10.1.4 General
Approvals, Endorsements, & Notifications
There are
three types of conference approvals that must be
sought. They are:
Organizational unit approvals from all sponsoring
organizational units
- IEEE Conference Services budget
approvals
- Organizational unit cross endorsement
All
approvals and endorsements should be obtained at
least a year in advance of the proposed
conference.
The IEEE
Conferences Committee and ultimately the IEEE Board
of Directors have responsibility for
review, approval and conflict resolution of
all IEEE conferences, including those co-sponsored
with non-IEEE organizations.
Organizational
Unit Approval
The conference committee is responsible
for obtaining organizational unit
sponsorship. Approval from all sponsoring
organizational units is required. The
sponsoring organizational unit must approve the
place, date, and subject matter to be covered for
all conferences. Since organizational
units are ultimately responsible for the financial
accountability of their solely sponsored and
co-sponsored conferences, the organizational
unit must approve the conference budget prior to its
submission to IEEE Conference Services for
approval. Sound financial planning,
benefit to the membership, and absence of conflict
with other conferences shall be criteria for
organizational unit approval.
IEEE Conference Services Approval
IEEE Conference Services shall approve
all conference budgets exceeding $25K in
revenue/expenses. This approval can be obtained by
submitting a detailed budget to IEEE
Conference Services at least one year in advance
of the conference, but earlier submission is
strongly recommended. Written
confirmation of organizational unit’s budget
approval must be included with the detailed
budget (Policy 10.1.6).
Conference Services shall be notified of the place,
date and subject matter to be covered for all
IEEE conferences. If a conference falls
in any of the following three categories, the IEEE
Conferences Committee shall be informed if the
activity(ies):
- is solely sponsored or co-sponsored by
a geographic organizational unit, (e.g.
Chapter, Section, Region) where there is the
intention of drawing substantial
attendance from outside the geographic area of a
single Section, or
- contains commercial exhibits, or
- coincides with another
organization’s conference that requires a
security clearance for admission.
All
notifications should be made through IEEE Conference
Services. The IEEE sponsoring
organizational unit is responsible for the
submission of all information requiring
approvals.
The data
from the Conference Information Schedule shall be
entered into the IEEE Meetings Database and
used by IEEE Conference Services to answer
requests for conference information and will be
included in the Conference Search, Call for
Paper Search and other promotional activities.
Cross Endorsements
Cross endorsement is the endorsement
from one organizational unit for another
organizational unit’s conference. Cross
endorsement typically occurs between
geographic and non-geographic organizational
units. It is recommended cross endorsement be
sought from the Section, when a conference is
being held in the geographic area of the
Section if the conference is sponsored by another
IEEE geographic or non-geographic
organizational unit. It is recommended cross
endorsement be sought from the non-geographic
organizational unit (Society, EAB, IEEE-USA,
and SA), when another geographic or
non-geographic organizational unit is holding a
conference in its field of interest.
Cross endorsement is expected to be timely and
should be requested during the planning stages
of the conference.
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