The purpose of this document is to provide
guidelines for the electronic submission of meeting reports. This document will be revised periodically to reflect the baseline capabilities
of Region 3 Executive Committee (Excom) and Region
Committee members' e-mail.
The report should be present the
The report should be condensed to be the
equivalent of one typed page wherever possible.
Reports are encouraged from all Region 3 Committee
Members. To facilitate effective use of limited meeting time, these
reports must be electronically distributed to members
ahead of the actual meeting. Keep in mind that members will need time before
the meeting to read your report. The agenda for the meeting contains a submission
deadline which members should conform to so that the
Region will have a good meeting.
The electronic version of the agenda will contain
links to a web version of your report. The Region 3 Secretary will keep the
agenda up-to-date as e-mail reports are submitted.
Due to the need to have reports available BEFORE
the meeting, paper reports are not accepted.
Try to condense your report to the equivalent of
one text page of information.
Consider the e-mail message (not the header) to be
your report. Add a header to the top reflecting your topic. Some folks seem to
have mail systems that don't render what you see for the To:/From:/Subject:
and thus you are not communicating what you think you are.
Take whatever actions you need to on your mail
system to make sure that your e-mail is readable on systems that render your
text without adding any "newlines" (carriage returns) that are not in
the mail message. (In other words, make sure paragraphs don't
end up one long line.)
Don't use tabs in your mail message, they don't work the same on
everyone's machine.
If you need to create tables or lists where you
have indented lines or any other kind of formatting, be sure to type your
message in a fixed width font (like Courier) so that what you align with spaces
has a better chance of being aligned when you send it.
Try to avoid attachments wherever possible. Some
members' mail systems can't handle attachments at all.
Also, not all members have the same tools for reading
attachments. Especially avoid attachments for your base report which should be in the body of the e-mail message.
Try to avoid any expectation on where pages breaks
appear for folks who decide to print your e-mail. Various things effect this
and controlling it is difficult. Probably the "best" system is to use
courier, limit your lines to 65-76 characters line, and limit lines per page to
59 lines. It would also be a good idea to announce on the first line of your
mail message that you are obeying this convention if it is important that the
document print well.
New: If you wish to supply a "formatted" version of
your report in PDF (Portable Document Format), please feel free to do so.
However, please send it ONLY to the Region 3 Secretary and change the
subject of your mail to have "(PDF)" on the end of it or send it as
an attachment to your plain text message report sent to the Region 3 Excom alias and the section alias.
|
OU/Position |
Alias |
|
Region 3 ExCom |
r3-excom2022@ieee.org |
|
Region 3 Sections (part of R3 Committee) |
sec-r03@ieee.org |
|
Region 3 Secretary |
donohoe@ece.msstate.edu |
Please a
e-mail subject line of:
[IEEE R3] (title/unit)
Report
where you might use something like "Treasurer" or
"Savannah Section Chair" for the "(title/unit)" in the
above.
Written by David Green (d.green), 1998-2009 Region 3 Secretary
Last Update: 20 January 2022 by Pat Donohoe