| January |
All |
Submit photograph to Newsletter Editor, Web Master |
| January |
All |
Review Operations Manual, calendar, and other documents to maintain familiarity with duties. |
| January |
Conference |
Send out RFPs to potential host venues for SoutheastCon for year+3 if not already done |
| January |
Area Chair |
Verify Sections have satisfied Institute reporting requirements |
| January |
Area Chair |
Schedule quarterly meeting with area’s sections. |
| January |
Area Chair |
Check Section Websites |
| January |
Area Chair |
Remind Section Treasurers and Chairs to submit compliance forms by the middle of February |
| January |
Director |
Director identifies activities for Operational Audit Committee |
| January |
Director |
Form new committee (at least even years) based on input from N&A |
| January |
Director |
Region appointments as defined in the Region 3 Bylaws based on input from N&A |
| January |
Director |
Define annual Calendar of Events |
| January |
Director |
Schedule and initiate planning for ExCom & Annual Region Committee meetings |
| January |
Director-Elect |
Schedule meeting(s) with Area Chairs for quarter |
| January |
Finance |
Review and Amend Region budget including ExCom endorsement |
| January |
Director |
Notify secretary of appointed Region Committee members for purpose of confirmation by Region Committee |
| January |
Secretary |
Welcome New Section Chairs and Conduct eVote of Region Committee to approve additional voting members of Region Committee |
| January |
MC |
Facilitate Region member upgrade initiatives (Member, Senior Member, Fellow, etc.) |
| January |
Newsletter Editor |
Publish Newsletter (8 weeks prior to SoutheastCon and Region 3 Committee meeting) |
| January |
Secretary |
Submit Region 3 Roster using vTools |
| January |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| January |
Secretary |
Provide email aliases to ExCom and ad hoc committee members |
| January |
SOSC |
Create new Mentor Assignments, Consolidated Goals & Objectives List Development |
| January |
Director |
Conduct ExCom teleconference meeting |
| January |
SAC |
Deadline for Larry K. Wilson Regional Student Activities award |
| January |
Treasurer |
Request total annual Institute Allocation from the Operations Ctr. |
| January |
Treasurer |
Prepare materials for IEEE Audit |
| January |
Treasurer |
Encourage Sections to complete their year-end Financial Reports by bonus date |
| January |
Awards |
Submit years award recipients to ExCom for approval in executive session |
| January |
Director |
Conduct executive session of ExCom to Approve years award recipients |
| January |
Director |
Sign Annual Geographic Unit Financial Report in NextGen (CHECK) |
| January |
Treasurer |
Discuss Annual Geo. Unit Fin. Rpt. with Delegate/Director signature (CHECK) |
| January/February |
Awards |
Create script for use at Region 3 Awards Ceremony |
| February |
All |
Standing committee staffing complete |
| February |
All |
Submit newsletter articles for spring (SoutheastCon) edition |
| February |
Awards |
Have award recipients plaques made |
| February |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| February |
Director |
Conduct ExCom teleconference meeting |
| February |
Director |
Notify award recipients |
| February |
OAC |
OAC Chair notifies Region Committees and activities to be reviewed and requests information from chair of committee(s) being audited. |
| February |
Secretary |
ExCom minutes to Member and Geographic Activities Dept. & Region Archive |
| February |
Secretary |
Issue March/April ExCom & R-3 Committee. mtg. notice and agenda |
| February |
SOSC |
With Director, determine strategic support for Spring Meeting |
| February |
SAC |
Nom. deadline for Outstanding Counselor & Advisor award |
| February |
SAC |
Deadline for Student Paper Contest entries |
| February |
Director |
Submit Region 3 slate of officer candidates to IEEE Headquarters |
| February |
N&A |
N&A Chair with Delegate/Director’s & Director-Elect’s approval submits “Call for Region Volunteers to Serve on the Region 3 ExCom and other Region 3 committees” to the Editor of the Region 3 Newsletter. |
| February/March |
Conference |
Make recommendation of selected site to R3 EXCOM |
| March |
SOSC |
SOSC Online Meeting after IEEE OU Series |
| March |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| March |
Director |
Conduct ExCom teleconference meeting |
| March |
Newsletter Editor |
Publish Newsletter (3–4 weeks prior to SoutheastCon) |
| March |
Director-Elect |
Schedule meeting(s) with Area Chairs for quarter |
| March |
SAC |
Nominations deadline for Exemplary Student Branch Award |
| March |
Area Chair |
Schedule quarterly meeting with area’s sections. |
| March |
Area Chair |
Verify sections are reporting meetings in vTools |
| March/April |
Conference |
Make motion to R3 Region Committee for SoutheastCon year+3 |
| March/April |
All |
Submit expense reimbursement request through Concur in accordance with Region travel policy |
| March/April |
All |
Plan meetings (if any) in conjunction with Region Committee as approved by Region Director |
| March/April |
All |
Facilitate the Financial Audit of the Region 3 Financial Records. |
| March/April |
Area Chair |
Meetings in conjunction with Region Committee Meeting |
| March/April |
Awards |
Awards presentation at SoutheastCon |
| March/April |
Conference |
Solicit invitations from sections for Annual Conference (SoutheastCon) |
| March/April |
Conference |
Information available for next SoutheastCon at current SoutheastCon |
| March/April |
Director |
ExCom & Region Committee meetings |
| March/April |
Director |
Awards presentation at SoutheastCon |
| March/April |
Secretary |
Mail ExCom & Region Committee meeting minutes |
| March/April |
SOSC |
Support Director on Spring Region Meeting |
| March/April |
SOSC |
Face-to-face meeting as part of Region Meeting |
| March/April |
SAC |
Annual Student Conference |
| March/April |
SAC |
Draft and distribute next year’s rules for student Hardware Contest |
| March/April |
SAC |
SAC meeting in conjunction with Annual meeting |
| March/April |
SAC |
Branch Chair Workshop at Annual meeting |
| March/April |
SAC |
Branch Counselor’s Workshop |
| March/April |
Treasurer |
Process Concur-based expenses reports per Region travel policy |
| March/April |
Director |
Process Concur-based expenses reports per Region travel policy |
| March/April |
Area Chair |
Hold Area/Area-Council meetings |
| March/April |
Awards |
Notify R3 Webmaster of Award updates to R3 Web Site |
| March/April |
N&A |
March/April: N&A Chair solicits suggestions from members of the Region 3 ExCom and the Region 3 Committee. N&A will initiate review of candidates for R3 ExCom and standing committees. |
| April |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| April |
Director |
Conduct ExCom teleconference meeting |
| April |
N&A |
Send collected potential names for Director-Elect into IEEE vetting process |
| May |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| May |
Director |
Conduct ExCom teleconference meeting |
| May |
OAC |
Chair of committee being audited delivers information to OAC Chair. |
| May |
SAC |
Annual Report on Activities to Operations Center |
| June |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| June |
Director |
Conduct ExCom teleconference meeting |
| June |
Director-Elect |
Schedule meeting(s) with Area Chairs for quarter |
| June |
Area Chair |
Verify sections are reporting meetings in vTools |
| June |
Awards |
Issue “Call for awards nomination” |
| June |
Area Chair |
Schedule quarterly meeting with area’s sections. |
| July |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| July |
Director |
Conduct ExCom teleconference meeting |
| July |
SOSC |
SOSC Online Meeting after IEEE OU Series |
| August |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| August |
Director |
Conduct ExCom teleconference meeting |
| August |
OAC |
OAC Chair delivers the preliminary audit report to the chair of the committee(s) being audited. |
| August |
Area Chair |
Ensure section has established election calendar, assist as needed. |
| August |
Newsletter Editor |
Publish Newsletter |
| August/September |
Conference |
Hold kickoff meeting with SoutheastCon year+1 |
| September |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| September |
Director |
Conduct ExCom teleconference meeting |
| September |
All |
Submit articles to Newsletter Editor |
| September |
MC |
Communicate recruitment programs to membership |
| September |
OAC |
OAC Chair delivers the final audit report to the Delegate/Director. |
| September |
OAC |
The chair of the committee(s) being audited May deliver a report to the Delegate/Director in response to the audit report. |
| September |
Secretary |
Mail ExCom meeting notice & agenda |
| October |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| October |
Director |
Conduct ExCom teleconference meeting |
| October |
Director-Elect |
Schedule meeting(s) with Area Chairs for quarter |
| October |
Area Chair |
Schedule quarterly meeting with area’s sections. |
| October |
Finance |
Develop budget proposal for next year |
| October |
Finance |
Present draft budget to ExCom |
| October |
Area Chair |
Schedule quarterly meeting with area’s sections. |
| October |
Director-Elect |
Plan Planning Retreat (consider involving SOSC, Director, Past Director, Director-Elect-Elect) |
| October |
N&A |
Complete the volunteer screening for committee & special assignments. |
| November |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| November |
Director |
Conduct ExCom teleconference meeting |
| November |
Committee Chair |
If reviewed by Operational Audit , respond to Final Report at ExCom |
| November |
Finance |
Submit budget to ExCom for approval |
| November |
OAC |
Complete and report Operational Audit results to SOSC, ExCom |
| November |
OAC |
Final Report on reviewed committee(s) to Del/Director & reviewed entity/activity |
| November |
Treasurer |
Preliminary budget (next calendar year) to Finance Committee. |
| November |
Director |
Recognize ExCom & ad hoc committee chairs for service rendered |
| November |
N&A |
Recommend appointments to incoming Delegate/Director. |
| December |
Secretary |
Prepare for ExCom teleconference meeting (roster, website, teleconference reservation, notice) |
| December |
Director |
Conduct ExCom teleconference meeting |
| December |
Conference |
Send out RFPs to potential host venues for SoutheastCon for year+4 |
| December |
All |
Submit articles to Newsletter Editor (third edition is typically optional) |
| December |
Awards |
Professional member ARC nominations deadline |
| December |
Director |
Notify all committee & officers appointments of term completion |
| December |
Director |
All committee/officer records transferred to incoming chairs/officers |
| December |
Director |
Committee & officers appointments |
| December |
SOSC |
Support Director’s Annual Strategic Planning Retreat |
| December |
SOSC |
Support meeting and follow-ups |
| December |
PAC |
Prepare the Professional Development Funds Report |
| December |
ExCom |
Approve recommended budget for next year |
| December |
Area Chair |
Collect contact information for officers for Sections in your area, share with R3 secretary, ensure Officer Information Updated in vTools. |
| December |
Area Chair |
Schedule quarterly meeting with area’s sections. |
| December |
Secretary |
Region officer slate to IEEE Corporate |
| December |
Director-Elect |
Conduct Planning Retreat |
| December |
All |
All chairs/officers: records transferred to incoming chairs/officers |
| December |
All |
All committee/officer records submitted to Secretary for archiving |
| December |
Awards |
Professional member ARC nominations deadline |
| December |
Director |
Outgoing Delegate/Director: Notify all committee & officers appointments of term completion |
| December |
Director-Elect |
Work with N&A to develop list of appointments for next year |
| December |
Treasurer |
Outgoing Treasuer: Prepare Annual Report for outgoing Del/Director’s signature |
| December |
Treasurer |
Transfer financial records to incoming Treasurer |
| December |
Director-Elect |
Announce schedule for monthly ExCom meetings for next year |
| December |
SOSC |
Ask all past directors if they are willing to serve or stay on SOSC mailing list |