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The Institute of Electrical and Electronics Engineers, Inc. (IEEE) was founded in 1884 with Alexander Graham Bell and Thomas Edison among its charter members. Today, the IEEE serves over 300,000 members who are geographically organized into 10 Regions. There are over 300 Sections, and over 800 Student Branches and Chapters in the IEEE. The student members worldwide make up approximately 10% of the membership of the IEEE and are essential to the continued growth and vitality of the IEEE. Not only is the IEEE the world's largest technical and professional society, it is also the largest publisher of electrotechnology in the world.
The Institute's worldwide membership is geographically divided into ten Regions. Region 5, also known as the U.S. Southwestern Region of the IEEE, is the region in which you reside. The Regions are further subdivided into Sections that serve as the centers of activity for professional electrical engineers at the local level. Region 5 has 23 Sections as of 1996. Your Student Branch or Chapter further falls under the auspices of your local Section. There are 78 Student Branches and 18 Student Branch Chapters in Region 5 to date. There are a few newly formed Branches which are also in the process of joining Region 5.
This Guidebook is designed to guide Branch Officers and Branch Counselors/Chapter Advisors in activities at the Student Branch level. It includes information on Branch administration, Branch operations, Membership, Fundraising, Professional Awareness Activities, and Leadership. It is meant to be a reference tool and should be made available to anyone that is interested.
We hope you will put this Guidebook to good use and pass it on to your successors.
It is also our hope that this Guidebook will be updated annually and distributed at the IEEE Region 5 Student Branch Leadership Workshops. If you have any comments or ideas on how to improve this guidebook, please forward them to either the Region 5 Student Representative (Jean Cheng) or the Region 5 Student Activities Chair (Dr. Zafar Taqvi).
A useful tool in planning and in keeping your Student members up-to-date is to prepare and publish a Student Branch Calendar. You can post a monthly calendar on the student bulletin board. The calendar should be kept current by the Student Branch Secretary, and should list all key events and award deadlines. To give you a head start in making your calendar, the following two pages list key dates that you should keep in mind for 1997.
| January | |
| 10 | Complete membership rosters as of December 31 is sent to Branch Counselors by IEEE Student Services. |
| 15 | * Deadline for receipt of Nuclear and Plasma Sciences Society Student Award nominations. |
| * Deadline for Charles Babbage Institute's History of Information Processing Graduate Fellowship. | |
| * Deadline for AAAS Mass Media Sciences and Engineering Fellows Program. | |
| * Deadline for ONR Graduate Fellowship Program. | |
| 31 | * Deadline for RAB Larry K. Wilson Regional Student Activities Award nominations (sent to RSAC). |
| * Deadline for submission of C. LeGeyt Fortescue Fellowship nominations. | |
| Second renewal notice is sent by IEEE Headquarters to members who have not yet paid their dues. | |
| Deadline for Branch Mentor appointment | |
| February | |
| 1 | * Deadline for the IEEE/AESS Judith A. Resnik Fellowship |
| * Deadline for IEEE Fellowship in Electrical History. | |
| 14 | Deadline for Branch WEB Page Contest |
| 15 | Deadline for all teams to register for Robotic Devices Contest |
| Spring promotional mailing is sent to Branch Counselors by IEEE Student Services. | |
| Deadline for Branch/Section to conduct Undergraduate Student Paper Contest. | |
| 18 | Deadline for Branch/Section to submit Graduate Students papers to Area Chairmen or RSAC |
| Deadline for Branch/Section to submit Professional papers to Area Chairmen or RSAC | |
| 28 | * Deadline for Outstanding Counselor and Advisor Award nominations, sent to IEEE Student Services. |
| Third renewal notice sent to members who have not yet paid their dues according to IEEE records. | |
| March | |
| All NEW Student applications are processed for half-year IEEE and Society dues. | |
| 1 | Half-year dues cycle begins. Start second membership drive. |
| Branch informs IEEE Student Services of Outstanding Student Award recipient (allow four weeks for preparation of the certificate). | |
| * Deadline for nominations for the Regional Exemplary Student Branch Award, submitted to RSAC. | |
| 14 | Winning Area Student Papers are submitted to RSAC. |
| Area Chairs must notify winners of the Area Paper Contest ASAP so that travel plans can be prepared for the Region 5 Meeting. | |
| All student teams must register for Regional Design Contest | |
| April | Hold elections and notify Student Services and Regional Student Activities Chair (RSAC) of new Counselors and officers for the next academic year using the appropriate forms. |
| 1 | * Deadline for Communications Society Scholarship |
| 11-13 | Region 5 Meeting - Denver, Colorado (Regional Student Contests) |
| May | |
| 1 | Deadline for submission of Annual Report of Activities to Student Services and RSAC. Rebate checks are issued in August contingent upon timely receipt of Annual Report. |
| 15 | * Deadline for Richard E. Merwin Computer Society Scholarship nominations. |
| Student Branches that attended the Region 5 Meeting must complete and return their Expense Report Forms by the end of May. | |
| Be sure to report your new Branch and Branch Chapter officers to Student Services and the RSAC. | |
| Arrange for the transfer of Branch records. Formulate the Branch program for the upcoming academic year and record information on the Annual Plan form. Arrange for new committees to meet. Help incoming officers by organizing Branch records. | |
| June-Sept | Organize fall program. Arrange for speakers, tours, and joint Section-Branch meetings. Plan fund-raising activities, organize membership drives and begin publicity preparations. If officers are not on campus, the chair should keep them involved through regular correspondence. Advance work is critical for Branch success! |
| June | |
| 1 | * Deadline for Annual International Computer Graphics Image Contest. |
| 30 | * Deadline for Jackson Award entries. |
| August | |
| 1 | Fall promotional mailing sent to all Branch Counselors by IEEE Student Services. |
| 15 | Branch rebate checks sent if Annual Report was received in May. |
| Finalize committee assignments, membership drive, fall speakers' and tour schedule. | |
| September | Classes have started at most schools across the U.S. Branch officers assume official duties. Execute membership drive. Send applications promptly to IEEE Service Center. |
| Review participation in Student Paper Contest and Design Contest with Branch members (contact Regional Student Activities Chair (RSAC) for details). | |
| 1 | Full-year dues cycle begins. All new Student applications are processed for full-year IEEE and Society dues. |
| Branch begins planning for Robotics Devices contest. Contact section and local industries for support | |
| 15 | Complete membership rosters as of August 31 are sent to Branch Counselors by IEEE Student Services. |
| 30 | IEEE Service Center sends renewal notices to all current members. Officers should remind these members of the benefits of membership and encourage each of them to renew their membership.
September through December are key months for recruiting new members. |
| October | IEEE Student Services sends the Fall promotional mailing to all Branch Counselors. |
| November | |
| 1 | Annual Plan of Activities for Branch is due to IEEE Student Services. Upon timely receipt of the plan, $25.00 or $50.00 allotment is sent by IEEE Student Services based on membership size. |
| December | |
| 4 | * Deadline for Robert H. Goddard Historical Essay Award. |
| 15 | Incentive rebate checks sent to Branches who filed an Annual Plan on time. All Student applications received by IEEE Operations Center qualify towards the $1.10 per member rebate. Submit new applications promptly and at least weekly. |
| Branch begins planning for Undergraduate Paper Contest, Graduate Paper Contest publicizes Regional Design Contest. | |
| 31 | Student Branch rebate is based on year-end membership statistics. IEEE Student Branch Growth Award recipients are determined based on year-end membership statistics. |
* denotes award deadlines (for award forms not included in this
Guidebook, please contact Laura Durrett for a copy)
The Institute has adopted the following three goals and five objectives as its purpose for conducting the Regional Activities Board Student Programs.
GOAL 1:
To provide an awareness of the scope, opportunities, and direction
of the profession as well as expectations and professional responsibilities
of engineers not normally taught in classrooms.
GOAL 2:
To provide an awareness of the nature and scope of IEEE and the
many and varied opportunities for both active involvement in the
dynamics of the organization or passive reception of its services.
GOAL 3:
To provide opportunities for participation that contribute to
a student's educational, technical, and professional development
in preparation for entry into the profession.
OBJECTIVE 1: To provide recommendations on overall policy and procedures regarding the IEEE Student Program, student services and activities, and student members implemented through the Bylaws and Policy and Procedures of the Institute.
OBJECTIVE 2: To provide the leadership role in the direction of services offered through the IEEE Student Program, and the continuous introduction of improved, expanded, or new benefits of membership.
OBJECTIVE 3: To provide to IEEE the student members, through programs and services offered, an awareness of the scope, opportunities, nature, and responsibilities of the engineering profession.
OBJECTIVE 4: To provide the student members varied opportunities for active involvement in the dynamics of the organization as well as passive reception of its services.
OBJECTIVE 5: To provide, in general, opportunities
for participation in the efforts of the Institute that contribute
to a student's educational, technical, and professional development.
The following is a list of sources of information for your branch. Addresses, phone numbers, and email aliases are included.
| Manager, IEEE Student Services
Laura Durrett |
Region 5 Director, 1996-97
John Reinert |
|
| Region 5 Student Activities Chair
Dr. Zafar Taqvi |
Region 5 Student Activities Representative
Jean Cheng |
|
| Potentials Magazine Editor
Dr. George Zobrist |
Potentials Magazine Student Editor |
|
| Manager, Professional Programs
Ann Hartfiel |
Region 5 SPAC Coordinator, 96-97
Loren Lacy |
|
| Section Chair
Name:
Phone: |
Section SAC Chair
Name:
Phone: |
|
| Student Branch Counselor
Name:
Phone: |
Dean of Department
Name:
Phone: |
|
The Regional Student Activities Chair (RSAC) is the coordinator and manager of student activities and communications in the Region. There are currently ten RSAC's, one for each Region in IEEE. Their responsibilities include:
The Regional Student Representative (RSR) supports the RSAC Chair in managing, coordinating, and carrying out responsibilities for the student affairs in the Region. These responsibilities include:
There is an unlimited number of resources available to help you plan and implement your program of activities. Local agencies like the Association of Professional Engineers or the Chamber of Commerce can help you find technical and non-technical speakers. Local industry may also be willing to provide speakers and tours of their facilities. Finally, the network of IEEE volunteers is your biggest asset. Below is a partial list of resources available.
Email Alias
Over 250 Student Branches now have alias addresses on ieee.org,
but less than 60% of Region 5 Student Branches are on email. Why?
Who knows?. The easiest way to send up-to-date information quickly
and easily is through email. It is also the cheapest way for our
Region to send you information. Multiply 75 by 32¢. That
is $24 for every letter that a Regional Representative would have
to send to Student Branches. The Region can't communicate to you
at $24 a note, nor does any volunteer have the time to do such
a mailing (fold, shove, lick, close .... fold, shove, lick, close....
you get the point!).
If your branch does not have an email address then do your best to get one. Most faculty, by now, should have an email account. If your school's Systems Administrator refuses to give your Branch an account, get your counselor to act as the point of contact. Once you have an email address, then get an IEEE email alias for your Student Branch. Once you get your alias, be sure to notify Laura Durrett so that your alias will be added to the distribution lists. This way, Regional Representatives can send a blanket message to sb.r05@ieee.org to reach all Student Branches in Region 5. Help Region 5 save money and trees and help your Branch by finding out up to date information on what's going on in the Region. GET ON EMAIL!
If it is impossible for you to get an email address, please send the Regional Student Activities Chair a letter stating the reasons why. We are interested in problems you may be experiencing at your school.
Below are guidelines on how Student Branches can get connected. To sign up your Branch, get your counselor to send an email message to startup@ieee.org that contains the following information:
The message will be immediately acknowledged to demonstrate basic end-to-end communications with IEEE Regional Activities. An alias will be assigned, such as: sb.uta@ieee.org (Student Branch format for University of Texas -Arlington) and the alias will be listed at "ieee.org".
Once you receive your alias, please contact Laura Durrett at l.durrett@ieee.org and notify her of your new email alias. Ask her to add your alias to the Region 5 distribution lists, especially sb.r05@ieee.org. Then, contact your Regional Student Representative and you will begin to receive the important messages that you have been missing.
If a Student Branch Officer uses their personal email address, please ensure that the alias is updated once his/her term as an officer expires so that the new officers may receive IEEE email messages. Updates can be made by sending the changes to alias.update@ieee.org using the same format above.
| Form Title | Due Date | Send To |
|---|---|---|
| Annual Plan of Activities | November 1 | IEEE Student Services Section SAC Chair RSAC RSR |
| Annual Report (Including financial statement) | May 1 | IEEE Student Services Section SAC Chair RSAC RSR |
| Newly Elected Officer Reporting | Immediately after elections | IEEE Student Services Section SAC Chair RSAC RSR |
| Counselor Appointment Nomination | Every two years or when a new counselor is elected | IEEE Student Services Section SAC Chair RSAC RSR |
| Branch Mentor Appointment | When a mentor accepts the appointment | IEEE Student Services |
| Outstanding Branch Counselor and Advisor Award Nomination | February 28 | IEEE Student Services |
| IEEE RAB Larry K. Wilson Regional Student Activities Award | January 31 | RSAC |
| IEEE Regional Exemplary Student Branch Award | One month prior to annual Region 5 Conference | RSAC |
Region 5 hosts a annual conference and meeting around April. The IEEE Regional Contests are held during this conference. While student contests may vary from region to region, the currently administered student contests in Region 5 include:
NOTE: The Student Paper Contests are preceded by local
(Branch or Section) and Area contests. See Section 3
or contact the Regional Student Activities Chair for further details
on the above contests.
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