Transcript Section Secretary - CIS-IEEE

Section Secretary
Responsibilities
Bill Gorder
Region 4 Secretary
IEEE Region 4 Meeting
January 2008
Responsibilities of Section
Secretary
 The Section Secretary manages the
records and correspondence of the
Section
Responsibilities of Section
Secretary
 maintains accurate minutes of all Section
Executive Committee meetings
 distributes meeting notices and agendas
for all Executive Committee meetings
 supports Chapters (unless otherwise
supported)
Section Secretary
 Report all meetings to IEEE
 Audit trail: member/non member attendee counts are
required
 Meeting types
 Administrative, Educational, Professional, Social,
Technical
 Technical meetings can be delivered via chapter or
section
Section Secretary
 Report all meetings to IEEE
 IEEE prefers timely reporting
 Absolute annual deadline for all reports is March 31
 but this may cost section a timely submission bonus
 Online reporting is easy and required - L31 forms are
no longer available
Section Secretary
• Meeting Submission Form
– Sponsor (pulldown of all Sections/Chapters)
– Attendance (members / non members)
– Meeting category
– Title of presentation and speaker contact
information
– Submitter and email cc list
Section Secretary
• Meeting reports can be viewed by anyone
for any section or chapter
– access the tool at the same location as for
reporting meetings (access info shown later)
Section Secretary
 Maintain a current record of all officers
 notify IEEE officers changes at time of change!
 IEEE geographic roster is accurate to within two weeks of
change submission
 lists all Section officers for all Region 4 Sections
 Accessible by any volunteer (officer)
 requires web account
Section Secretary
 Maintain a current record of all officers
(cont)
 annual notification to IEEE of all officers
 even if there were no changes!
 part of annual reporting
 Use the on-line tool – same location as for meetings reports
Section Secretary
 Key elements of a Section's viability
 Holds minimum required meetings
 Treasurer's annual report
 Secretary's report of officers
 Secretary's report of meetings
 Do not impair your Section's viability by not
filing required reports!
Section Secretary
 Other Secretary Responsibilities
 safekeeping of Section records
 maintain adequate supply of forms, stationery,
other materials required to run your Section
Section Secretary
 Secretary is often the point of contact for
queries, requests, etc. and is a visible
position
 be courteous, competent, responsive, ...
Section Secretary
 A suggestion to enhance your position
 learn and use SAMIEEE (Analytics) even if
your Section has a SAMIEEE person
 access is no longer limited to a single Section
representative
 web based - available to all volunteers
 recommend using the suggested training
Section Secretary
 Web references - start http://www.ieee.org
 Officer and meeting reporting
 select volunteers
 select
volunteer resources
 select
Section Chapter Support
Section Secretary
 Web references - start http://www.ieee.org
 geographic rosters
 select volunteers
 select
volunteer resources
 select
Organizational Roster
 select
Part III – Geographic Roster