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Please reference the instructions for scheduling and reporting meetings.


Scheduling and reporting meetings (requires an IEEE Account)

The MGA vTools team has developed and released a tool for managing Section and Chapter meetings.  Officers can create meeting announcements with no dependence on Webmaster availability and show the meeting announcements on their Web page. Members and the public may also see and register for the upcoming meetings.


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Access limitations

vTools.Meeting scheduling and meeting reporting is limited to volunteers listed in the Geographic Activities Roster.  Therefore, some volunteers may not be automatically authorized to access vTools.Meetings.  This specifically applies to Chapter Vice Chairs and Chapter Secretaries. Additionally, there are some Joint Chapter Chairs that are in the Roster, but still cannot access the system.

If you are unable to use vTools.Meetings. please choose one of the following options:

  1. Submit an Officer Report Change/Addition so that your records can be updated.  This will give you access once once our system recognizes the new information.
  2. E-mail the information to IEEE Staff, and it will be entered for you.

We apologize for this inconvenience and are proactively working to correct this.


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Guidelines for reporting meetings

  • Meeting reports should be submitted to IEEE Member and Geographic Activities (MGA) after each meeting is held. 
  • Report all meetings, including social events and administrative meetings.  
  • Reference information about meeting, meeting categories, and how meetings are counted and Required Reporting deadlines.
  • Electronically submitted forms are sufficient for reporting requirements. 
  • E-mail a copy of your meeting report to your Section Secretary and others by using the e-mail field at the bottom of the form.
  • Once submitted via the online form, there is no need to send hard copy or resubmit the forms at the end of the year. 
  • A copy of the confirmation page can be printed and kept for your Geographic Unit's records. 

Minimum meeting requirements to earn a rebate each year are five (5) meetings for Sections and Subsections, two (2) technical meetings for Chapters, and two (2) meetings for Affinity Groups. 

Multiple sessions during one day will count as one meeting.  If you feel this is not accurate for your meeting, email your rationale to MGA Staff at

For Joint meetings, a form should be completed for each entity in order to count as two (2) separate meetings.

Chapters and Affinity Groups
On the L31 Form, select first by parent Section or Council name.  For example, if you want to submit a meeting report of the Computer Society Chapter in the Queensland Section, type the letter "Q" on the "Sponsor of meeting" drop down list, and then scroll down until you find your Section and Chapter name. 


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