

In order to be eligible to receive an annual rebate, Financial reports must be submitted by 31 March 2006.

In order for a unit to be eligible for the 10% bonus of the total rebate, all required information must be submitted by 24 February 2006. If the information submitted is not complete or contains errors, and if corrections are not submitted within 60 days of a written request, the 10% bonus will be forfeited. The written request provided by IEEE will clearly state what action is expected, the date by which it must be submitted and the consequence if not submitted.

All Section Chair and Treasurers are required to complete an IEEE Disclosure Statement.

References

IEEE Geographic Unit Financial Report Forms & Instructions:

L50 Forms & Instructions

IEEE Glossary of Financial Terms

Treasurer’s Handbook: A Guide to IEEE Financial Operations

IEEE Chart of Accounts: MS Word or Quicken format

Send inquiries and completed Excel form to financial-report@ieee.org 

Summary of good Financial management practices

Bi-annually: Review check register with Section Excom

Monthly: Review accounts – Section Chair and Treasurer

Annually: Review & update bank signature cards Conduct local Section audit Assist in IEEE Audit if requestedExemption to Signatories, use L50 Financial Report Form

Consider Concentration Banking program/ custody account Easiest way to be compliant with most of the IEEE processes &

policies

Dates to Remember

31 January – Ensure 1099 bank information has been provided to IEEE 31 January – Submit completed bank account disclosure form for each

unit account (including Chapter/Affinity Groups) 24 February – Submit completed financial report for 10% bonus 31 March – Submit completed financial report for to get rebate

Monthly – Chair/Treasurer Review bank statements Semi-annually – Present check registry to unit Executive Committee

September 2006 – Bank Account Disclosure form to be updated & made available

December 2006 – Financial Report to be updated & made available

Staff Help

Cecelia JankowskiManaging Director

Cathy Downer

GOLD/IRC Project Manager Section Programs

Administration - RAB, Section/Chapter Support, Strategic Planning Information Processing

Student Activities

Dan TolandManager

Vera SharoffManager

Laura Durrett

Manager

Mike BinderDirector, Membership

Membership

IEEE Regional Activities Staff

Open

IEEE Potentials Editor

Singapore

Fanny Su

Manager

John Day

Sr. Mgr – Business Development

OpenManager

Vicki Waldman

Supervisor

Regional Activities Department Contactswww.ieee.org/ra

Cecelia Jankowski c.jankowski@ieee.org 732 562 5504RAB, Membership, geographic unit activities & programs, OFAC

Dan Toland d.toland@ieee.org 732 562 5515 Administration - RAB Support (Strategic Planning, Finances, Awards), Geographic Unit Operations (Section, Chapter & Affinity Group formations, geographic unit rebate processing), Life Members Activities, Sections Congress

Mike Binder m.binder@ieee.org 732 562 5514Membership Operations, Admission & Advancement, GOLD, Industry Relations

John Day j.day@ieee.org 732 562 6356Membership Marketing & Communications, Electronic Business Opportunities, Member Web Portal

Laura Durrett l.durrett@ieee.org 732 562 5523Student operations & activities, Student Branch formations, student program development, IEEE Potentials

Vera Sharoff v.sharoff@ieee.org 732 562 5509Information Processing – Volunteer/& Member Electronic Services Development, SAMIEEE, Entity Web Hosting

Fanny Su (Singapore) f.su@ieee.org (011) 65 6778 2873Internet Conferencing for Sections/Chapters, project development, Region 10 activities support, Communications Society Asia-Pacific activities support

Annual Section Reporting http://www.ieee.org/scsreports

Meeting Activity, Current Officers, Financial Activity

• Meeting Activity – Submit form L31 electronicallyhttp://ewh.ieee.org/cgi-bin/l31/ReportForm.pl

• Current Officers – Submit Officer Confirmation Report electronicallyhttp://www.ieee.org/organizations/rab/scs/forms_petitions/interactofficer.html

• Financial Activity - (L-50) must be received & approved to qualify for Rebatehttp://www.ieee.org/organizations/rab/scs/Required_Reporting/L50forms_instruc.htm

• Deadlines - 24 February 2006• If reporting is on-time & complete by deadline then Section gets 10% bonus

• 31 March 2006 is final deadline to submit reporting in order to receive rebate for 2005 activities

RA Administrative StaffSupport for Geographic Units

E the l G od on ooA d m in is tra to r

R A B a n d R A B C o m m itteeS u p po rt, R A B A w a rds

D ia n a P la d d ysA d m in is tra tive A ssis ta n t

R A B , R A B C om m ittee , L M CS u p p ort, W ire T ran s fe rs

P e g gy K ova csA d m in is tra to r

R e b a te s , R e po rting

K a thy B arre ttaS ta ff A ss is ta n t

C u s tod y A cco u n ts

D o n n a M cC le lla ndS ta ff A ss is ta n tP ro du c t O rd e rs

L a ure n Le a stonC o o rd in a to r

O ff ice r re p ort in g , F o rm a tio ns

V ick i W a ld m anS u p erv iso r

W e b m a s te r, P u b lica tio ns

D a n To la ndM a na g er

R A O pe ra tio ns /P o licy

Thank Youfor

your Attentionand

Active Participation