Section Officers' Roles and Responsibilities at IEEE SoutheastCon 2023

Roles of Section Officers 101 A Guide to Getting it Done ! IEEE SoutheastCon 2023 Orlando, Florida 1

Sections Provide a community of colleagues Members build a network through local Section, Chapter, Student Branch activities Volunteer leaders develop new skills Gain management, teamwork and leadership experience Provide local professional and technical activities Recognize achievements of members and others

Technical Society Chapters What are these? 39 technical Societies and seven technical Councils representing the wide range of IEEE technical interests As a way to reach Society members at the local level, a Section can create a local Society Branch as a sub-operating unit. For example, the Charlotte Section has: Computer Society Branch Communications Society Branch Robotics and Automation Society And others Each Branch should hold at least two meetings a year 3

Major officers for each Section At a minimum your Section needs: Chair Vice Chair (think succession planning!) Secretary Treasurer IEEE SoutheastCon 2023 Orlando, Florida 4

Also, other Section positions Membership Development Chair Student Activities Chair (SSAC) Student Representative (SSR) Nominations & Appointment Chair Awards & Recognition Chair Educational Activities Chair Professional Activities Chair Industry Relations Chair IEEE SoutheastCon 2023 Orlando, Florida 5

And if you have Society Chapters Chapter Chair (for EACH Society Chapter) Chapter Vice Chair (for EACH Society Chapter) Chapter Treasurer (for EACH Society Chapter) Chapter Secretary (for EACH Society Chapter) Young Professionals Affinity Group Chair Women in Engineering Affinity Group Chair Life Members Affinity Group Chair Consultants Network Affinity Group Chair IEEE SoutheastCon 2023 Orlando, Florida 6

Section Chair The Section Chair is the Chief Operating Officer of the Section. The Section Chair ensures all local units are in compliance with IEEE Policies and local regulations. The Section Chair manages the operations of the Section to ensure the best interests of the local members are being met. The Section Chair provides leadership, guidance to other Section volunteers and ensures that the Section activities are focused on increasing member engagement and satisfaction. The Section Chair represents the needs of Section members by providing feedback to Region Committee and/or IEEE organizational units. (From IEEE Center for Leadership Excellence) IEEE SoutheastCon 2023 Orlando, Florida 7

Section Chair Roles The Section Chair shall serve as Chair for all meetings of the Section and the Section ExCom. Represent the Section at IEEE gatherings Represent the Section at Regional Committee Meetings and vote on issues on the basis of the best interest of IEEE IEEE SoutheastCon 2023 Orlando, Florida 8

Section Chair Responsibilities Oversee Management of the Section and serve the best interests of the IEEE, its members and the public Prepare the agenda and serve as chair for all meetings of the Section ExCom. Serve as a signer on the Section bank account and authorize disbursements as approved by the Section ExCom Review and confirm the Section annual report of financial activity at year end Establish annual Section goals, objectives, and activities with the approval of the ExCom Ensure that all Section Officers, Committee Chairs, Chapter Chairs, Student Branch Chairs and Affinity Group Chairs are aware of their responsibilities and duties Ensure Section and Section Chapter, Affinity Groups, and Student Branches are conducting activities on a regular basis and this information is being reported to IEEE MGA; If a Section Officer is unable to perform his/her duties, the Chair is responsible for ensuring that the duties are completed Ensure that a Section Nominating Committee is established in accordance with MGA Guidelines Suggest potential nominees to the Section Nominating Committee including successor Be aware of the IEEE and its business, including its mission, services, policies and programs Become familiar with IEEE Bylaws, IEEE Policy Manual, IEEE Financial Operations Manual and the MGA Operations Manual Disclose any real or perceived personal conflict of interest or which might otherwise conflict with the fiduciary duties Act as mentor to successor and volunteers IEEE SoutheastCon 2023 Orlando, Florida 9

Key Section Chair Responsibilities Oversee Management of the Section and serve the best interests of the IEEE, its members and the public Prepare the agenda and serve as chair for all meetings of the Section ExCom. Serve as a signer on the Section bank account and authorize disbursements as approved by the Section ExCom Review and confirm the Section annual report of financial activity at year end Establish annual Section goals, objectives, and activities with the approval of the ExCom Ensure that all Section Officers, Committee Chairs, Chapter Chairs, Student Branch Chairs and Affinity Group Chairs are aware of their responsibilities and duties Ensure Section and Section Chapter, Affinity Groups, and Student Branches are conducting activities on a regular basis and this information is being reported to IEEE MGA; If a Section Officer is unable to perform his/her duties, the Chair is responsible for ensuring that the duties are completed Ensure that a Section Nominating Committee is established in accordance with MGA Guidelines Suggest potential nominees to the Section Nominating Committee including successor Be aware of the IEEE and its business, including its mission, services, policies and programs Become familiar with IEEE Bylaws, IEEE Policy Manual, IEEE Financial Operations Manual and the MGA Operations Manual Disclose any real or perceived personal conflict of interest or which might otherwise conflict with the fiduciary duties Act as mentor to successor and volunteers IEEE SoutheastCon 2023 Orlando, Florida 10

Key Section Chair Responsibilities Oversee Management of the Section and serve the best interests of the IEEE, its members and the public Establish annual Section goals, objectives, and activities with the approval of the ExCom Ensure that all Section Officers, Committee Chairs, Chapter Chairs, Student Branch Chairs and Affinity Group Chairs are aware of their responsibilities and duties Be aware of the IEEE and its business, including its mission, services, policies and programs Act as mentor to successor and volunteers IEEE SoutheastCon 2023 Orlando, Florida 11

Vice Chair The Section Vice-Chair assists the Section Chair in managing the operations of the Section. In many Sections, the Section Vice- Chair is responsible for working with Section leadership, Chapter Chairs, Affinity Group Chairs and Student Branch Chairs to select topics for meetings and to develop programs to meet the needs of local members. If the Section Chair is unable to perform their duties, the Vice- Chair will be responsible for ensuring that the tasks are completed. IEEE SoutheastCon 2023 Orlando, Florida 12

Secretary The Section Secretary acts as the gateway between the Section members and the IEEE, having a leadership role in bringing the needs of members to the Executive Committee. The Secretary is often the main Section point of contact for members and volunteers, because official information is disseminated by the Secretary. The Secretary also has accountability for and ownership of the records and correspondence of the Section including meeting records, reporting officer changes, and submitting reports of committee activities. IEEE SoutheastCon 2023 Orlando, Florida 13

Treasurer The treasurer s guidance will influence the overall direction of the Section and influence the completion of key Section projects and initiatives. The Section is ultimately responsible for providing Section activities, approved initiatives, the funding of committees (standing and ad hoc) and the funding of the Chapters and Affinity Groups within the Section. It is the responsibility of the treasurer to assure that IEEE funds are spent appropriately. Also submits the annual financial report to the IEEE. IEEE SoutheastCon 2023 Orlando, Florida 14

Chapter Chair The Chapter Chair is responsible for ensuring that the Chapter is engaging the members and supplementing their technical knowledge by conducting informative technical meetings and events at the local level. Works with the Section officers to work in conjunction with the Section (and other Chapters) to schedule and provide the technical offerings of the entire Section. IEEE SoutheastCon 2023 Orlando, Florida 15

Key resources IEEE Center for Leadership Excellence: https://ieee.learningpool.com/ Processes/Steps for Organizing Activities: https://www.ewh.ieee.org/reg/3/r3_tools.html IEEE SoutheastCon 2023 16 Orlando, Florida