IEEE Branch Leadership TrainingWorkshop

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

2. 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

3. Student Branch Chair • Serves as the 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

4. 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

5. Student Branch Secretary • Keeps detailed records of all Branch meetings and activities. • Carries out all necessary communications of the Branch, including the • filing of reports with IEEE Headquarters. • Maintains stationery and other IEEE forms and supplies as required. • Posts a calendar of events to keep all members informed of Branch • activities. • Ensures that all Branch activities are conducted under the provisions • of the current Branch Constitution and IEEE Bylaws. • Arranges for orderly transfer of all Branch records to incoming • Secretary. Branch Leadership Training Workshop

6. Student Branch Treasurer • Responsible for ensuring the Branch’s finances are in order. • Deposits all monies received promptly 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 (jointly with the Student Branch Chair). • Arranges for orderly transfer of all accounts and records to incoming • Treasurer. Branch Leadership Training Workshop

7. Student Branch Counselor • Faculty member, active in the IEEE, who serves as an advisor to the • Branch and its Officers. • Appointed by the local Section Chair, upon the recommendation of the • Student members and the Regional Student Activities Chair (RSAC). • Normal term of appointment (or re-appointment) is two years. • Provides a sense of continuity to the Branch. • Informs other faculty members of Branch activities. • Promotes student awareness of awards, contests and membership benefits. • Helps the Branch establish Industrial contacts. • Works closely with the Branch Officers and the Branch Mentor. Branch Leadership Training Workshop

8. Branch Mentor • A new initiative by IEEE, designed to maximize the interaction • between the Student Branch and the local Section. • 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 is an ideal candidate. • Meets regularly with the Branch members and the Branch Counselor. • Assists the Branch to develop effective programs. • Provides a bridge between the Branch and the local Section. Branch Leadership Training Workshop

9. Student Branch Committees Having different committees can help you develop a varied, broad-reaching program of activities. Some key committees are: • Program Committee - responsible for planning and running the • Branch’s program of activities. • Membership Committee - responsible for planning and carrying out • Branch recruitment. • Publicity Committee - responsible for advertising all Branch activities. • Finance Committee - responsible for fundraising activities. • Nominating Committee - responsible for setting election guidelines • and dates. Further responsible for finding suitable candidates. Branch Leadership Training Workshop

10. IEEE Volunteerism Most if not all the 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

11. 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

12. 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, solved past exams. Branch Leadership Training Workshop

13. 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

14. 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

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

16. Branch Planning Need Ideas Fast? try this… Five Rules of Brainstorming: 1. Any ideas are valid (even wacky ones). 2. Write everything down. 3. Don’t criticize or evaluate. 4. Don’t be a salesperson. 5. Ideas form in molecules, so don’t be afraid if everyone is silent Someone keeps time (you need a limit!) and someone is scribe. Branch Leadership Training Workshop

17. Branch Planning • Evaluate the results--- • Is there enough interest? • What resources are needed? • Will it achieve goals? • What are the constraints of the Branch? (time, money, people) • Take the attractive alternatives and ITERATE! Branch Leadership Training Workshop

18. Branch Planning Iteration may make earlier, rejected ideas more desirable… For example, “This road trip will need the extra funding, maybe running a coffee machine isn’t such a bad idea after all” Branch Leadership Training Workshop

19. 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

20. 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

21. 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

22. Student Branch Reporting Requirements Each year, you must submit two reports to IEEE Headquarters. To encourage you to fill these out, the IEEE provides you with an incentive rebate. • Annual Plan of Activities: • due 1 November each year; • helps you plan your activities and budget for the year; • rebate of either US$25.00 or US$50.00 upon receipt of report. • Annual Report of Activities: • due 1 May each year; • detailed report of activities for past year, including financial statements. • rebate of $US1.10 per member as of 31 December. Branch Leadership Training Workshop

23. 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 workbook. Branch Leadership Training Workshop

24. 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 (Section SAC). • Branch Counselor and Branch Mentor. • Regional Student Representative (RSR) and Regional SAC (RSAC). • IEEE Student Services Manager (IEEE HQ). • Contacts listed in Workbook. Branch Leadership Training Workshop

25. Branch Resources (continued) • IEEE World Wide Web • IEEE Address: http://www.ieee.org • IEEE Student Activities Address: http://www.ieee.org/students • Student Branch Web Pages Registered with SAC Server • IEEE E-Mail • Student Services Maintains Regional Student Branch Addresses • Send to: student-services@ieee.org • Obtain List by Sending E-mail Message to • email.guide@ieee.org • Submit Reports by E-mail • sbr1-reporting@ieee.org for Region 1 • (similar format for other regions) Branch Leadership Training Workshop

26. Branch Resources (continued) Branch Leadership Training Workshop

27. Branch Resources (continued) • IEEE Student Branch Library Subscription to the All Society Periodicals • Package (ASPP) • fee was US$2500.00 in 1999 (compared to US$18,000 university cost) • 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 where the Student Branch is • located MUST have a current full ASPP subscription. • Must not be a substitute for a regular Library subscription. • Orders must be placed on IEEE Stationery, signed by Branch • Chair and Branch Counselor, and sent with full payment. Branch Leadership Training Workshop

28. Branch Resources (continued) • IEEE Student Branch All Magazine Package • fee is US$395.00 in 1999 • subscription package 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 • Micro magazine • Personal Communications magazine Branch Leadership Training Workshop

29. 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. Branch Leadership Training Workshop

30. Student Branch Awards (continued) • Student Paper Competition • Open to all undergraduate IEEE Student Members • Chance to 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

31. 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. Branch Leadership Training Workshop

32. 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 28 February. Branch Leadership Training Workshop

33. 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 31 March. Branch Leadership Training Workshop

34. Student Branch Awards (continued) • AT&T Labs Student Enterprise Award • Up to $1000 for a Student Branch project • Up to $5000 awarded annually • Open to all Branches R1-10 • Awarded once per year in November • Judged by SAC Awards and Recognition • Replaces the former Bendix award Branch Leadership Training Workshop

35. Student Branch Awards (continued) • Computer Society Richard E. Merwin Scholarship • Up to 4 awards of US$3,000. • Juniors, seniors, and graduate students are eligible. • Must be active in the Computer Society Branch Chapter at your • school. • Application deadline is 15 May. Branch Leadership Training Workshop

36. Student Branch Awards (continued) • Charles LeGeyt Fortescue Fellowship • One year US$24,000 award to a new graduate student. • Must study at an accredited university in the U.S. or Canada. • Application deadline is 31 January every other year. • Other Awards • IEEE Fellowship in Electrical History • Contact IEEE Student Services for a copy of the awards brochure. Branch Leadership Training Workshop

37. Student Branch Awards (continued) • RAB Membership Growth Award • Given by RAB (cannot apply for this) to the Branch in each • Region that has highest growth (based on Branch size and % • growth --- not just actual numbers) • Outstanding Student Certificate • Available free from IEEE Student Services; 1 per 100 Branch • Members (or fraction thereof); lettering done by IEEE for your • Branch. Give them to deserving Student Members! • Student Branch Support Certificate • Available free from IEEE Student Services; give to people in • recognition of their support of your Branch. Branch Leadership Training Workshop

38. Student Membership Benefits • IEEE Spectrum • IEEE POTENTIALS • The Institute • Discount on Society memberships and publications • Graduated Dues Plan • Leadership Experience • Networking -- Section, Industry Leaders • Access to ETI Database • Financial Advantage Plan • Membership pin and card Branch Leadership Training Workshop

39. FUNDRAISING • There are 4 different kinds of money you may need to raise: • Operating money - for continual expenses. • Seed money - an “advance” for an event. • Subsidy money - to reduce the cost for members. • Capital money - to buy things. • Student Branch Operations Guide has a list of 19 ideas. • Brainstorming is a good way to think of ideas. • Need to be aware of University Fundraising constraints • Need to be careful not to tarnish the image of engineering. Branch Leadership Training Workshop

40. FUNDRAISING • Money Sources ($$ and/or in-kind contributions): • Branch bank account • Money from Branch Plan, and Rebate from Annual Report • Fundraising events or activities • School • - Department Head, Dean, Student’s Association, • Engineering Student’s Association • IEEE • - Local Section, Region • - For S-PACs and S-PAVes: USAB/SPAC and • RAB/SAC/SPAA • Local Industry Branch Leadership Training Workshop

41. FUNDRAISING • When asking for money…. • Donor must have money to give (not everyone does!) • Put the request in writing and include a brief budget • Convince them of the merits of your cause and how their • involvement will help both you and them • Show them that your proposal is well-thought out and that you are • soliciting from others as well • Give them time to make a decision and then follow-up • Conduct Fundraising Workshop • Question 1 • Question 2 Branch Leadership Training Workshop

42. S-PAC OVERVIEW • What is an S-PAC? • S-PAC program goals • Professional Awareness Issues • S-PAC planning steps • IEEE S-PAC funding sources • Student benefits from S-PACs • For More Information... Branch Leadership Training Workshop

43. What is an S-PAC? • Student planned and run conference • (half to full day) • Nontechnical career issues discussed • High quality volunteer speakers • Funding from IEEE, university and industry Branch Leadership Training Workshop

44. S-PAC Program Goals • To develop an awareness of engineering professionalism • To enhance technical education • To provide opportunities for personal development • To encourage ongoing participation in IEEE Branch Leadership Training Workshop

45. Professional Awareness Topics • Category A: Career growth • Category B: Working • Category C: Professional ethics • and societal responsibility • Category D: Self-management • Category E: The engineer and public policy • Category F: Role of the professional society Branch Leadership Training Workshop

46. S-PAC Planning Steps 1. Get Connected! 2. Begin Planning 3. Select Speakers 4. Budget Planning 5. Ticket Sales and Publicity 6. Prepare for S-PAC day 7. After the S-PAC Branch Leadership Training Workshop

47. IEEE S-PAC FUNDING SOURCES --- AN OVERVIEW Regional Activities Board (RAB) United States Activities Board (USAB) Student Activities Committee (SAC) Other RAB Committees Career Policy Council (CPC) Other USAB Councils Student Professional Awareness Activities RAB/SAC/SPAA Chair RSACs RSRs Other CPC Committees Student Professional (USAB/SPAC) Awareness Committee Region USAB/SPAC Chair R1-6 S-PAC Coords. (RSCs) R1-6 S-PAC Sup. Coords. (RSSCs) Two Student Representatives RAB/SAC/SPAA Chair Regional Director - Regional Student Activities Chair - Regional Student Representative - Other Regional Officers Area or Council Regional S-PAC Coordinator seeks funding on behalf of students Other Areas or Councils in a Region Area or Council Officers Students seek funding from Other Sections in an Area or Council Section Chair - Section Treasurer/Secretary - Section Student Activities Chair - Other Section Officers Note: USAB/SPAC provides funds for speaker travel. All other IEEE Regions 1-6 funds can be applied to S-PAC operating expenses;e.g., IEEE Student Member subsidies, printing, advertising. Branch Leadership Training Workshop

48. Student Benefits From S-PACs • Opportunities for personal development • Skills development • --- Team building • --- Project management • --- Marketing/sales • --- Finance • --- Communications • Build self-confidence • Industry connections Branch Leadership Training Workshop

49. For More Information... Regions 1 - 6 Ms. Ann C. Hartfiel Manager, USAB Professional Programs IEEE-USA Office 1828 L Street N.W., Suite 1202 Washington D.C. 20036-5104 tel. 1-202-785-0017 fax. 1-202-785-0835 e-mail. a.hartfiel@ieee.org Regions 7 - 10 Ms. Laura J. Durrett IEEE Student Services Manager 445 Hoes Lane P.O. Box 1331 Piscataway, NJ 08855-1331 tel. 1-732-562-5523 fax. 1-732-463-3657 e-mail. l.durrett@ieee.org Branch Leadership Training Workshop

50. S-PAVe OVERVIEW • What is an S-PAVe? • S-PAVe Program Goals • Ventures • Elements of a Venture Proposal • Venture Budget • Funding and Support Letters • Submission and Review Process • For More Information... Branch Leadership Training Workshop