Region 1 Officer Training Meeting – February, 2018 - PowerPoint Presentation

Region 1 Officer Training Meeting – February, 2018 Session 1 Officer Training Session

Agenda WebEx Based Section Officer Training Day 1 - Officer Training - Feb. 10, 2018 Version 7 Agenda Modified: 1/31/2018 Start Time Duration End Time Topic Speaker Required Attendees Officer Training 9:00:00 AM 20 mins 9:20:00 AM Intorductory Remarks Babak D. Beheshti All 9:20:00 AM 20 mins 9:40:00 AM Resources Available from the HQ Cecilia Jankowski/Cheryl Sinauskas All 9:40:00 AM 5 mins 9:45:00 AM Break     9:45:00 AM 90 mins 11:15:00 AM Chairs' Training Session Palacio + Section/Chapter/ Affinity Group Chairs, & Area Chairs 11:15:00 AM 5 mins 11:20:00 AM Break     11:20:00 AM 60 mins 12:20:00 PM Treasurer Training Bala Prasanna All Chairs, Treasurers & Area Chairs 12:20:00 PM 10 mins 12:30:00 PM Break     12:30:00 PM 45 mins 1:15:00 PM Secretary Training Peter Eckstein All Chairs, Secretaries & Area Chairs 1:15:00 PM 15 mins 1:30:00 PM Wrap up Babak D. Beheshti  

Introductory Remarks Dr. Babak Beheshti – Region 1 Chair

Resources Available from Headquarters MGA staff

IEE E Membe r & Geog r aphi c Activities Cheryl Sinauskas , Director Geographic Activities

IEE E O r g ani z a tiona l Go v ernance MEMBERS Board of Directors Assembly Publications, Service s and Product s Board IEEE-USA Standards Association Educational Activitie s Board Societies & Tech. Councils & TCs & MSTC & NTCs Technical Activities Regions & Sections Membe r & Geo Activities Chapters

Member and Geographic Activities Member Experience Geog r aphic Unit Activities Membe r ship Ope r a tions Business Activities V olu n t eer Experience 7

MG A Missio n & Vision 8 Vision: Ensu r e Qualit y Member Opportunities Thr ough C ontinuous Eng agement Mission: Inspire, Enable, Empower and Engage Members of IEEEFor the purpose of… ‐ Fulfilling the mission of IEEE‐ Enhancing the member’s growth and developmen t throug h their life cycle‐ Providing a professional home

Key MGA Functions Member Experience and Ope r ations Membe r a n d membe r shi p development, member research, member product portfolio mgmt, myIEEE, IEEE.tv, Manages the annual membe rship cycle and processing of renewal i nvoices, membership cards, grad e elevations membership programs fo r both join and ren ewIEEE Support (Contact) Center Students, Young Professionals, Women in Engineering, Life MembersAdmission & Advancement (A&A) and Fellows process support GeoUnit Operations & ActivitiesGeoUnit Formations – Sections, Chapters, Student Branches V olunteer Tr aining – IEEE CLE and VoLT Volunteer T ools – vT ools, eNotice, EWH, SAMIEEE Busines s owner for IEEE Collabratec™9

R 9 – 16,241 R 8 – 68,895 R1 0 ‐109,247 R1 to 6 – 170,436 R7 – 14,826 IEEE Membership By Region T O TAL MEMBERSHIP – 379,645Data : as of 08-31-201710

H a v e prid e i n ou r cur r e n t positionOur current member experien ce is “ Good” Ne i t her sat i sf i ed nor d i ssat i sfied, 20% Somewhat d i ssat i sfie d , 13% Very dissatisfied, 6%Very dissatisfied, 6%Somewhat dissatisfied, 12%Neither satisfied nor d issatisfied, 19%Somewhat satisfied, 41%Somewhat satisfied, 42% Very satisfied, 20% Very satisfied, 21%Higher Grade without Graduate Stud ents Stude nts Inclu ding G raduate Stude ntsOverall Satisfaction*Very Satisfying Products & ServicesIEEE SpectrumOnline PublicationsPrinted PublicationsConferencesIEEE E-mai l Alias90,000+ New Members a Year65% of Members join because someone else recommended IEEE to themHigher Grade Retention is 82%+ 11 * 2016 Member Segmentation data

Important products where we need to improv e satisfaction Professional Networking Discounts Onlin e Caree r T ools Continuin g Education Promoting the ProfessionWe lose 85,000 members per year We lose 85% of new members in theirfirst 5 yearsMore than 40% of members find IEEE difficult to navigat e and use Student retention is only 28% Satisfactio n coul d be… Very Satisfied (60%+) Somewhat Satisfied (30%+) Bu t our opportunity is massive12

A glimpse o f ou r po t en tia l … 11 Actions W h a t members should feel from the experience Joi n & Renew‐Eas y, and ma kes me feel like IEEE cares about meNavigation & ‐I c an find what I need easily Discovery‐I can get hel p from a person when I need it‐It saves me time Using Product s &‐Offerings are relevant to my needs Se rvices ‐ My e xpectations are e xceeded when I use pr oducts‐Benefits consistently exceed the costs‐IEEE makes good on their reputation for qualityAttending Events‐I can easily find and register for events‐I feel welcome and part of the organization ‐I get valuable informa tion Getting support‐I can ge t support when & how I need it ‐ S t aff /Volunteer(s) understand & exceed my needsVolunteering‐I can easily find valuable opportunities‐I get proper training & recognition

MG A Goals for Membe r ship 14 Ensu r e Quality Member Opportunities Through Con tinuous E ngagementDeli vering an excep tional membership experience (50% or more of members rating as IEEE membership “top b ox” or "very satisfied")Expanding IEEE's global membership presence .De veloping and supporting a positive professional developmen t experience fo r volu nteers who deliver the IEEE experience.(2016 Member Segme ntation Study & Industry research)

Impleme n tin g th e St r a t egy Focus on increasing satisfaction for the products and services in areas most important to membersTop 5 Areas with Largest Importance vs. Satisfaction Gaps:Online Professional Networking - Career ResourcesDiscounts - Continuing Education Access to Information & Publications Leverage locally authentic strategies and experiencesExplore innovative and experimental models for member engageme nt Support of all IEEE is requested 15

2018 Priority Projects 16 IEEE Collabratec Engagement and Expansion Conferences – Membership Development Opportunities IEEE WIE – TechW (Tech powered by Women) SC17 Recommendation – Corporate Membership Young Professionals Business Plan SC17 Recommendation – STEM pre-college training Revitalizing Student Branches SC17 Recommendation – Industry/Academia/Govt/ Collaborations/Partnership

Section s Co v e r B r oa d Scop e Lo c ally Regions T echnical Activitie s Board Areas Paren t Committee s - WIE , YPs, LMC,Consultants NetworkIEEE Societies & Technical CouncilsMembe r & Geographic Activities Board Section Sub- Sections Student Branches SB Chapters SB Affinity GroupsCouncilsChaptersAffinity GroupsAreas Geographi c Unit Structure Divisions

TIPS for IEEE Leade r s ▸ Lea d B y Example▸Encou rage Owner ship of Goals that areEngagement Oriented ▸Use Projects to drive effective Engagement▸Focus on key audiences: YP, WIE, Life Member, students, industry pr ofessionals.▸Measur e results16

Section Leader – Handy Links 19 ▸ Section Vi t ality Dashboa rd ‐ ht tp://www.ieee.o rg/societ ies_communities /geo_activities/dashb oard.h tml▸ Section Vitality Checklist and Section Election Calendar Tool h ttp://www .ieee.org/societies_communities/geo_activities/r esources /s ection_vi tality.html▸ v‐Tools (Voting, e‐Notice, IEEE Webhosting ‐ wordpress etc.) ‐ http://sites.ieee.org /vtools/ ▸ MGA Website ‐ https://www.ieee.org /societies_co mmunities/geo_activities/56707_Me mber_and_Geographic_Activities.html▸ MD Website ‐ www.ieee.org/md ▸ Support Center ‐ h ttps:/ /support cente r.ieee.or g/ ▸ Center For Leadership Excellence, CLE (Officer training, job descriptions for most volunteer positions) https://ieee‐elearning.org/CLE/

Thank Y o u! 20

5 minute Break

Unit Chair – Section, Chapter, Affinity groups Ed Palacio, Dr. Charles Rubenstein, Bob Pellegrino

Agenda Governance -  Chair’s place in IEEE. Responsibilities, Authority, and Accountability .  Organizational linkage Administration and Reporting - Administrative and reporting requirements Tools – variety of tools available Programs – organizing, structuring, running and reporting activitiesAffinity Groups and Chapters – role and importance of various affinity groups and society chaptersVitality & Sustainability – focusing on the member , succession planning, recruitment and retention.

Governance Chair’s place in IEEE. Responsibilities, Authority, and Accountability.  Organizational linkage

Section Chair You are the highest ranking elected volunteer leader of a primary IEEE Geographic core Unit As such, you are acting as a Local General Manager with significant: Authority Responsibility Accountability All within well specified boundaries

Section s Co v e r B r oa d Scop e Lo c ally Regions T echnical Activitie s Board Areas Paren t Committee s - WIE , YPs , LMC, Consultant s Network IEE E Societies & T echnical Councils Member & Geographic Activities BoardSectionSub- SectionsStudent BranchesSB ChaptersSB Affinity GroupsCouncilsChaptersAffinity GroupsAreas Geographi c Unit Structure Divisions

Your Domain is Quite Broad You are primarily responsible for the oversight, coordination, finances and reporting of all local member engagement activities within your geographic boundaries Section Level All Society Chapters within your domain All Affinity Group activities within your domain All Student Branch Activities within your domain Volunteer Officer Development/Succession As well as the overall health of your Section

Your are not Alone in this Journey There is a significant superstructure established for the sole purpose of having you succeed Regional Officers Area Coordinator MGA Parent Units – YP, WIE, Students, LM Societies MGA Staff They can all provide guidance, best practices, tools and data to help you in your endeavors

You cannot, and are not, expected to do this alone Your Section Organization must be built to allow you to delegate many of these tasks Your Section must resemble the Regional structure Chairs and Vice Chairs Secretary and Treasurer Society Chapter Chairs Affinity Group Chairs Programs Coordinator or Programs Chair Student Activities Coordinator and Student Activates Rep Newsletter, Webmaster, Awards, Nomination and Appointment In the end, your organizational structure should be designed to allow you to fulfill your organizational mission

YOUR Section is Unique Whereas there is many things that all Sections have in common, YOURS is quite Unique Make it your primary duty to understand how/why YOUR Section has some very specific characteristics Geographic constrains Demographics Industrial Influences Academic Interests Technical Interests Understanding these are what will eventually determine if you are indeed … Inspiring, Enabling, Empowering and E ngaging your member.

Guiding Documents – Words to live by YOU must assure that your Section is compliant with all the following documentationIEEE ConstitutionIEEE Bylaws IEEE Policies MGA Operations Manual ( section 9,10, 11) Region Bylaws Section Bylaws ( If you have them and as approved by MGA and Region) Section Operating Procedures

Understanding and Managing Risk It is YOUR job to understand the level of risk you undertake: Financially Contractually Legally It is OUR job (Region, MGA, IEEE) to help you do this If your Section is conducting or plans to conduct any of the following, make sure you seek appropriate council from above: issuing invoices to vendors for rendering of services related to IEEE activities;opening a local bank account;collection of membership dues;financial sponsorship of a conference;offering an educational accreditation program;compensating individuals for work performed on a full or part-time basis; purchasing or leasing property: publication of papers and magazines.

Administration and Reporting Administrative and reporting requirements

Administratively, YOU are running an Operating Unit As such, you must think both long term and short termMission, Values, Vision and Strategy Yearly Operational Plan Programs/Activities/Initiatives Budget and a detailed plan for Expenditures You must also establish a drumbeat for assessing status and correcting if things go out of plan

YOU are responsible for Required Responses Whereas your Section Secretary and Treasurer are tasked with the primary reporting responsibilitiesIt is YOUR job to make sure it gets done YOU must report, by Feb 28 th Meeting Activities for Units and Subunits New Officers and Officer Changes Finance Reporting If done timely…by Feb 28 th … every unit and subunit will receive a 10% bonus.

Additional Requirements YOU as well as various other officers within your organization must take required trainingEthics Compliance YOU and other officers must sign appropriate Conflict of Interest forms More to come in Treasurer and Secretary Session

Tools Variety of tools available

What is available for you to do your job SAMIEEE - web enabled tool that allows ad-hoc querying, reporting, and downloading of IEEE membership data. Access to this system is limited to registered users with designated or automatic access. vTools - simplifies administration by offering web based software, reduces time spent managing activities, and assists in member development . IEEE e-Notice - electronic newsletter subscription service that has been developed for IEEE organizational units to facilitate email distribution of newsletters, meeting notices, and IEEE conference materials.Section Vitality Dashboard - monitoring tool for use by section leaders that provides a real time, top-down status view of their section vitality metrics and key activities.IEEE Center for Leadership Excellence Training for Geographic Unit Leaders – Web based training for everything you need to know about your leadership position within your geographic unit.

Programs Organizing, structuring, running and reporting activities

Programs are a direct way YOU deliver Value to your Membership There is a vast array of Activities/Programs your Section can undertake Small/Medium/Big Technical/Professional/Social/Educational Face to face/web-based Section/Affinity Group/Chapter/Student Branch/Joint Initiated/conducted Tailored and suited for your Section The most successful Sections plan a repertoire of all of the above First and Foremost, understand your Section’s needs and wants!Secondly, understand what your Section can undertake, staff, and deliverVolunteer staffingFinancial implicationRiskThirdly, if uncertain, seek help from above – Region, MGA, Societies, and IEEE Staff are all here to help.

Section Program Essentials Bad News/Good NewsSection Program TypesRunning Your Program: Volunteers! Advertising Your Program Reporting Your Programs & Activities Funding Programs, Approvals and RISK THE Section Program Essential…

Bad News/Good News Calendar YearThe ‘bad news’ is that your term of office starts January 1 and you were elected - at best - the November before but your members want activities immediately! Academic Year The GOOD NEWS! is that your section and previous chair probably have activities planned for the next few months <grin>. BUT… DON’T RELAX there’s plenty to plan for through the rest of the year!

Section Program Types - 1 Section Meetings (ExCom and General)Section Annual Awards Dinner/BanquetChapter MeetingsChapter Technical Programs, Seminars and Workshops Society Conferences in your Section IEEE-USA/Professional Activities Meetings PACE Programs and Meetings Student Professional Awareness Conference/Experience Career/Government Activities

Section Program Types - 2 Affiliate Group MeetingsWIE, YP, Consultants Network, LM, etc. ProgramsOther Local Meetings World Maker Faire (22-23 September, Hall of Science Queens, NY) First Robotics, and other STEM Programs Region/Area/Other Meetings Region 1 Student Conference (23-25 March, NYIT) IEEE-USA Future Leaders Forum (26-28 July, Austin TX)

Running Your Program: Volunteers! Section, Chapter, or Group Selects a ‘Champion’Determine if Program is CEU-eligibleThink Micro-Volunteering… Break the tasks into small pieces: speaker selection, registration, PR, CEUs, facilities management, etc.

Advertising Your Program As soon as your section approves the budget for a program you should begin to advertise it!Use vTools ! for registration Send PR to your Section eNotice and Web Master Send PR to R1 Webmaster (greg.gdowski@gmail.com) Rule of Thumb: Three (3) emails or newsletters or announcements are needed before folks get the message!

Funding Programs & Approvals Needed Funding Programs for Members The Section budget typically covers the cost of refreshments at Chapter and Affinity Group programs for members… PACE Programs can obtain up to $500 in matching funds Approval Requirements Some programs require more funds than the Section can afford to make available. They require a Section ExCom passed budget. If a conference or mini-conference, they require IEEE registration (ICX form) and if contracts for space, catering, etc., exceed $5000 will require IEEE Staff review and approvals at the REGION Level.

Program Fees, Vendors, Donors/Patrons Program Fees Whenever a Conference or Workshop, etc., budget is more than a few hundred dollars there are typically registration charges. To calculate what these charges should be to generate at least a 20% surplus for other Section activities, first divide the expenses budget by the number of anticipated paying attendees = BASE cost. Student/Life MEMBERS : 10% over BASE IEEE Members ( and Student non-members): 25% over BASE Non-Members : 25% over Member fee (or 50% over BASE)Vendors and Donors/PatronsVendors typically pay $250-500 per table top spaceDonors/Patrons provide funding for breaks, lunches, etc.

Program RISK RISK… In business we recognize that without risk there is typically no reward. IEEE is a Not-For-Profit 501(c)3 organization, but we are also Not-For-Loss <grin>. Every program that requires donor or registration fees to cover expenses presents a risk to IEEE. Any contract signed by volunteers on behalf of IEEE has a level of risk if the event is cancelled or if insufficient rooms or food and beverages are sold. Typically penalty terms are in the event contracts. PLEASE request that the Region 1 Conferences Coordinator review any contracts BEFORE anyone signs them as they may require special handling or approvals.

Reporting Your Section Programs vTools helps pre-fill the L-31 Meeting Form as well as provides a means for Free or Fee program registration Report ALL your programs and activities to: Your Section ExCom Your Section Members Your Area Chair Region Committee(s) that oversee the particular activity

THE Section Program Essential… Make it Fun for your Officers Make it fUn for your Volunteers Make it FUN for your MembersRetention and new members are sure to follow

Affinity Groups and Chapters Role and importance of various affinity groups and society chapters

Our Membership is Diverse and Unique Every Member has a set of characteristics that will define how they look at the value that their membership provides them. Our member will all sit in each of the various categories provided below Grade – Student, Graduate Student, Member, Sr. Member , Fellow Career – Academia, Research, Industry, Government Technical Expertize – One or more of the many Technical Societies or fields within the profession Demographics – age, gender, other, location Career Life Cycle – Student, Early Career, Mid-Career, Late Career, Post career Within your specific IEEE community… Many needs

Affinity Groups Affinity Groups allow you to look, understand, and address the needs of your members from a behavioral point of view. Our recognized Behavioral Groups ( Affinity and..) Young Professional Women in Engineering Consultant Networks * Life Members – to include not just the member grade but post career members * Students - to include behavior and not just a member grade. * These are Member Grades, however, from a behavioral point of view we can look at their characteristics

Affinity Groups provide a portal towards membership behavior Each Affinity group has a unique set of preferences and needs that must be addressed to maintain a level of satisfaction and interest for continuance in the Institute How to communicate Social preferences Manage and use time Professional and career needs The future of the Institute is clearly related to how well we can attract and maintain all of the groups identified, and specifically Students, YP’s and WIE’s.

Society Chapters IEEE is first and foremost a technical societyThe technical activities of your Society Chapters are the lifeblood of your Section Healthy Chapters with Frequent , Focused and Locally Meaningful Activity are a necessary aspect for conducting a healthy Section IT is YOUR job to make sure that these chapters are properly staffed, managed and engaged in activities that satisfy the needs of your local technical communities

Vitality & Sustainability Focusing on the member, succession planning, recruitment and retention.

A Little on Organizational Theory Organizations are never fixed/stable… you are either getting better or getting worse, growing or declining Your membership is always changing Expectations Demographics Needs/wants Competition is always there trying to gain on you (take way your members) Other Institutions/Interests Other vehicles that deliver similar content Time/Money A High level of Customer(Membership) Intimacy needs to be established to succeed

A little bit more on Organizational Theory Your Organizational Structure/Policies/Processes are essential in being able to focus on Member and deliver value Effectiveness is more important than Efficiency Leadership is everything Stewardship is everything Given the IEEEE Policy of rotational Volunteer leadership – Succession Planning, Leadership Selection and Leadership Development are key to your Section’s success

The Last bit of Organizational Theory Diversity and Vitality are tightly linkedVitality and Sustainability are tightly linkedSustainability is accomplished by: Focusing on member needs Satisfaction drives retention Retention is more important than Recruitment Retention drives Recruitment Focusing on Volunteer needs Leadership Selection & Development Training

SECTION / CHAPTER VITALITY -SUCCESSION PLANNING Robert M. Pellegrino IEEE Region 1 Section Vitality Coordinator bobpellegrino@ieee.org

Succession Planning via Mentoring Experienced and seasoned Section and / or Chapter volunteer members should be called upon to mentor and provide guidance to new Section or Chapter volunteer members. Mentoring can be done on a one-to-one basis or in a group setting such as at a Section or Chapter Executive Committee Meeting. New IEEE volunteer members should be invited to attend Executive Committee (Excom) Meetings to observe the operating procedures of the Excom. New volunteers should be given small assignments on Committees or Chapters to give them a sense of responsibility.

Mentoring Methods - 1 Keep volunteer members interested and engaged in Section/Chapter activities. Make them feel that they are an important and integral part of the success of the Section/Chapter. Invite them to assist a Section or Chapter Chair at one of the group’s program / technical meetings by handing out speaker’s notes; taking meeting attendance; recording minutes of a meeting; buying the refreshments; etc.

Mentoring Methods - 2 Experienced IEEE volunteers can provide guidance to the newer volunteer members by explaining procedures and processes during an Excom meeting. Examples are: Explaining: The approval of an agenda. The discussion and approval of previous meeting minutes. The purpose of a “motion” and “second” and who can make a “motion” during a meeting. The purpose of a budget line and financial reporting during the Treasurer’s report to the Excom. The importance of submitting revenue and expense vouchers to track activities. The review of various Chapter and Committee reports to the Excom.

Mentoring Methods - 3 After an IEEE volunteer member has served on a Section, Chapter or Section Committee for a number of years and has shown their dedication and commitment they should be considered for an officer position. Create a “Member-at-Large” (MAL) position(s) on the Section or Chapter Excom if none exists. Move the dedicated volunteer to this position so that they can attend Excom meetings on a regular basis and observe the proceedings of the Excom. After one or two years as MAL they should be ready for additional responsibilities as Secretary and eventually as a Section or Chapter Chair.

SECTION / CHAPTER VITALITY – THE NOMINATION / ELECTION PROCESSRobert M. Pellegrino IEEE Region 1 Section Vitality Coordinator bobpellegrino@ieee.org Officer Training Session

Nominating Committee & Election Process Guidelines Use these guidelines for the election of officers (Chair, Vice-Chair, Treasurer & Secretary)Guidelines are applicable for Sections, Subsections, Society Chapters and Affinity Groups. Guidelines depict election process throughout the year and should be used when current officer term is expiring.

Appointment of Nominating Committee January – Section / Chapter Chair appoints an N&A (nominations & appointments) or Nominating Committee Chair and Committee. Chair has option of just appointing the Committee Chair and he/she appoints committee members. Committee Chair & members should be Senior or Junior Past Section Chairs or experienced members of the Section or Chapter who are not current elected officers or intending to stand as a candidate for elected office.

Call for Nominations Nominating Committee Chair prepares a “Call for Nominations” announcement to be sent via the vTools e-Notice system. The announcement e-Notice should include a notice regarding petition candidates. Examples of a Section and Chapter “Call for Nominations” announcement can be found on the Region 1 website. Note: The Society Chapter announcement shall be sent only to the particular Society Chapter members.

Nominating Committee Vetting of Potential Officer Candidates Month of June – Responses from Section membership are due back say by June 15 th from all prospective candidates. Nominating Committee meets to review & evaluate the qualifications of potential candidates. Committee determines the proposed slate of officers by end of June. The proposed slate shall include not less than two (2) nor more than three (3) candidates for each officer position when possible . The term “when possible” is key here since there may only be one candidate qualified or nominated for each position.

Candidates Not Recommended Candidates (IEEE Section members) nominated but not recommended by the Nominating Committee shall be notified that they were not recommended and may consider becoming petition candidates in the election process. If these candidates want to continue as a “Petition Candidate” they must establish a petition for the particular officer position. Their petition must be signed by 1% of the eligible voting members (active IEEE members) of their Section or Chapter. The Petition Candidates must return their petition by say August 15 th to the Section Chair and Secretary. Successful petition candidate names are to be forwarded to Nominating Committee Chair for inclusion in the proposed slate of Section/Chapter officers. These names are to be designated as “Petition Candidate” on the election ballot.

Section / Chapter Executive Committee Approval and Election Notice September time frame – the proposed slate of officer candidates including those endorsed by the Nominating Committee and petition candidates shall be submitted to the Section / Chapter Executive Committee for ratification. October time frame – the proposed slate shall be announced to the entire Section membership via e-Notice, Section/Chapter newsletter, website, etc. This e-Notice shall also announce the date of elections.

Election Process November time frame – Section / Chapter officer elections should be held. Voting is done via a secret ballot. Voting can be accomplished at a Section / Chapter Executive Committee meeting, a special Section / Chapter Election meeting, via a vTools election ballot or via e-mail sent to the entire IEEE Section membership. Section / Chapter Chair shall appoint a Tellers Committee to count the votes.

Final Election Process December time frame – an IEEE e-Notice shall be sent to all Section / Chapter members announcing the new slate of elected Section / Chapter Officers: Chair, Vice Chair, Treasurer and Secretary for the new term or coming year. Section / Chapter newsletters and websites shall also announce the new slate of officers. Section / Chapter Secretary shall enter / submit the names and titles of new officers into the vTools application – “Officer Reporting”.

Questions / Concerns Please contact Robert M. Pellegrino, IEEE Region 1 Section Vitality Coordinator at bobpellegrino@ieee.org Thank You!

5 minute Break

A Brief Overview for R1 Section Treasurers Bala Prasanna R1 Treasurer 2018-19 IEEE-USA Treasurer 2016-17 bprasanna@ieee.org

IEEE Financial Management IEEE is responsible for maintaining records for all units worldwide Compliance with IEEE Policies is important; in particular to IEEE maintaining the Institute’s nonprofit tax-exempt status in the US IEEE is incorporated in New York State & must comply with both State & US rules and regulations IEEE’s Fiscal Year is the calendar year (1 January through 31 December) Updated controls were established to ensure that the interests of the IEEE, its units and their officers are protected

IEEE Financial Management Geographic Units Funds for geographic unit activities come directly & mostly from member dues Treasurers & Section leaders make significant contributions to IEEE’s financial management by maintaining appropriate records & timely annual financial reporting IEEE Geographic Units are not independent organizations but are essential components of IEEE Subsections, Chapters & Affinity Groups are sub-units of Sections & their financial activities should be incorporated in the Section’s financials Geographic unit operations & reporting are to be based on the calendar year

Concentration Banking Program Details Wachovia Bank Local unit retains control of funds No monthly service charges or “per-check” fees 6-month CD rate paid on daily account balances Access monthly statements & cancelled checks online (https://webapps1.ieee.org/CBRS_login/cbrslogin.jsp )

Section Rebate Program Each Section receives US$2,000 plus $3/member (including Students) $4/Senior Member & Fellow $1.50/Affiliate $200/eligible Chapter & Affinity Group $500/eligible Subsection 10% bonus for reporting on time (3 rd Fri in Feb)Activity bonus possible Unit & subunits must comply with activity & annual reporting requirements

Additional Funding Sources Region - Section Support Via Regions (SSVR) Societies - Each Society has its own programs to support Section Chapter activities Workshops/Tutorial/Conferences Other IEEE Units (IEEE-USA, Life Members Committee) & programs External Sources (industry support)

Appropriate Use of Funds Technical, Non-Technical & Administrative meetings Newsletters Student Branch support Distinguished Lecturers Subsection, Chapter & Affinity Group support Recognition Supplies (banners, plaques, pins, certificates) Donations, with prior authorization from the IEEE Executive Committee

Inappropriate Use of Funds Electioneering of any kind Personal or commercial loans Purchase of real estate, without prior authorization from the IEEE Executive Committee Investment of surplus funds in any investment vehicle other than IEEE Investment Fund

Contracts in excess of US$5,000 & less than US$25,000 * can be executed (signed) locally with a copy sent to IEEE Procurement Department. *( Or no more than 50% of the Section’s reserve) All contracts with a stated or expected value at or above US$25,000 ... negotiated & approved locally, executed (signed) at the Operations Center after review by subject matter experts. Review by subject matter experts: Staff, Legal, Volunteers (as appropriate) www.ieee.org/contractsonline contracts@ieee.org Contract Administration

All units must report to financial-solutions@ieee.org and get closure from them (Teresa Sacks/ Arslan Khan) How to: 1. If you are using Netsuite to record transactions, write checks, etc., make sure your Netsuite balance reconciles with CBRS reported balance on Dec 31, except perhaps for uncleared checks. You need to provide/clarify this variance for Teresa before she “Completes” the review for your unit. 2. If you use Netsuite Bulk Upload, be familiar how to do it, try doing it quarterly. Any uncleared checks will have to be tracked and reconciled with your internal tracking system. ( Netsuite upload procedure http://sites.ieee.org/njcoast/files/2017/01/NetSuiteUploadProcedure.pdf) Unit Financial Reporting

IEEE HQ Contacts Year End Reporting, Netsuite , Compliance Forms – finance-solutions@ieee.org Teresa Sacks t.sacks@ieee.org , Arslan Khan arslan.khan@ieee.org Checks, CB Reports, Signature Registration (Add/Delete) Stacy Negron_Sheckells s.negron-sheckells@ieee.org EFT(Electronic Fund Transfers) – CBRS concentration-banking@ieee.org Susan Manno s.manno@ieee.org Audits – Caitlyn Chow Caitlyn.chow@ieee.org Marisol Toro m.toro@ieee.org Bala Prasanna – Region Treasurer (Volunteer) – bprasanna@ieee.org for general qns

Heightened Awareness of Corporate Financial Activities Evidence of this is in the news weekly, even daily Major changes in corporate financial management processes were made in response IEEE is a large corporation & annually must consolidate all of its units’ financial activities into a single financial report; IEEE retains an external auditor to audit its annual financial activities

Basic Asset Fund & Cash Controls Review unit expenses – check register Review monthly account activity Bank account signature cards Annual audit process Continuity/Volunteer transition

Review Unit Expenses – Check RegisterTreasurer presents the Section/Chapter check register(s) to the Section ExCom on a periodic basis Present check register at least 2 times per year Check register includes: name, date, amount, budget line & purpose for each transaction (for example, expense reimbursement, services provided, etc.) Request review & approval of check register report Check Writing 101 – Do Not Sign a check where you are the payee. Have your section chair write/sign checks for payments to the treasurer. Why? Independent review of expenses Ensure Section ExCom is informed & approves unit expenses

Review Monthly Account Activity Section Chair & Treasurer periodically review the original monthly statements of account & compare to recent financial report Treasurers should be reconciling account activity monthly CBRS is available on line all the time, closes for a month usually between 10 th -15 th of following month. Why? Good practice for unit leaders to review account activityEmphasize that more than one person has oversight of the financial records

Bank Account Signature Cards Units submit signature/bank account card, signed by all authorized unit officers, to IEEE for the required staff signature (Stacy Negron-Sheckells s.negron-sheckells@ieee.org) Why? Ensure that appropriate authorized signers & accurate signatures are on all accounts Protection of IEEE assets Protection of unit Treasurer, Chair & unit ExCom

Annual Audits IEEE Financial Audit Policy All Regions will have to have audits done regardless of balance. Sections threshold is $250K. If the chapters are rolling up to the Section financials, they will be reviewed in the Section audit. Any section can be randomly picked for an audit regardless of balance. Region 1 asks the sections to have an audit once a year completed by March of the following year. Area Chairs – Pl. Ensure your SCs have completed their section audits and confirm to me by mail. (Due before Aug BOG meeting) Why? Required for annual IEEE corporate audit Protection of unit Treasurer, Chair & unit ExCom

Continuity & Volunteer Transition Both outgoing & incoming Section Chairs/ Treasurers sign off on financial report and compliance forms Check if the outgoing Treasurer can stay until 2/15 to help with financial reporting Why? Ensures the smooth transition of officers & mutual understanding of the unit’s financial status by both sets of officers Protection for both outgoing & incoming Volunteer Officers

Summary Bi-annually: Review check register Monthly: Review accounts Annually: Review & update bank signature cards Conduct local Section audit Assist in IEEE Audit if requested Save paper work for inflow/outflow, receipts for expenses over $25, adherence to IRS mileage rules (54.5 cents/mile)

Assistance is Available CLE/Training material is dated. Sorry!https://www.ieee.org/societies_communities/geo_activities/required_reporting/financial_reporting.html IEEE Treasurers’ Handbook http://www.ieee.org/treasurers IEEE Policy Manual http://www.ieee.org/policies Section 11 addresses financial management issues to be addressed by Chairs & Treasurers IEEE Financial Operations Manual http://www.ieee.org/about/whatis/policies/finopsmanual.pdf financial-solutions@ieee.org (Teresa Sacks t.sacks@ieee.org , Arslan Khan arslan.khan@ieee.org)

10 minute Break

Section Secretary

DUTIES The duties of the Section Secretary shall include correspondence, the keeping of the minutes of the Committee meetings, mailing notices, and submission of meeting and officer reports to the Member and Geographic Activities Department at the end of each year and such other duties as are assigned to him/her by the Chair. Excerpted from the MGA Board Operating Manual Section 9.4.F.5

Correspondence Recommend three independent files General Correspondence Special Activity Meeting Minutes

Correspondence (continued) General Correspondence Contains all incoming and outgoing correspondence in reverse date order All incoming correspondence should be marked/stamped with date received May be split into two separate files Should contain hard copy of all e-mail messages

Correspondence (continued) Special Activity All correspondence related to a specific activity; Annual Dinner, Elections, etc. Duplicate entries in General Correspondence File

Minutes Must be completed and distributed in a timely manner May be distributed with meeting notices if separate notices are sent Include attendance sheet All attachments marked and paginated separately Include names of makers and second of all motions NAY votes should be recorded by name if dissenter so requests. Abstentions are treated in a similar manner

Notices Regular, periodic meetings Special meetings

Notices (continued) Regular, periodic meetings May be announced via email, snail mail or in Section Newsletter May use vTools See Sites.IEEE.org/ vTools / for training tutorials

Notices (continued) Special meetings General Membership – Annual Dinner, etc. Announced at least twice May be announced in Section Newsletter ExCom Two mailings minimum First - 10 to 12 weeks prior to meeting Final - 4 weeks prior to meeting Can use Doodle polls for date selection

Meeting Reports L-31 Form filed electronically via vTools Filed after each meeting or at the end of the year A hard copy should be stored

ADDITIONAL DUTIES Officer Confirmation Mailing Lists

Officer Confirmation Necessary to maintain/correct/current lines of communication Form filed electronically www.officers.vtools.ieee.org MUST submit within 20 days when any change in Section officers A hard copy should be stored

Mailing Lists Three Main Lists Section Membership ExCom Other Section Officers

Section Membership Snail mail Email (with snail mail exceptions for those w/o email) Membership lists available from Operations

ExCom Listserv List is hidden Only ExCom members may post messages Secretary owns list Non-members may not add themselves to list List members may not remove themselves

Other Section Officers Listserv List is hidden Anyone may post messages Secretary owns list Non-members may not add themselves to list List members may not remove themselves

QUESTIONS ?????????

Wrap-up and Closing Remarks Dr. Babak Beheshti – Region 1 Chair

Session 2 – March 3, 2018