IEEE Policies

9.4   Staff Operations Outside HQ and Personnel Retained by IEEE Organizational Units

Boards, Regions, Sections, Societies or other organizational units of IEEE may establish staff operations outside of IEEE Headquarters where improved administrative or technical services result and when the overall economics justifies such an operation. Alternatively, such an IEEE organizational unit may desire to retain personnel at IEEE Headquarters to work exclusively on its behalf. In such cases, the following guidelines shall apply.

1. Staff Operations Outside Headquarters. 

   A proposal shall be addressed to the Chair of the Member and Geographic Activities Board (MGAB) (for a Region or Section) or to the Chair of the Technical Activities Board (TAB) (for a Society) or to the appropriate Executive Committee Coordinator for other IEEE units. The proposal shall state the purpose of the staff operation and give a description of the type of services to be rendered to the membership and the rationale for rendering these services at a location other than IEEE Headquarters. The proposal shall also include the proposed location, the qualifications, job description and function of the proposed staff employees, the type of facilities required and estimates of the cost of office space and furnishings, supplies and services, salaries, benefits and other expenses projected over a three-year period. The income and source of funds from which these costs will be paid shall also be included. A budget for the first year of operation shall be submitted with the proposal. Informational copies of the proposal shall be addressed to the President - Elect, the Treasurer, the IEEE Executive Director, and the Finance Chair of the IEEE organizational unit involved.

   The Chair of MGAB, or the Chair of TAB, or the responsible Executive Committee Coordinator, in consultation with the members of his/her Board and its Finance Committee and with the IEEE Executive Director, shall transmit the proposal with any amendments deemed advisable to the Executive Committee with a recommendation that it be approved or disapproved. Final action approving or disapproving the proposal shall rest with the Executive Committee. No commitments for space or other facilities, services, or employment of staff shall be made pending approval by the Executive Committee.

   Two methods of administration of approved decentralized staff operations are permissible: (a) within the normal procedures for staff operations as determined by the Executive Committee to apply to all staff employees of the IEEE; or (b) by contract between the IEEE and an organization or individual.

   Under method (a), the full-time or part-time IEEE staff employees involved shall be members of the IEEE staff with the same duties and privileges with respect to benefits, pensions and salary administration, as the Headquarters personnel. The staff operation shall be covered by public liability insurance similar to Headquarters'. The annual audit of IEEE will include audit of the staff operations. The payroll for the employees at the staff operation will be administered by Headquarters. The staff employee (or chief staff employee, if more than one is involved) will be appointed by and responsible to the Board Chair, Regional Director, Section Chair, Society President, or Head of the IEEE organizational unit involved who shall be responsible for reviewing salary adjustments in accordance with the procedure prescribed by the Executive Committee and, if necessary, for terminating the employment. The IEEE Executive Director or his/her designated representative shall be responsible for the administration of such employment with respect to IEEE policies and procedures, and any applicable legal considerations.

   Under method (b), the contract shall be negotiated on behalf of IEEE by the Director, President, or Chair of the organization setting up the approved decentralized staff operation, in consultation with the IEEE Executive Director or his/her designated representative. The compensation for the staff employees under contract shall fall within the normal range of IEEE Headquarters staff salaries for similar qualifications, responsibility and experience, in accordance with salaries prevailing in the geographical area involved, and with appropriate allowance for such factors as fringe benefits, office space, secretarial services and facilities provided. For the special cases of staff based outside the U.S., the appropriate Executive Committee Coordinator shall be responsible for administering employment arrangements and for reporting them, with any necessary recommendations, to the IEEE Executive Director. An annual audit may be made by IEEE auditors to determine if compliance has been made with the contract. 

   Decentralized staff operations in existence prior to establishment of this policy may continue without further review and approval by the Executive Committee but shall otherwise conform to this policy, as far as practicable. Offices established outside of IEEE Headquarters may provide services to other IEEE organizational units in the same locality on a cost reimbursable basis.
   
   
2. Personnel Retained by IEEE Organizational Units Either at or Outside Headquarters.  The guidelines for personnel retained outside of IEEE Headquarters are covered in methods (a) and (b) under Section A above.
   
   For personnel retained at IEEE Headquarters by an organizational unit of IEEE, the procedures as outlined in method (a) above will apply. A proposal for such personnel shall be addressed to the Chair of TAB (for Societies) or to the Chair of MGAB (for Regions and Sections), or to the appropriate Executive Committee Coordinator for other IEEE units. The proposal shall state the purpose for retaining the personnel, include a job description for the employee, the type of facilities needed and estimate the cost of office space, furnishings, supplies, services, etc. Salaries, benefits and other expenses should also be listed. The proposal should make these estimates for a three-year period and indicate the income or other source from which these costs will be paid. A budget for the first year of operation should also be submitted.
   
   

   The responsible Executive Committee Coordinator, or the Chair of MGAB or Chair of TAB, in consultation with the Chair of his/her Finance Committee and members of his/her Board and the IEEE Executive Director, shall transmit the proposal with any such amendments deemed advisable to the Executive Committee with the recommendation that it be approved or disapproved. Final action approving or disapproving the proposal rests with the Executive Committee. No commitments for employment shall be made pending such approval.
   
   Upon approval by the Executive Committee, the IEEE Executive Director or his/her designated representative will provide adequate space at IEEE Headquarters for the personnel involved.