STUDENT BRANCH REPORTING Guidelines

1. STUDENT BRANCH REPORTING Guidelines An IEEE India SAC Team Initiative | 20-04-2012

2. Table of Contents: • Reporting to IEEE ……………………………………………… Slide 3 • Benefits ………………………………………………………..…… Slide 4 • Guidelines ………………………………………………..……. …Slide 6 • Chapters/Affinity Groups………………………………...…Slide 8 • Student Branch Officer Qualifications ………….…..Slide 9 • Student Branch Reporting – Procedure …………….Slide 10 • Student Branch Officer Reporting – Procedure …Slide 22

3. Reporting to IEEE • To assist Student Branches with operational expenses, IEEE provides financial assistance directly to those Student Branches which report their activities to IEEE. The online reporting gives IEEE important updates from the Student Branch including a web site and email address, financial data, a calendar of planned activities for the next academic year and events held during the previous academic year, feedback on their primary purpose, goals and challenges. • These two reporting are 1. Student Branch Reporting (due 1st May, every year) 2. Student Branch Officer Reporting (due 1st Jan, every year)

4. Benefits • IEEE Student Branches are supported through the rebate program annually and by December each year, upon submitting the online form, a rebate of US $2.00 per Student member of the Student Branch and an allotment of either US $50.00 (for Branches with 49 or less members) or US $100.00 (for Branches with 50 or more members).  • Benefits of completing the online activity reporting include: • The reporting student branch will receive one combined payment of the US $2 per Student member rebate and the allotment of either US $50 or US $100 based on membership as of 31 December 2011 membership statistics.

5. Benefits • The student branch will not be required to submit any other activity report this year • The Student Branch officers will be able to view the report you submit online and see the great things your branch did in the past, which can further be a motivation for activities.

6. Guidelines • Verify that all officers are eligible to hold office before submitting. This applies to all positions except Newsletter Editor and Webmaster. • Member numbers of unit officers must be included when submitting the Officer Reporting Form • Electronically submitted forms are sufficient for reporting requirements to IEEE Member and Geographic Activities (MGA).  There is no need to mail hard copy with the same information.

7. Guidelines cntd • The names of newly elected officers must be reported to IEEE MGA within 20 days following the election. • Use IEEE e-mail aliases when available. • If a newly elected Officer does not meet eligibility requirements, or if Officers are not reported, the position will be listed as vacant until reporting of an eligible officer is received. • Remember to print a copy for your records in order to verify against the most recent Geographic Activities Roster.

8. Chapters/Affinity Groups • The Chapter/Affinity Group Chair and Treasurer name, member number, and e-mail address should be sent to the section secretary for section records and submission with the section’s reports, within 20 days of an election.  If the same officer is going to be in place for an upcoming year, send that information to the Section Secretary in December, along with updated contact information if applicable.

9. Officer Qualifications - Student Branch • IEEE Membership must be current (membership dues must be paid) upon entering office, and must be maintained throughout term of office. • Counselor or Advisor:  Graduate Student Member, Member, Senior Member, or Fellow grade • Officers (Chair, Vice Chair, Secretary, Treasurer): Graduate Student Member or Student member

10. Student Branch Reporting - Procedure • Upon submitting the online form in May or two months after the academic year ends for you, the Student Branches will receive a combined payment of the Student Branch rebate/allotment, which is based on membership statistics as of 31 December 2011.   • Student Branch activity is to be reported online at http://ewh.ieee.org/forms/scs/interactofficerform.php • A step by step procedure is as follows. Access to the Reporting form requires your IEEE Web credentials.

11. Student Branch Reporting – Procedure cntd. • Click login to login and to start reporting.

12. Student Branch Reporting – Procedure cntd. Login using your IEEE username and password.

13. Student Branch Reporting – Procedure cntd. • Choose New Report option to start reporting.

14. Student Branch Reporting – Procedure cntd. • Enter the details of the reporting Student Branch, under the School tab

15. Student Branch Reporting – Procedure cntd. • Enter the Student Branch’s finance details for the reporting, • under the Finance tab

16. Student Branch Reporting – Procedure cntd. • Indicate the activities hosted by your Student Branch for the reporting year. Also to be indicated in is the activities planned for the next reporting period. • .

17. Student Branch Reporting – Procedure cntd. • Enter your feedback so that IEEE gets to know how better your needs can be addressed.

18. Student Branch Reporting – Procedure cntd. • Enter relevant contact details as requested.

19. Student Branch Reporting – Procedure cntd. • Name your report. You may save it for submission later. Your report will not be submitted until you click the Submit. • .

20. Student Branch Reporting – Procedure cntd. • You may view the saved reports under the Submitted Reports tab.

21. Student Branch Reporting – Procedure cntd. • This annual reporting when submitted makes the student branch eligible for rebate of US $2.00 per Student member of the Student Branch and an allotment of either US $50.00 (for Branches with 49 or less members) or US $100.00 (for Branches with 50 or more members). 

22. 2. Student Branch Officer Reporting – Procedure • Student Branches can report their officers at any time during the year and annually when elections are held. Online student officer reporting form is available at http://sbr.vtools.ieee.org/ •  This easy to use online form will simplifies the annual reporting that all Student Branches are required to submit to IEEE. The one, simple online form takes the place of the printed annual report of activities and the annual plan of activities

23. A sample officer reporting form. Enter relevant details and click Submit

24. HAPPY REPORTING!!Best Wishes from GINI team

25. For Further Assistance* feel free to contact us at gini-India-team@googlegroups.com or ginimas@ieee.org * This document is drafted in association with IEEE Madras SAC Team with inputs from www.ieee.org