2.12 IEEE Funding and Reporting

2002 IEEE SECTION REBATE SCHEDULE (Form L-50) - www.ieee.org/ra/scs

1. SECTION REBATE
   
   
   1. Allowance
      All Sections in existence on 31 December 2001 and meeting minimum requirements shall receive a $1800 annual allowance. For Sections formed during 2001, these funds will be pro-rated from the date of establishment until 31 December.
      
      
   2. Membership Rebate
      $3.00 for each Member (all grades including Student and Affiliate) based on 31 December 2001 statistics.
      
      
   3. Chapter and Affinity Group Rebate
      $180 for each Chapter and/or Affinity Group meeting minimum requirements.
      
      
   4. Bonus for Timeliness
      All Sections whose reporting (financial, meeting and officer) is postmarked by 22 February 2002 will receive a 10% bonus of the total rebate.
      
      
2. ACTIVITY AND REPORTING REQUIREMENTS
   
   Forms, materials and guidance are available from Section/Chapter Support in the Regional Activities Department and from the Web site: http://www.ieee.org/ra/scs. For additional information, refer to the RAB Operations Manual. To be eligible for a rebate, Sections must provide current officer, financial and meeting/activity reports based on the following requirements.
   
   
   1. Current Officer Report
      Reports of current Section, Subsection, Chapter, and Affinity Group officers must be submitted on a timely basis following the election and/or appointment of such officers. These reports must be updated during the year, whenever officers change. If officers have been re-elected or re-appointed to another term, this should be verified through reporting.
      
      
   2. Financial Report
      A financial report summarizing the previous year's financial activities must be submitted annually. If the Section is unable to obtain financial records from a Chapter or Affinity Group, it may opt to submit a statement that the Chapter/Affinity Group has failed to submit a timely financial report and waive its right to a rebate for that particular Chapter/Affinity Group. Under those circumstances, staff will notify the appropriate Regional Director and Society President that the Chapter/Affinity Group has been designated as non-reporting and, that if this is not resolved within two months, the Chapter/Affinity Group will be designated as delinquent and the process for dissolution will begin.
      
      
   3. Bank Signature Card
      The bank signature card(s) must be returned to the IEEE Operations Center for the signature of the IEEE Staff Director, Financial Services before the Section rebate will be released. This is required for all bank accounts for Sections and their subunits within the U.S., and those units outside of the U.S. where banking and legal restrictions will allow. The Section rebate will not be released until ALL signature cards for the Section and, if applicable, its Subsection(s), Chapter(s), and Affinity Group(s) have been received in the IEEE Operations Center.
      
      An exemption from the signature card requirement may be requested from the Region Director. Exemptions may only be granted due to local, state or federal banking laws and regulations prohibiting the signature of the IEEE Staff Director, or where the requirements would be prohibitive (such as the cost of government registration, or a requirement that the Staff Director appear in person for the purpose of signing). Where possible, documentation from the bank or local government agency should be provided to support the request for the exemption.
      
      If a Section or subunit has not changed officers and the Staff Director's signature is already on the signature card, a new signature card is not required. However, a letter attesting to this fact, including bank name(s), account name(s) and number(s) shall be submitted to the IEEE Operations Center before the Section rebate will be released. If a bank account is closed during the course of the year, the letter will confirm this as well. The unit Chair and Treasurer shall sign the letter.
      
      
   4. Meeting Activity Report(s)
      Meeting activity reports are key to entity maintenance and viability. IEEE Bylaws require the following activities:
      
      

      Section Eligibility
      Sections are required to hold and report at least five technical, educational, professional or administrative meetings each year and also maintain a minimum membership of twenty-five members other than Students. Meetings held by a Chapter or Affinity Group, or Joint Chapter or Affinity Group, of a Section may be counted in fulfilling the RAB Operations Manual requirement
      
      Subsection Eligibility
      Subsections are required to hold and report (to the parent Sections) at least five technical, educational, professional or administrative meetings each year and also maintain a minimum membership of fifteen members other than Students.
      
      Chapter Eligibility
      A Chapter is required to maintain a membership of not fewer than ten members, other than Students, and to hold not less than two technical meetings per year. Joint Chapter meetings (where the Chapter is joint with two or more Sections) will be credited to the administrative (parent) Section.
      
      Affinity Group Eligibility
      An Affinity Group is required to maintain a membership of not fewer than six members, other than Students, and to submit an annual roster of members, including names and member numbers. They should hold not less than two group technical, professional, educational, or administrative meetings per year, or maintain a level of activity acceptable to the Regional Director. Joint Affinity Group meetings (where the Group is joint with two or more Sections) will be credited to the administrative (parent) Section.

      To facilitate accurate reporting, a meeting report (L-31) should be submitted for each meeting and contain the following information in the order listed:
      
      
      1. Sponsor(s) of meeting/activity
      2. Meeting date for each activity
      3. Admission fee, if any
      4. Meeting category (technical, educational, professional, administrative or social)
      5. Attendance (number of members and guests)
      6. If student members attended. If the meeting was joint with a Student Branch
      7. Meeting topic, speaker, and affiliation, if applicable
      
      
      Note:
      • A meeting jointly sponsored by more than one IEEE organization unit (Chapter, Subsection, Section, etc.) may qualify as a meeting for each. Please submit rationale with report.
      • Information to meet requirements may also be filed by FAX, e-mailed in the L-31 format or submitted directly from the interactive forms on the Web site.
      • Non-technical (e.g. professional and administrative) meetings are an important part of an effective Section program, and are encouraged.
   
   
   
3. PROCEDURES
   
   Rebates are paid based on the Section's eligibility, as determined in part by reporting. The Section Secretary or Secretary/Treasurer should submit all required reports for 2001 activity by 22 February 2002. In cases of unavoidable delay in Section reporting, unless these reports, including all Subsection, Chapter and Affinity Group meeting activity reports, are received by 30 November of the current year, the Section may not receive the current annual rebate payment.
   
   The Section Rebate shall be paid by 30 April 2002 to all Sections whose officer, financial and meeting activity reporting is received complete by 22 February 2002. The rebate will not be released until the bank signature card is received in IEEE Operations Center for all US-based Sections and their subunits with bank accounts, and those units outside the U.S. where laws and regulations allow for the submission of a bank signature card. Those Sections submitting their reports at a later time will receive their Rebates as soon thereafter that eligibility is established. Regional Activities can not make additional Subsection, Chapter or Affinity Group subsidy payments for meeting activity reported at a later time; as such, the Section Secretary should certify when submitting Section, Subsection, Chapter and Affinity Group meeting activity that all activity has been reported. Rebates for Council Chapters will be sent directly to the Council Treasurer unless the Council Chair otherwise instructs staff.
   
   
4. UPGRADING SUBSECTION TO SECTION
   
   For Sections formed from Subsections after 31 December 2000, the current year's rebate for the new Section shall be based upon the terms of a written agreement between the officers of the parent Section and the new Section. The agreement shall be developed in consultation with the Regional Director and IEEE Headquarters. Such agreement shall be concluded prior to establishment of the new Section.
   
   
5. CHAPTER SUPPORT FROM SOCIETIES
   
   The Regional Activities Board encourages Societies to study the issue of providing financial support to their Chapters.