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ICITA 2004
Orlando Section Monthly
SCOOP, April 2003
http://www.ieee.org/scoop
Biannual issue for IEEE Section Chairs and Treasurers
Vicki Waldman, Editor; Tracy Hawkins, Manager Section/Chapter Support

* Biannual SCOOP Issue For Treasurers Too
* e-Notice: Automated Electronic Newsletters!
* Encouraging Continued Volunteer Involvement
* February Membership Statistics, A Real Drop?
* "Annual Statistics of the IEEE" Online
* Faraday Lecture 2003, Video Tapes Available
Financial information:
* Technical Symposia Grant Program 2003
* Unit Reserve Guidelines
* IEEE Foundation's Latest Grants To Impact Pre-College Education
* Finding Answers to Your Financial Questions
 
BIANNUAL SCOOP ISSUE FOR TREASURERS TOO
 
IEEE Section/Chapter Support will no longer produce the separate biannual
newsletter "Dollars and Sense" for Unit Treasurers. The information and
articles that would have been included in that newsletter will now be
incorporated into a special biannual (April and October) edition of SCOOP.
These expanded issues of SCOOP will include Unit Treasurers in the
distribution.
 
 
E-NOTICE: AUTOMATED ELECTRONIC NEWSLETTERS!
 
Initial development of an automated electronic newsletter service,
e-Notice, for use by unit volunteers has been completed. This capability
was used for the rollout of the IEEE Institute Online Alert. The service
is currently being piloted by IEEE Canada, the San Francisco Bay Area
Council, the Fort Worth Section, IEEE Power Engineering, Solid State
Circuits, and Broadcast Technology Societies.
 
The key components of the service are:
* The Section provides the mail piece
* Staff creates the distribution list
* Staff sends the message
* Staff manages the unsubscribes
* Staff tracks the mailing statistics
* Staff manages the bounces
 
Not all phases of the e-Notice service are completely automated for staff.
However, since this service will significantly reduce the time and energy
needed to maintain an electronic mailing list for an organizational unit,
Sections are now invited to participate. For more information or to
register visit: http://www.ieee.org/e-notice.
 
 
ENCOURAGING CONTINUED VOLUNTEER INVOLVEMENT
 
How can you keep your volunteers? One way may be positive reinforcement in
the form of praise, recognition and feedback. These are proven methods of
encouraging continued volunteer involvement and are often the crux of
volunteer retention. Keeping in mind that not everyone likes to recognized
in the same way, here are some ideas:
 
* Specific feedback (do not simply say "thanks for serving as Treasurer,"
but state detail "we really appreciate the fact that you take the time to
reconcile the bank statements each month and to keep us within our planned
budget.").
 
* A handwritten note, or an email copying Region level volunteers or
others.
 
* A special "thank you" in the Section newsletter or on the Section's web
page.
 
* Formal recognition in the form of a certificate, plaque or pin (purchased
locally or through Section/Chapter Support. See the "products" link at
http://www.ieee.org/scs).
 
* For Section Executive officers and Chapter Chairs: a letter to employer
from the Vice President of Regional Activities. (available at no cost
through IEEE Section/Chapter Support. The request form is on the web at
http://www.ieee.org/scs, select the button for "FORMS.")
 
 
FEBRUARY MEMBERSHIP STATISTICS, A REAL DROP?
 
In February, IEEE membership totaled 294,338. This appears to be a 14.9
percent decrease from February 2002, but can be explained by changes in the
IEEE's renewal cycle.
 
These changes include deactivating Life Members who did not return their
renewal profiles, and moving the renewal grace period for members in
Regions 8-10 to coincide with that of Regions 1-7. Life Members whose
memberships were inadvertently terminated will be reinstated upon request.
Memberships for those who did not renew by February were terminated and
placed in arrears.
 
For more information, read the February 2003 Membership Development
Progress report at http://www.ieee.org/organizations/rab/md/mdprogrpt.html.
 
 
"ANNUAL STATISTICS OF THE IEEE" ONLINE
 
The "2002 Annual Statistics of the IEEE" is available on the IEEE Web site
at http://www.ieee.org/organizations/corporate/secrpt/. It is accessible
from the Volunteer Resources or About the IEEE pages. An IEEE Web Account
is required to access these pages.
 
 
FARADAY LECTURE 2003, VIDEO TAPES AVAILABLE
 
Did you miss the opportunity to take part in the live presentation of the
February 2003 IEE Faraday Lecture? The IEE Faraday Lecture is designed for
14-16 year-old students and is presented by a team of six specially chosen
presenters, all talented young scientists. This year's subject, "Fighting
Crime with Science," interactively simulates a police investigation using
optics and computers to construct a crime scene and demonstrate the growing
role for technology and forensics in creating a safe society. Copies of
the 2003 Lecture are now available on videotape at the cost of $15USD.
Please contact Celeste Torres at c.torres@ieee.org or phone +1 732 981
3425. For more information on the Faraday Lectures, go to
http://www.ieee.org/organizations/eab/precollege/faraday/index.htm.
 
 
TECHNICAL SYMPOSIA GRANT PROGRAM 2003
 
In 2002, IEEE Regional Activities provided grants of $500 each to ten
events in five of the IEEE's 10 Regions. The 2003 program is underway, and
one symposium has already been funded in Greece. The guidelines have
changed slightly for 2003: priority will be given to those units who have
not been funded in the past; events shall be one day in length; and
recurring (or annual) events shall not be funded.
 
For more information and the grant request form visit
http://www.ieee.org/scs and click on "FORMS". Please direct questions to
Tracy Hawkins (t.hawkins@ieee.org).
 
 
UNIT RESERVE GUIDELINES
 
Each IEEE Organizational Unit that generates revenue, or is authorized by
the IEEE Board of Directors to receive assessments or a portion of IEEE
dues, may have custodial responsibility for a portion of IEEE Reserves, to
the extent determined by the Board of Directors (Policy Manual 11.4.A).
Reporting of the reserves will be included in the year-end reports
(Financial Operations Manual 4.A).
 
Unit reserves should be adequate but not excessive. As a general guideline,
a reserve up to three times the annual rebate, after known commitments and
unusual requirements are deducted, would be considered reasonable.
 
In special circumstances, such as being in a good location for conferences,
some Units can provide outstanding services to their members as well as
generate surplus funds. In keeping with the policy of avoiding large
reserves, the level of activity should be increased so as to best serve the
interests and needs of the membership. This can be done through additional
meetings, conferences, educational programs, publications, etc., or by
putting these funds to work elsewhere in the Institute, through Regional
Activities, Technical Activities, Educational Activities, or other
Sections, Chapters, or Branches within the Region. (Policy Manual 9.7. The
IEEE Policy Manual can be found in PDF format on the web at
http://www.ieee.org/policies)
 
 
IEEE FOUNDATION'S LATEST GRANTS TO IMPACT PRE-COLLEGE EDUCATION
 
At its March 2003 Board of Directors Meeting, the IEEE Foundation
authorized just over US$60,000 in new grants to support projects that
encourage collaborations between engineers and local school districts;
cultivate the next generation of engineers; and increase the understanding
of the complex interactions between science, technology, and society. To
view a full list of the grants awarded to date in 2003 please visit us on
the web at
http://www.ieee.org/organizations/foundation/html/2003grants.html. For
additional information contact Glenys Gotthardt, IEEE Foundation, telephone
+1 732 981 3435; email foundation-office@ieee.org.
 
 
FINDING ANSWERS TO YOUR FINANCIAL QUESTIONS
 
A quick and easy reference for answers to your financial questions is the
Treasurer's Handbook. It can be found on the web at
http://www.ieee.org/treasurers. Often under revision to provide the most
current information, each category includes an IEEE staff contact in case
you have additional questions. Some of the subjects covered are: required
financial reports, funding, solicitations, travel expense guidelines,
record retention schedules, and banking and investment guidelines.
 
Another resource for financial information is the "Financial Operations
Manual", available in PDF format at http://www.ieee.org/organizations/vols/
. Look for the file in Administration/Finance under the heading "Resources
for All Volunteers."

 


IEEE CONTACT INFORMATION
 
IEEE Operations Center
http://www.ieee.org
445 Hoes Lane
Piscataway NJ 08855-0331
Switchboard: +1 732 981 0060
 
IEEE Regional Activities
http://www.ieee.org/ra
+1 732 562 5501 (voice)
+1 732 463 3657 (fax)
regional.activities@ieee.org
 
The SCOOP
http://www.ieee.org/scoop
+1 732 562 5564 (voice)
+1 732 463 9359 (fax)
scoop@ieee.org
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