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UP SOCIETY CHAPTER PETITION: (Download PDF )

REQUIREMENTS TO FORM A CHAPTER OF AN IEEE SOCIETY

A Chapter is a technical subunit of one or more Sections, or a Council, constituted by a minimum of twelve (12) members of a Society and established by petition to the parent unit(s) and Societies concerned to represent and fulfill the technical needs of the members and the missions of IEEE. A Chapter functions in a manner similar to that of a committee of the Section/Council.  (RAB Operations Manual 9.6.A)

The petition must include:

¨      The name of the Section

¨      The name of the Society

¨      The name and address of the Chapter organizer

¨      Written approval of the Section Executive Committee.

¨      Signatures of 12 Section members, above Student grade, who are members of the Society.

The completed petition shall be submitted to the Section Executive Committee, via the Section Secretary, for approval. It is suggested that more than the specified amount of names and signatures be included to ensure that all petitioners qualify, thus speeding the petition’s processing.

Regional Activities staff will review the petition and work with the organizer to resolve any discrepancies. The Chapter will be considered established after Regional Activities has ascertained that the Regional Director and the Society President(s) have no objections to the formation of the Chapter.

Following approval, the Section Chair, the Chapter Organizer, the Regional Director and the President of the Society will be notified. The Chapter formation will be noted in the Report of the Managing Director at the next meeting of the Regional Activities Board.

TO FORM A JOINT CHAPTER COVERING TWO OR MORE SOCIETIES

The requirements are the same as for a single Society Chapter, except that not less than three of the 12 signatures on the petition shall be members of each of the Societies involved.  

For example, a joint Power Engineering (PE31) and Industry Applications (IA34) Society Chapter, might be formed with eight petitioners belonging to PE31 and four petitioners to IA34. It is not required, but may be useful, that Chapter members or officers maintain membership in both Societies. It is suggested that more than the specified amount of names and signatures be included to ensure that all petitioners qualify, thus speeding the process of the petition.

TO FORM A JOINT CHAPTER OF 2 OR MORE CONTIGUOUS SECTIONS

A petition must be signed by not less than twelve (12) members, other than Students, of the Sections involved, who are members of the Society or Societies, and submitted for approval by the pertinent Sections Executive Committees. It is suggested that more than the specified amount of names and signatures be included to assure that all petitioners qualify, thus speeding the process of the petition.

 The petition must include:

¨      The names of the Sections involved

¨      The name(s) of the Society or Societies

¨      The name and address of the Chapter Organizer

¨      The organizational unit (administrative parent Section) which shall be responsible for

Chapter management. (In joint Chapters, administrative matters relate to the parent Section.)

¨      Written approval of the entities involved.

The Joint Chapter shall be considered established after Regional Activities has ascertained that all entities involved have no objections to the formation of the Chapter.

Following approval, the Sections and Societies involved, the Chapter organizer and the Regional Director will be notified. The Chapter formation will be noted in the Report of the Managing Director at the next meeting of the Regional Activities Board.

  TO CHANGE THE STATUS OF AN EXISTING CHAPTER

The status of an existing Chapter may be changed from single to joint, or vice-versa, or from one joint combination to another without submission of a petition. The change in status will become effective following approval of the change by the Regional Director, the Society Presidents and the involved Section Executive Committee(s).

1. The written request, with full details on the proposed change in Chapter status, shall be submitted by the Section Executive Committee. This request should include the name and address of the Organizer of the restructured Chapter who will act as its Chair, and be faxed or mailed to the address below.

2. Action will be taken by Regional Activities staff to obtain approval of the change in status by those concerned.

3. When the necessary approvals have been received, the Section Chair, the Chapter Organizer, the Regional Director and the Presidents of the Societies concerned will be notified.

4. The Chapter formation will be noted in the Report of the Managing Director at the next meeting of the Regional Activities Board.

5. Send the completed petition to:

IEEE REGIONAL ACTIVITIES    OR    fax: +1 732 463 9359

Section/Chapter Support      email: petition@ieee.org

445 Hoes Lane

Piscataway, NJ 08855

PETITION TO FORM AN IEEE CHAPTER

Name of IEEE Society/ies:                                                                                                

Name of IEEE Section/s:                                                                                                    

We, the undersigned, who are members of the above Society and Section, and are IEEE members above Student grade, hereby petition for approval to form a Chapter in the Section indicated above.

**12 PETITIONERS ARE REQUIRED FOR A TECHNICAL CHAPTER FORMATION**

The action has the approval of the Section Executive Committee.  The following individual is serving as the Organizer of the Chapter (the Organizer of the Chapter must hold grade of Member, Senior Member or Fellow and also be a member of the Society).

Name:                                                                                  Member #:    _____________________

Address: ______________________________________________________________________

City:                                                                       State/Province:  __________________________

Postal Code:                                                        Country: _________________________________

Phone:                                         Fax:                                          Email: ______________________

Section Officer's Signature: ________________________________________________________

Office Held:                                                                                    Date: ______________________

UP Technical Societies: (Download PDF )

Job Description for IEEE officer

TECHNICAL SOCIETY CHAPTER CHAIR

Chapter Chairs are an important part of the grassroots of IEEE leadership.  The Chapter Chair is the principal managing officer of his/her Technical Society Chapter.  Chapter affairs are administered according to the IEEE Regional Activities Board Operations Manual 9.6, direction from the specific national Society and the Section Executive Committee.  Chapter Chairs have voting representation, either individually, or collectively, with other Chapters and Affinity Groups, on the Section Executive Committee.

The usual term of office for the position of Chapter Chair is one year.  Term of office begins in January and continues through until the end of December. The time needed to fulfill this volunteer position is approximately X hours per week/month.  [Note to Section: you should replace the ‘X’ with an approximation that you think is correct for this Unit].

SUMMARY OF DUTIES AND RESPONSIBILITIES:

     1.You will need to identify members willing to volunteer to be part of the Chapter Executive Committee (your Section or Membership Chair may have some suggestions).  Members with past experience would be very valuable.

·        Contact committee members to set up a convenient time to meet 

·        Plan for several meetings in advance

·        Determine goals for the year

·        Delegate assignments to committee members

      2.For background information, review IEEE documents as they relate to Chapters, including IEEE Bylaws, Policy Manual, and RAB (Regional Activities Board) Operations Manual, 9.6 (By 31 January after taking office). You can find links for these documents at www.ieee.org/officers.

       3. Insure that all Chapter Officers and Committee Chairs are properly trained for their jobs.

       4. If the Chapter has a web page, see that it has a webmaster and is kept up to date.

      5. Preside at meetings of the Chapter and the Chapter Executive Committee.  For Executive Committee meetings, have an agenda prepared to make sure everyone is doing what you expect of them.  Send the agenda at least a week in advance so committee members can be prepared.

       6. Operate the Chapter to maximize satisfaction of Chapter member.  Work with the Chapter Executive committee to develop plans for Chapter activity.

       7.Attend Section Executive Committee meetings regularly for information and/or action.  Use your committee agenda and the reports from your committee members as basis for your report to the Section.  If you need help or have problems, report it for action. 

       8.Utilize the appropriate Section communication vehicles – email ListServ, Web pages, newsletters - to make announcements for meetings, etc.

       9.Insure satisfactory performance from the other Chapter Officers and the Chapter Committee Chairs.

       10. Insure that all required Chapter financial reports are prepared and submitted to Section Treasurer at year end.

      11. Use Web report form (www.ieee.org/L31) to submit Chapter Activity, copying the Section Secretary and, if appropriate, the Society Chapter Coordinator.

      12. Represent the Chapter at all IEEE gatherings.

      13. Transfer Chapter records to the new Chapter Chair at the end of the year.

      14. Share your successes and communicate with other IEEE volunteers around the world.  Join the Section/Chapter Volunteer Forum Virtual Community at https://www.ieeecommunities.org/section-chapter_vol.

For additional information on officer training, go to www.ieee.org/officers

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