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IEEE Region 3
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Relationship of Region 3 to the Institute and to the Sections
For guidance in activities relating to IEEE organizational units, refer to the IEEE Policy and Procedures (P & P) Manual (Appendix J.) Section 9, and to the Regional Activities Board (RAB) Operations Manual Section 9.0. Activities of particular importance to Region 3 are addressed in the following paragraphs:
Participation in Region and Institute Activities
Executive Committee members are encouraged to:
- Regularly attend IEEE Region, Area/Area Council, Section, and Chapter meetings as well as Region conferences such as SoutheastCon and Southcon, represent the Region at these meetings, address these meetings on behalf of the Region Delegate/Director and the Region Executive Committee, assure attending members that these meetings have the support of the Region, and seek comments and advice from these organizational units.
- Participate in social events with IEEE Region 3 Area/Area Council, Section, Chapter and Conference leaders and members, and utilize such events and contacts to cement relationships between the Region and members of these major organizational units.
Region 3 Officers and Executive Committee members should encourage their spouses to participate in IEEE activities at all levels without reimbursement from the IEEE, and should encourage officers at all levels to have their spouses participate similarly. All members' spouses are encouraged to join and participate in the social events.
Conflict of Interest
The policy of the Region shall be consistent with that of the Institute. It is the responsibility of all members to be familiar with the IEEE Policy and Procedures Manual, Section 9.9 that states "... conflict of interest is defined as any situation in which a member's decisions or votes could substantially and directly affect the member's financial or business interests". This policy shall also apply to any non-members who are serving the IEEE in some capacity.
Region Executive Committee and Committee Meeting Minutes
The minutes of the Region 3 Executive Committee Meetings shall be distributed to all Region Executive Committee members as specified in the Region 3 Bylaws and the Region 3 Operations Manual, the Region 3 Archive Management Coordinator, and the IEEE Regional Activities Department, attention: Manager, Regional Activities Administration.
The minutes of the Region Committee Meeting shall be distributed to Region 3 Committee members (as specified by the Region 3 Bylaws), the Region 3 Historian and the IEEE Regional Activities Department, attention: RAB Secretary/Managing Director-Regional Activities.
The minutes of any individual meeting of the Region Committee or Executive Committee shall be made available to any IEEE member in good standing on written request to the Region 3 Delegate/Director at a charge to be determined by the Region 3 Secretary. The charge shall cover the cost of reproduction, materials, and distribution.
Periodic Review of Region Standing Committees
Each of the Region 3 Standing Committees shall be reviewed at a minimum once every six years; Region 3 Standing Committees are as follows. The Standing Committee review is at the discretion of the Region 3 Director. The tentative Committee Review year is shown in Parenthesis.
- Awards & Recognition (2003)
- Communications (2006)
- Conference (2006)
- Educational Activities (2005)
- Membership Development (2007)
- Professional Activities Operation (2004)
- Strategic Planning ((2002, 2008)
- Student Activities (2002, 2008)
One or more members shall be appointed as a reviewer by the Region 3 Delegate/Director. The Chair of the Special Review Committee (SRC) shall be a past Delegate/Director of the Region whenever possible. No member of the Special Review Committee may be a present member of the Committee being reviewed.
The Special Review Committee will delve into the effectiveness, continued need, policies, procedures, action, composition, budget considerations, and any other aspects of the committee being reviewed as appropriate. The committee review will normally be based on Standing Committee documentation for the previous four years and it is imperative that all Standing Committee Chairs maintain sufficient documentation and records to facilitate an effective committee review. A primary source for committee documentation is the Region 3 Archive Management System that is maintained for Region archival purposes only and the Region 3 World Wide Web site. All Standing Committee Chairs will transfer Committee documentation to the incoming Committee Chairs and the Archive Management Coordinator at the completion of their committee term.
The Special Review Committee will provide a written final report with recommendations to the Region 3 Delegate/Director with copy to the chair of the reviewed committee, ten (10) days prior to the fall Executive Committee Meeting. The Chair of the Special Review Committee will periodically monitor reviewed committees to ensure implementation of final recommendations is occurring in a timely manner. Refer to Section V.B.11. Special Review.
Audit of Region 3 Entities
The Region 3 Audit Committee (Refer to Section V.B.2. Audit) will perform administrative and financial management audits of Region 3 Standing Committees, Area/Area Councils, Sections and Subsections on an "as required" basis. The Region 3 Delegate/Director shall be responsible for identifying those Region entities to be audited. Primary consideration shall be given to delinquent Sections that repeatedly fail to demonstrate sound financial management and Region conferences that pose financial risk to the sponsoring Region entities and Region 3.
The Audit Committee can be charged by the Region 3 Delegate/Director with review of policies and procedures which impact the finances of the Region and with review of the financial records at the beginning of a Region 3 Delegate/Director's term of office.
Region 3 Master Schedule
The Region 3 Delegate/Director is responsible for establishing an annual Calendar of Events for Region 3 activities. These activities are scheduled wherever possible not to conflict with Institute major board meetings and other Regional Activities Board activities. Shown in Figure 3 is the "Region 3 Master Schedule". The Master Schedule is based on typical Region 3 activities and should be used for reference only. Seasonal notation for Calendar Year (CY) meetings (i.e., winter, Quarter 1(January, February, March); spring, Quarter 2 (April, May, June) etc.) are at the discretion of the Region 3 Delegate /Director. Region 3 scheduled activities are not shown for the Delegate/Director-Elect. The Delegate/Director-Elect is the "Executive Assistant" to the Region 3 Delegate/Director in the internal management of the Region; therefore, the Delegate/Director-Elect's responsibilities vary.
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ODD YEAR: (election year) |
DECEMBER |
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Outgoing Delegate/Director |
- Notify all committee & officers appointments of term completion |
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- Region 3 Southcon BoD Representative appointment |
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- All cmte./officer records transferred to incoming chairs/officers |
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- All committee/officer records copied to Archive Management |
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- Approve expense vouchers, send approved vouchers to Treasurer |
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Outgoing Treasurer |
- Prepare Annual Report for outgoing Del/Director's signature |
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- Transfer financial records to incoming Treasurer |
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- Process expense vouchers per Region travel policy |
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Incoming Delegate/Director |
- Appoint N & A Committee (Section V.B.8.) |
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Awards & Recognition |
- Professional member ARC nominations deadline |
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EVEN YEAR: |
JANUARY |
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Outgoing Treasurer |
- Forward Annual Geo. Unit Financial Rpt. to outgoing Del/Director |
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- Prepare the IEEE-USA Professional Development Funds Rpt. |
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- Send Professional Development Funds Rpt. to outgoing PAOC Chair for signature |
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Outgoing Delegate/Director |
- Sign Annual Rpt., send to the IEEE Operational Ctr. by Feb. 1st |
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- Sign Professional Development Funds Rpt., send to Washington Office by Jan. 15th |
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Outgoing PAOC Chair |
- Forward signed Professional Development Funds Rpt. to outgoing Del/Director |
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Delegate/Director |
- Confirm Region appointments as defined in the Region 3 Bylaws |
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- Audit financial records |
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- Define annual Calendar of Events |
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- Schedule Winter Excom mtg. & send agenda to Secretary |
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- Schedule Excom & Annual Region Committee meetings |
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Secretary |
- Submit Region 3 Roster to the IEEE Operations Center |
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- Mail winter Excom meeting notice & agenda |
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Treasurer |
- Request total annual Institute Allocation from the Operations Ctr. |
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Excom Members |
- Submit photograph to Newsletter Editor |
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Audit |
- Perform audit of Region 3 financial records (Section V.B.2.) |
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Communications Cmte. |
- Provide e-mail alias to Excom and ad hoc cmte. members |
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Finance Committee |
- Prepare preliminary Region budget (see Nov. Odd Year) |
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Membership Development |
- Facilitate Region upgrade initiatives |
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Newsletter Editor |
- Publish Newsletter (4-6 weeks prior to winter Excom mtg.) |
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Nominations & Appointment |
- Draft "Call for Nominations" (Section V.B.8.) |
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Student Activities |
- Deadline for Larry K. Wilson Regional Student Activities award |
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Area/Area-Councils |
- Verify Sections have satisfied Institute reporting requirements |
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FEBRUARY |
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Delegate/Director |
- Winter Excom mtg. |
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- Identify Standing Committees to be reviewed by SRC |
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- Approve expense vouchers, send approved vouchers to Treasurer |
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- Notify award recipients |
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Secretary |
- Excom minutes to Regional Activities Dept. & Region Archive |
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- Issue N & A "Call for Nominations" (Section V.B.8.) |
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- Issue April Excom & R-3 Comm. mtg. notice and agenda |
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Treasurer |
- Receipt of first half of IEEE-USA Professional Development Funds allotment |
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- Process expense vouchers per Region travel policy |
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- Meeting in conjunction with winter Excom meeting |
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Excom Members |
- Submit expense vouchers in accordance with travel policy |
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- Standing committee staffing complete |
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- Submit newsletter articles for spring (SoutheastCon) edition |
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Awards & Recognition |
- Submit years award recipients to Excom for approval |
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- Meeting in conjunction with winter Excom meeting |
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- Have award recipients plaques made |
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Communications Committee |
- Meeting in conjunction with winter Excom meeting |
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Conference Committee |
- Meeting in conjunction with winter Excom meeting |
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Finance Committee |
- Submit preliminary budget to Excom for approval |
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Leadership Dev. Training |
- Standing committee chair & vice chair training session |
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Professional Act. Operation |
- Meeting in conjunction with winter Excom meeting |
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Special Review Committee |
- Notify Chairs of Region Standing Committees to be reviewed |
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Strategic Planning Cmte. |
- Meeting in conjunction with winter Excom meeting |
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Student Act. Committee |
- Nom. deadline for Outstanding Counselor & Advisor award |
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- Deadline for Student Paper Contest entries |
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MARCH |
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Treasurer |
- Receive Institute Allocation |
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Excom |
- Support Southcon |
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Newsletter Editor |
- Publish Newsletter (3-4 weeks prior to SoutheastCon) |
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Student Activities |
- Nominations deadline for Exemplary Student Branch Award |
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APRIL |
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Delegate/Director |
- Excom & Region Committee meetings |
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- Awards presentation at SoutheastCon |
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- Approve expense vouchers, send approved vouchers to Treasurer |
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Secretary |
- Mail Excom & Region Committee meeting minutes |
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Treasurer |
- Process expense vouchers per Region travel policy |
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Excom Members |
- Submit expense vouchers in accordance with Region travel policy |
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Awards & Recognition |
- Meeting in conjunction with Annual meeting |
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- Awards presentation at SoutheastCon |
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Communications Committee |
- Meeting in conjunction with Region Committee Meeting |
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Conference |
- Solicit invitations from sections for Annual Conference (SoutheastCon) |
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- Meeting in conjunction with Region Committee Meeting |
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- Information available for next SoutheastCon at current SoutheastCon |
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Educational Activities |
- Meeting in conjunction with Region Committee Meeting |
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Finance Committee |
- Meeting in conjunction with Excom meeting |
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Leadership Dev. Training |
- Region officers training workshop at SoutheastCon |
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Membership Development |
- Meeting in conjunction with Region Committee Meeting |
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- Institute member retention and recovery initiatives |
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Professional Act. Operation |
- Committee meeting and PACE Workshop |
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Strategic Planning Cmte. |
- Meeting in conjunction with Excom meeting |
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Student Activities |
- Annual Student Conference |
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- Draft next year's rules for student Hardware Contest |
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- SAC meeting in conjunction with Annual meeting |
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- Branch Chair Workshop at Annual meeting |
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- Branch Counselor's Workshop |
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Area/Area-Council |
- Meetings in conjunction with Region Committee Meeting |
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Region Committee members |
- Submit expense forms in accordance with Region travel policy |
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MAY |
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Student Activities |
- Annual Report on Activities to Operations Center |
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JUNE |
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JULY |
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Professional Act. Operation |
- Letter of invitation to PACE Rep's for PACE Workshop |
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- Submit PACE Workshop budget to Delegate/Director |
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AUGUST |
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Delegate/Director |
- PAOC budget approval (or earlier) for PACE Workshop |
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SEPTEMBER |
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Delegate/Director |
- Schedule fall Excom meeting |
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Secretary |
- Mail Excom meeting notice & agenda |
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Excom Members |
- Submit articles to Newsletter Editor |
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Awards & Recognition |
- Issue "Call for awards nomination" |
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Membership Development |
- Communicate recruitment programs to membership |
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Professional Act. Operation |
- Support IEEE-USA PACE Workshop |
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OCTOBER |
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NOVEMBER |
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Delegate/Director |
- Excom meeting |
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- Schedule (tentative date & location) winter Excom meeting |
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- Approve expense vouchers, send approved vouchers to Treasurer |
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Secretary |
- Mail Excom meeting minutes |
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Treasurer |
- Preliminary budget (next calendar year) to Finance Cmte. |
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Excom Members |
- Submit expense vouchers in accordance with travel policy |
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- Meeting in conjunction with fall Excom meeting |
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Communications |
- Meeting in conjunction with fall Excom meeting |
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Conference |
- Meeting in conjunction with fall Excom meeting |
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Finance Committee |
- Meeting in conjunction with fall Excom meeting |
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- Submit Preliminary budget to Excom |
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Newsletter Editor |
- Publish Newsletter prior to fall Excom meeting |
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Nominations & Appointments |
- Region officer slate to Excom |
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PAOC |
- Meeting in conjunction with fall Excom meeting |
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Special Review |
- Final Report on reviewed committee(s) to Del/Director & Excom Standing Committee |
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- If reviewed by SRC, respond to Final Report at Excom |
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Strategic Planning |
- Meeting in conjunction with fall Excom meeting |
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DECEMBER |
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Delegate/Director |
- Notify all committee & officers appointments of term completion |
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- All cmte./officer records transferred to incoming chairs/officers |
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- Committee & officers appointments |
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- Finalize winter Excom mtg. & send agenda to Secretary |
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- Appoint Tellers Committee to support N & A process |
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Secretary |
- Poll Region Cmte. for endorsement of approved N & A slate |
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Treasurer |
- Process expense vouchers per Region travel policy |
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- Prepare the IEEE-USA Professional Development Funds Report |
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Excom Members |
- Submit articles to Newsletter Editor (third edition is typ. optional) |
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Awards & Recognition |
- Professional member ARC nominations deadline |
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ODD YEAR: (election year) |
JANUARY |
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Delegate/Director |
- Sign Annual Geographic Unit Financial Report, forward to the IEEE Operational Center by Feb. 1st |
|
|
- Sign IEEE-USA Professional Development Funds Report, send to Washington Office by January 15th |
|
|
- Region appointments as defined in the Region 3 Bylaws |
|
|
- Define Annual Calendar of Events |
|
|
- Identify Standing Committees to be reviewed by SRC |
|
|
- Schedule Excom & Annual Region Committee meetings |
|
|
|
|
Secretary |
- Submit Region 3 Roster to the IEEE Operations Center |
|
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- Mail winter Excom meeting notice & agenda |
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Treasurer |
- Prepare Annual Geo. Unit Fin. Rpt. for Delegate/Director signature |
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- Send IEEE-USA Professional Development Funds Rpt. to PAOC Chair for signature |
|
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Membership Development |
- Facilitate Region upgrade initiatives |
|
|
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Newsletter Editor |
- Publish Newsletter (third edition is typically optional) |
|
|
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Professional Act. Operations |
- Forward signed IEEE-USA Professional Development Funds Rpt. to Del/Director |
|
|
|
|
Student Activities Committee |
- Deadline for Larry K. Wilson Regional Student Activities award |
|
|
|
|
Area/Area-Councils |
- Verify Sections have satisfied Institute reporting requirements |
|
|
|
|
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FEBRUARY |
|
|
|
|
Delegate/Director |
- Winter Excom meeting |
|
|
- Approve expense vouchers, send approved vouchers to Treasurer |
|
|
- Notify award recipients |
|
|
- Submit Region 3 slate of officer candidates to IEEE Headquarters |
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Secretary |
- Excom minutes to Regional Activities Dept. & Archive Mgmt. |
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- Issue April Excom & R-3 Comm. mtg. notice and agenda |
|
|
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Treasurer |
- Receipt of IEEE-USA Professional Development Funds allotment |
|
|
- Process expense vouchers per Region travel policy |
|
|
|
|
Excom Members |
- Submit expense vouchers in accordance with travel policy |
|
|
- Submit newsletter articles for spring (SoutheastCon) edition |
|
|
|
|
Awards & Recognition |
- Submit years award recipients to Excom for approval |
|
|
- Meeting in conjunction with winter Excom meeting |
|
|
- Have award recipients plaques made |
|
|
|
|
Communications Committee |
- Meeting in conjunction with winter Excom meeting |
|
|
|
|
Conference Committee |
- Meeting in conjunction with winter Excom meeting |
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|
Finance Committee |
- Meeting in conjunction with winter Excom meeting |
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|
|
Leadership Dev. Training |
- Standing committee chair & vice chair training session |
|
|
|
|
Professional Act. Operation |
- Meeting in conjunction with winter Excom meeting |
|
|
|
|
Special Review Committee |
- Notify Chairs of Region Standing Committees to be reviewed |
|
|
|
|
Strategic Planning Comm |
- Meeting in conjunction with winter Excom meeting |
|
|
|
|
Student Activities |
- Nom. deadline for Outstanding Counselor & Advisor awards |
|
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- Deadline for Student Paper Contest entries |
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FEBRUARY |
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Delegate/Director |
- Region Election deadline (IEEE Bylaws) |
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Treasurer |
- Receive Institute Allocation |
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Excom Members |
- Support Southcon |
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Newsletter Editor |
- Publish Newsletter (3-4 weeks prior to SoutheastCon) |
|
|
|
|
Student Activities |
- Nominations deadline for Exemplary Student Branch Award |
|
|
|
|
|
APRIL |
|
|
|
|
Delegate/Director |
- Excom & Region Committee meetings |
|
|
- Approve expense vouchers, send approved vouchers to Treasurer |
|
|
- Awards presentation at SoutheastCon |
|
|
|
|
Secretary |
- Mail Excom & Region Committee meeting minutes |
|
|
|
|
Treasurer |
- Process expense vouchers per Region travel policy |
|
|
|
|
Excom Members |
- Submit expense vouchers in accordance with Region travel policy |
|
|
|
|
Awards & Recognition |
- Meeting in conjunction with Annual meeting |
|
|
- Awards presentation at SoutheastCon |
|
|
|
|
Communications Committee |
- Meeting in conjunction with Region Committee Meeting |
|
|
|
|
Conference |
- Solicit invitations from sections for Annual Conference (SoutheastCon) |
|
|
- Meeting in conjunction with Region Committee Meeting |
|
|
- Information available for next SoutheastCon at current SoutheastCon |
|
|
|
|
Educational Activities |
- Meeting in conjunction with Region Committee Meeting |
|
|
|
|
Finance Committee |
- Meeting in conjunction with Excom meeting |
|
|
|
|
Leadership Dev. Training |
- Region officers training workshop at SoutheastCon |
|
|
|
|
Membership Development |
- Meeting in conjunction with Region Committee Meeting |
|
|
- Institute member retention and recovery initiatives |
|
|
|
|
Professional Act. Operation |
- Committee meeting and PACE Workshop |
|
|
|
|
Strategic Planning |
- Meeting in conjunction with Excom meeting |
|
|
|
|
Student Activities |
- Annual student conference |
|
|
- Draft next year's rules for student Hardware Contest |
|
|
- SAC meeting in conjunction with Annual meeting |
|
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- Branch Chair Workshop at Annual meeting |
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Student Activities (Cont.) |
- Branch Counselor's Workshop |
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Area/Area-Council |
- Meetings in conjunction with Region Committee meeting |
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Region Committee members |
- Submit expense vouchers in accordance with Region travel policy |
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MAY |
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Student Activities |
- Annual Report on Activities to Operations Center |
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JUNE |
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JULY |
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PAOC |
- Letter of invitation to PACE Rep's for Professional Activities Conf. |
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AUGUST |
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Delegate/Director |
- PAOC budget approval (or earlier) for PACE Workshop |
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SEPTEMBER |
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|
Delegate/Director |
- Schedule fall Excom meeting |
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|
Secretary |
- Mail fall Excom meeting notice & agenda |
|
|
|
|
Excom Members |
- Submit articles to Newsletter Editor |
|
|
|
|
Awards & Recognition |
- Issue "Call for awards nomination" |
|
|
|
|
Professional Act. Operation |
- Support IEEE-USA PACE Workshop |
|
|
|
|
Membership Development |
- Communicate recruitment programs to membership |
|
|
|
|
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OCTOBER |
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NOVEMBER |
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Delegate/Director |
- Excom meeting |
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- Recognize Excom & ad hoc cmte. chairs for service rendered |
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- Approve expense vouchers, send approved vouchers to Treasurer |
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|
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|
Secretary |
- Mail Excom meeting minutes |
|
|
|
|
Treasurer |
- Preliminary budget (next calendar year) to Finance Cmte. |
|
|
|
|
Excom members |
- Submit expense vouchers in accordance with travel policy |
|
|
|
|
Awards & Recognition |
- Meeting in conjunction with fall Excom meeting |
|
|
|
|
Communications Committee |
- Meeting in conjunction with fall Excom meeting |
|
|
|
|
Conference |
- Meeting in conjunction with fall Excom meeting |
|
|
|
|
Finance Committee |
- Meeting in conjunction with fall Excom meeting |
|
|
- Submit Preliminary budget to Excom |
|
|
|
|
Newsletter Editor |
- Publish Newsletter prior to fall Excom meeting |
|
|
|
|
Nominations & Appointments |
- Region officer slate to Excom |
|
|
|
|
Professional Act. Operation |
- Meeting in conjunction with fall Excom meeting |
|
|
|
|
Special Review |
- Final Report on reviewed committee(s) to Del/Director & Excom |
|
|
|
|
Standing Committee |
- If reviewed by SRC, respond to Final Report at Excom |
|
|
|
|
Strategic Planning |
- Meeting in conjunction with fall Excom meeting |
|
|
|
|
|
DECEMBER |
|
|
|
|
Outgoing Delegate/Director |
- Notify all committee & officers appointments of term completion |
|
|
- Region 3 Southcon BoD Representative appointment |
|
|
- All cmte./officer records transferred to incoming chairs/officers |
|
|
|
|
Outgoing Treasurer |
- Prepare Annual Report for outgoing Del/Director's signature |
|
|
- Process expense vouchers per Region travel policy |
|
|
- Transfer financial records to incoming Treasurer |
|
|
|
|
Incoming Delegate/Director |
- Appoint N & A Committee (Section V.B.8.) |
|
|
|
|
Awards & Recognition |
- Professional member ARC nominations deadline |
|
|
|
Figure 3: Region 3 Master Schedule