Student Branch Leadership Training Workshop

1. Student Branch LeadershipTraining Workshop Akinori Nishihara Professor Tokyo Institute of Technology 3 November 2005 IEEE Japan Council

2. Introduction • Name • Branch • Your IEEE Student Branch Position • What do you plan to do truly great for and with your Branch this year? • What is your number one goal this year?

3. Schedule • Introduction • Branch Administration • Branch Operations • Branch Planning Discussion and Workshop • Branch Resources • Student Awards • Membership • Discussion and Workshop • Fundraising • Discussion and Workshop

4. 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)

5. 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 Student Services. • Arranges for election of new Officers before leaving office. • Communicates frequently with other Officers. • Works with Branch Counselor in dealings with the Department and Faculty and local IEEE Section.

6. 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.

7. 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.

8. 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.

9. Student Branch Counselor • Endorse all student membership applications. • 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 and works closely with the Branch Officers and the Branch Mentor.

10. Branch Mentor • 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.

11. 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 efforts, including promoting membership benefits to new and existing members. • Publicity Committee - responsible for advertising all Branch activities. • Finance Committee - responsible for fundraising activities. • Nominating Committee - responsible for setting election guidelines and dates and finding suitable candidates.

12. 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

13. Branch Operations • Branch Program • Design a varied and interesting schedule of events. • Branch Resources • http://www.ieee.org/students click “on campus” • 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. Visit http://www.ieee.org/scholarships

14. Branch Program • Invite speakers on technical or professional subjects. • Enter design competitions (e.g., 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. • Mentor junior students. • Organize sales of lab kits, lab manuals, resume books, solved past exams.

15. Branch Program (continued) • Raise funds for charity or Student Branch projects. • Publish a Student Branch Newsletter on the web. • Develop a Student Branch web site. Free web space at http://ewh.ieee.org • Participate in engineering awareness programs. • Visit and organize joint activities with other Student Branches. • Volunteer at a conference and help staff atmembership booth. • Host an annual “Welcome Back” or “End of School” picnic. • Work with the local IEEE Section and Region.

16. Branch Planning • Assess the state of your Branch (resources, people, money) • Identify the major objectives for your Branch for this year (e.g., membership increase, some big event, retain existing members, seek 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

17. Branch Planning Goals Events Evaluate The Plan! Brainstorm! Consider constraints Your Annual Branch Plan is the result!

18. 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 to capture every idea.

19. 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!

20. 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”

21. 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

22. Branch Planning • If you are coordinating some event, let people do their jobs. • Keep people communicating with short status meetings • Compliment people on accomplishments (a key to motivated volunteers • Plan for the unexpected! Murphy’s Law… • Reward yourselves when it is all over • Learn from your mistakes and leave documentation for future officers!

23. 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!

24. Branch Planning Workshop Scenario 1 • Far East University has its share of problems. Paul, an • enthusiastic member accepted the job of Branch Chair (nobody wanted it anyway!), but: • There are only 9 members. • Nobody else seems to know what an IEEE Student Branch is, including the recently appointed Branch Counselor, a new faculty member. • Students are not good at English. • The Branch is in the list of inactive branches. • HE NEEDS YOUR HELP!!

25. Branch Planning Workshop Scenario 2 At Western University, graduate students seem to slap together an executive committee every September. There is a big EE class in this school and the Student Branch Counselor is enthusiastic but busy. Undergraduate students even think IEEE is for the graduate students only. WHAT SHOULD THE BRANCH DO?

26. Branch Resources • Distinguished Lecturers 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).

27. Branch Resources (continued) • IEEE Student Concourse web site • www.ieee.org/students • Student Branch program information, awards and scholarships, all Student Branches listed with reported web sites and email addresses. • IEEE Student Services: student-services@ieee.org

28. Branch Resources (continued) • IEEE Student Branch All Magazine Package Plus 8 • fee is US$550.00 in 2005 • subscription package includes all 33 IEEE magazines • available to all Student Branches with a subscription • Branches can also subscribe to up to 8 transactions or journals • at the Student member rate. • Sample magazines are: • IEEESpectrum magazine • IEEE Potentials magazine • IEEE Computer magazine • IEEE Software magazine • IEEE Internet computing magazine • IEEE Power Engineering Review • IEEE Micro magazine • IEEE Personal Communications magazine

29. Branch Resources (continued) • IEEE Student Branch Library Subscription to the All Society Periodicals Package (ASPP) • only Student Branches whose main libraries subscribe to non-member • ASPP subscription qualify for the discounted fee. • US$3700.00 in 2005 • 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. • Orders must be placed on IEEE Stationery, signed by Branch Chair and Branch Counselor, and sent with full payment.

30. Membership • Student Membership Benefits • Membership Group Discussion

31. Student Membership Benefits • Discover career opportunities and gain a better understanding of your field. • Gain a competitive edge with the included IEEE Spectrum and IEEE Potentials magazines. • Access world-class technical information provided by the IEEE and cut down your research time. • Join IEEE technical societies in your areas of interest. • Stay on the cutting edge with online resources available to members only--for technical information, planning a career move, or changing your e-mail provider. • Network with peers and future employers in your field, gaining valuable leadership experiences and making career contacts. • SAVE MONEY with substantial discounts on more than 15,000 IEEE books, journals, videos, and self-study courses. • SAVE MORE MONEY AFTER GRADUATION with the IEEE Reduced Dues Discount. • Take advantage of the tremendous buying power of the IEEE with programs such as Credit Cards, Automobile and other Insurance, and much more!

32. Additional Programs • GOLD (Graduates of the Last Decade) • E-Mail and Communications Services (including IEEE Web Accounts and What's New @ IEEE for Students) • Other IEEE Products and Services

33. Student MembershipWho Qualifies? Undergraduate or graduate students taking at least 50% of a normal full-time course of study in electrical, electronics or computer engineering, computer sciences, an allied branch of engineering, engineering technology or the related arts and science

34. IEEE Student Membership Dues $30.00 US and Canada (Regions 1-7) • includes Potentials magazine (5 issues per year) (print) • includes Spectrum and the Institute (online and print) $25.00 all other areas of the world (Regions 8, 9 & 10) • with option to subscribe to Potentials magazine for $5.00 • includes Spectrum and the Institute (online and print)

35. Membership Group Discussion Q1. Why did you join the IEEE and why did you become active? Q2. Why do some students neglect to renew their IEEE membership? Q3. How would you encourage a student to renew membership after it has lapsed (expired)? Q4. How would you attract students who have access to IEEE Xplore through university library?

36. 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.

37. 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: IEEE USA SPAC and • RAB/SAC/SPAA • Local Industry

38. 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

39. S-PAC and S-PAVe

40. S-PAC OVERVIEW • What is an S-PAC? • Student Professional Awareness Conferece • S-PAC program goals • Professional Awareness Issues • S-PAC planning steps • IEEE S-PAC funding sources • Student benefits from S-PACs • For More Information...

41. 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

42. 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

43. 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

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

45. S-PAVe OVERVIEW • What is an S-PAVe? Student Professional Awareness Venture • S-PAVe Program Goals • Ventures • Elements of a Venture Proposal • Venture Budget • Funding and Support Letters • Submission and Review Process • For More Information...

46. What is an S-PAVe? • Projects or activities conceived by IEEE • Student Branches to develop an awareness of • engineering professionalism • Funded by IEEE through RAB/SAC/SPAA and • IEEE USA SPAC • Students develop the idea and submit a • proposal for funding • If approved, students receive funding to • proceed with their planned venture and report • results to IEEE

47. S-PAVe Program Goals • Develop prototype activities/materials to enhance Student Member awareness of professional concerns • Increase Student Membership, with focus on • Freshmen, Sophomores, and Juniors • Provide new services for Student Branch Membership • Enable Student Branches to gain experience in project planning and organization

48. Ventures • Can be of any nature except those that duplicate the • Student Professional Awareness Conference (S-PAC) • Suggested Formats: Service, Workshop, Video, • Simulation, Resource Materials • Examples • - Make a video tape depicting ethical dilemmas • - Develop an in-house training program that • instructs students on how to run a meeting • - Establish a resume evaluation service • - Create a computer package that gives basic • ideas on setting up your own company • Can span days, weeks or months, but should not • generally exceed one school semester

49. Elements of a Venture Proposal • Venture summary form (from IEEE) • Venture description and milestone list • Budget • Support letters • Student Branch Counselor • Regional S-PAC Coordinator (Regions 1- 6 only) • Financial support letter

50. Venture Budget • One or two pages itemizing income sources and expenditures • A base amount of funds is provided (up to US$200.00) • and additional funds on a matching basis • One additional dollar of S-PAVe funds (over the base • amount) may be requested for every dollar committed to • the venture from other sources (e.g., IEEE Section, • Student Branch, or local companies) • All requested S-PAVe funds may not be awarded • The maximum S-PAVe award is US$500.00