2.2 Targeting New Chapters
Targeting New Chapters - Guidelines
Where
to Look - Select target locations
Obtain membership statistics by Section and Society from the
Society Membership, by Region, by Section, By Society Table
(Section C, Table 3) of the latest Report of the IEEE Secretary.
This table, which is broken down by Region, also indicates (with
asterisks) which Societies have Chapters in a given Section.
As an alternate method of researching what Chapters exist and
as a way to obtain Council, Section, and Chapter contact information,
check the IEEE Geographical Organizational Roster (see web site
below). The Roster is broken down by Region, Area, Council,
and Section. Chapters are then listed alphabetically by Society
within each Section.
A copy of the prior year's Report of the IEEE Secretary may
be obtained from:
IEEE Corporate Activities
445 Hoes Lane
Piscataway, NJ 08855-1331 USA
Tel: +1 732 562 3933
Fax: +1 732 981 9515
E-mail: c.poko@ieee.org
This report (and the Annual Stats) can also be found on the
web. All that's needed to access those pages is an IEEE web
account (available to any member or affiliate in good standing).
The URL is http://www.ieee.org/organizations/corporate/secrpt/.
The IEEE
Geographical Organization Roster is available online to Section
Chairs at: www.ieee.org/roster.
This requires a password - member's IEEE web account password.
Access is granted to those listed in the roster. For assistance
contact:
IEEE Regional Activities
Section/Chapter Support
445 Hoes Lane
Piscataway, NJ 08855-1331 USA
Tel: +1 732 562 5513
Fax: +1 732 463 3657
E-mail: p.kovacs@ieee.org
What to Look For - Target locations for new Chapters should be in Sections where:
- A Society has no Chapters, but the Society has at least 12 members, other than Students and Affiliates, in the Section.
- A Society Chapter already exists, but membership counts are fairly significant; as a result, there is a potential to expand the current Chapter to include additional Societies or to form multiple Chapters within the Sections; (e.g., the Tokyo Section, Japan has that potential since there are many members of some Societies in Japan, and the Chapter encompasses many cities.)
It is recommended that technically-related Societies join together to form a Chapter. A larger member base and a larger Society support structure enhances the likelihood that the Chapter will grow and flourish. In addition, it takes no more work to add the multiple Society application, if handled at the same time.
Do the Research - After selecting locations which appear to be good target areas for Chapter formation, proceed as follows:
- Obtain lists of Society members in these locations holding the grades of Associate, Member, Senior Member, and Fellow. These lists can be obtained from:
The IEEE Section under consideration -- use the "Section Access to Membership Information Program" (SAMIEEE). The Section Chair can assist you. (Note: Some Societies also receive SAMIEEE.)
IEEE Regional Activities -- will generate a list using the IEEE List Management System. The contact information is as follows:
IEEE Regional Activities
Section/Chapter Support
445 Hoes Lane
Piscataway, NJ 08855-1331 USA
Tel: +1 732 562 5518
Fax: +1 732 463 3657
E-mail: scs-products@ieee.org
IEEE Technical Activities -- can also generate a list (as above). The contact information is as follows:
IEEE Technical Activities
445 Hoes Lane
Piscataway, NJ 08855-1331 USA
Tel: +1 732 562 3900
Fax: +1 732 981 1769
E-mail: m.ward-callan@ieee.org
- Contact the Section Chair to see if there is interest in forming a Chapter for the Societies within that Section. It may be helpful if the correspondence to the Section is sent out over the name of the IEEE Division Director or Society President. If there is interest in starting a Chapter, ask the Section Chair to identify an organizer (holding the grade of Member, Senior Member, or Fellow) and provide the Section with the petition to form a Chapter of an IEEE Society. (A petition form is contained in this manual as well.)
- Contact the Chair of a technically-related Chapter already in existence to see if there is interest in forming a joint Chapter. It is recommended that this activity be done on a multiple-Society basis, as the work needed is essentially the same.
- If there is interest, advise the Chair that, when forming a new joint Chapter, a member of the Section Executive Committee must write a letter to IEEE Regional Activities approving the joint chapter. In the case of Chapter expansion, the current Chapter Chair must indicate whether the current Chair will remain in office; it is not necessary to complete a petition to expand the sponsorship of an existing Chapter.
- Make personal contacts in the given location to initiate/assist with the Chapter formation.
- Resolve potential problems/issues.
- Work with the appropriate Section, Society members, and IEEE staff contacts to resolve any issues hindering Chapter development.
Making it Happen - What is required to start a new Chapter?
IEEE Section/Chapter Support has a kit for new Chapter organizers containing several helpful documents including the "Petition for the Establishment of an IEEE Society Chapter". The request for the kit can be sent to the address above for Section/Chapter Support.
Minimum Requirements for Formation of a New Chapter
The basic requirement is that there be at least 12 IEEE members in the Section of Associate Member, Full Member, Senior Member, or Fellow grade who are members of the Society in question. The organizer must be a Member, Senior Member, or Fellow.
The petition is then submitted to the Section Executive Committee, via the Section Secretary, for approval. The petition should specify the name of the Section, the name of the Society, and the name and address of the Chapter Organizer. When approved by the Section Executive Committee, the petition should be mailed to IEEE Regional Activities - Section/Chapter Support at the address above. (See Petition Form under "Supplements", Section 5)
The Chapter will be considered established after IEEE Regional Activities has ascertained that neither the Regional Director nor the Society President has any objections to the Chapter formation. Following approval, the Section Chair, Chapter Organizer, Regional Director and sponsoring Society President(s) will be notified.
Joint Chapter Formation
There may be Sections where there are not sufficient members of one Society to form a new Chapter; or, the geographical expanse of the Section may be so great that the density of Society membership in any key location would not support a viable Chapter. One solution is to form a joint Chapter with another technically related Society/Societies. The process (stated in this document) is still applicable. Joint Chapters can be split later into separate viable Chapters when there is a reasonable number of members from each of the sponsoring Societies. Joint Chapter formation requires signatures from 12 members, each of whom belong to at least one of the forming Societies; at least 3 members of each forming Society must be included in the signatures.
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