EDS Chapter Administration

I. PLANNING MEETINGS

Select a subject

In choosing the subject, you should consider the mission of local industrial groups, university programs and government laboratories. It may also be useful to scan articles in the most recent copies of Electron Device Letters, Transactions on Electron Devices and the other publications offered by EDS for ideas of timely subjects.

Select a format

Formats which you might consider include:

• Formal lectures
• Dinner meetings with an after-dinner speaker
• Breakfast meetings with a speaker
• Tutorial sessions
• Social events (Picnics, etc.), Workshops or symposia
• Mini-Colloquia
• Meeting with reports of major meetings such as the IEDM to attract people who weren't able to attend
• Joint meetings with other societies
• Meeting after short course
• Co-sponsor events with other society chapters lunch/dinner
• Planning meeting before technical meeting

The amount of effort required to organize each of the types of meetings varies significantly. A formal lecture only requires that a speaker and room be found and that the meeting be publicized. In contrast, a one-day workshop or symposia can involve months of planning. Typically, the meeting format which requires the greatest effort also stimulates the most professional interest. A mix of meetings using different formats is suggested.

Find a good speaker

There are a number of sources as follows:

• EDS Distinguished Lecturer Program
• Local industrial leaders
• Local engineers, faculty or graduate students
• University administrators
• Co-workers
• Visiting engineers/consultants who are experts on an important topic
• Publicize the meeting: Without appropriate publicity, your meetings cannot be successful. Some ways of publicizing meetings in advance include:
  • Request EDS to publicize meetings on the EDS Home Page
  • Include flyers in corporate bulleting boards
  • Make use of your company/university mailing and e-mail distribution lists
  • Circulate and post flyers wherever interested individuals might see them
  • Advertise in local newspapers
  • Include announcements in your IEEE Section Newsletter
  • Send letters or announcements directly to both your chapter members and the other members in your Section

It should be noted that many Sections participate in the IEEE SAMIeee (Section Access to Membership Information) Program whereby Sections are given a database (with monthly updates) of all their Section members with membership and society affiliation information. If your Section participates in the program, you can obtain from them the mailing information of all the members in your Section or the Section members who are members of EDS or other pertinent societies.

II. HINTS ON LEADING A CHAPTER

The ability to motivate volunteers to help with events such as meetings and seminars is crucial to being successful in leading a chapter. A few hints on working with volunteers are as follows:

Recruiting Volunteers

Try to involve new members in the work. Do not always rely on the same people year after year. Normally, the most effective approach in recruiting a volunteer is to talk to the person one on one, as opposed to making a general plea for a volunteer.

Spread the Work Around

Asking a volunteer to put on a meeting or seminar may appear to be an overwhelming task to the volunteer. It may be a better idea if the chair were to form a committee to perform the task. The work should be equally divided among the members. Recruiting help from the membership will help strengthen the local organization and encourage participation.

Motivate the Volunteers

Since there is no possibility of financial gain in the volunteer organization, a primary motivation is to have the volunteer take ownership of a project/activity. Allowing the volunteer to use his/her creativity in solving problems and issues is also usually helpful in providing motivation. The volunteers should receive some overall guidance and report to AdCom regarding the status of their projects/activities. Try to work towards a consensus among the volunteers, rather than passing unilateral decisions.

Diversify the Organization

EDS serves a diverse group of professional and academic interest. Try to involve people from the different industry and educational organizations in your area.

Recognize the Work of Volunteers

Helping the local chapter can involve a significant amount of hard work. Recognition of that work by the leadership is important. A public recognition at a meeting is a very positive gesture and does not cost anything. A plaque, certificate or inexpensive gifts, such as a coffee mug or pen, would be very much appreciated by the volunteer and will help motivate other members to participate in events.

Establish a Bank Account

With the approval of the local IEEE Section, a chapter can establish its own account to carry out financial business. This allows the chapter to have a sense of independence and additional motivation to coordinate its seminars, meetings, and other activities.

Check with Your Section About Custody Account

Custody accounts are holding accounts available to those Sections in Regions 8,9 & 10 which have difficulty exchanging currency to pay for membership and other services at IEEE. These accounts are administered by the Section/Chapter Support area of the IEEE Regional Activities Department. For more information, log-on http://www.ieee.org/organizations/rab/scs/custody.html.

III. REPORTING MEETINGS

To be considered an active EDS chapter by IEEE, a minimum of two meetings must be held over a one-year period. To receive credit for holding a meeting, it is necessary that you report your chapter's activities to your Section. You just need to complete the Meeting Report Form (L-31) and send it to your local Section.

IV.REPORTING CHAPTER OFFICER CHANGES

Both EDS and your local Section need to be able to communicate with the current Chapter Officers. Thus, it is extremely important that you keep the Executive Office and your local Section up-to-date with the latest names and contact information of your Chapter Officers. You can provide this information via mail, telephone, fax, or e-mail.