2.3 Starting New Chapters

Several stimuli may trigger the investigation to start a new Communications Society Local Chapter in a Section, such as:

• An active Communications Society member
• A Communications Society Regional Director
• Corporate inquiry
• High Communications Society membership in Section

Minimum Requirements for Formation of a Society Chapter

The basic requirement is a petition of at least twelve Section members who are above Student Grade and are members of the Communications Society.

The petition is then submitted to the Section Executive Committee, via the Section Secretary, for approval. The petition should also specify the name of the Section, that it is a Communications Society Chapter, 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 Department
445 Hoes Lane
Piscataway, New Jersey
08855-1331 USA

Developing the New Chapter

A successful Chapter depends on the strength of its members and therefore, there is a need to expand the Chapter beyond the initial petition signatures. The petition merely sets the process in motion. In a "parallel processing mode," a campaign should be undertaken to attract membership in the new Chapter. Several sources exist which can identify existing Communications Society members in the Section in order to notify them of the proposed Chapter.

The Section Newsletter provides a relatively inexpensive way to announce the formation of a new Communications Society Chapter. The cycle for the Section Newsletter publication is often within the time necessary to process the petition for the new Chapter.

Another alternative for Chapter announcements is to solicit corporations and universities that relate to Communications Society activity. Section leadership or the Society itself may have key contacts in these corporations who would support the formation of the new Chapter. The IEEE Regional Activities Department has developed a mechanized process to identify corporations that have members in the Communications Society. By using these corporate linkages, it may be possible to attract new Communications Society members as well as obtain potential use of corporate facilities during the formative period.

Another alternative is to have the Section request that IEEE Regional Activities develop a list of existing ComSoc members living or working in the area served by the Section. Depending on the number of Society members in the Section, individual notices could be sent to everyone on the list. However, if the list were lengthy, the cost of such a campaign should be considered.

The success of a Chapter often depends on the ability to attract members with a commitment to making the Chapter active and robust. Many functions need to be addressed by the Chapter and its committees. In addition to the offices of Chair, Vice Chair, Secretary, Treasurer, etc., there are other key areas that need active members. Some of these include: Student Activities, Program, Publications, Publicity, Professional Activities, and Planning. Recommendations for filling these positions are often available from Section leaders or the Communications Society. Corporations and Universities may be willing to recommend individuals and provide the individual with support for functions.

The selection of personnel for the key functions and sound program meetings is paramount to getting a Chapter off the ground. Another important attribute is membership involvement in the activities. Although it is easier to let ten percent of the people do ninety percent of the work, this does not foster strong organizations. When soliciting Chapter membership, provide ways for these members to indicate their willingness to be on key committees or serve as officers. By motivating/activating these volunteers, a built-in core of workers is developed to ensure a healthy Chapter. Soliciting new members and encouraging them to run for office is an ongoing (but worthwhile) endeavor.

Forming a Joint Chapter with Another Society

There may be Sections where there are either not enough ComSoc members to meet the minimum requirements to form of a new Chapter; or, the geographical expanse of the Section is so great that the density of Communications Society membership in any key location will not support a viable Chapter.

One natural evolution of a Communications Society Chapter is to form a Joint Chapter with another related Society (or Societies). The process stated above is still applicable. Several successful Joint Chapters have been formed and later split into separate viable Chapters. Examples of Societies where such successful joint ventures have taken place with the Communications Society include: Signal Processing (SP-01), Antennas & Propagation (AP-03), Vehicular Technology (VT-06), Aerospace & Electronic Systems (AE-10), Information Theory (IT-12), Computer (C-16), and Microwave Theory & Techniques (MTT-17).

Forming a Joint Chapter with Other Sections

There may be a situation where two or more Sections are in relatively close proximity but without sufficient Communications Society members in any one Section to create a viable Chapter. There have been several cases where the combined resources of these Sections have resulted in a Joint Communications Society Chapter. The long-term goal of such ventures should be to develop the membership and leadership to a level where the Chapter can be viable within the bounds of the Section. During transition, some joint meetings can be held to retain the interest level on a particular subject matter.

Resources for the New Chapters

Emerging Chapters have resource needs that may include technical program support, advice and counsel, financial aid, etc. The Communications Society, Technical Activities Board, and Regional Activities Board have all pledged their support for emerging Chapters.

How Does this Support Reach the Local Chapters?

The Communications Society provides four Regional Directors to provide direct support for the Chapters -- representing Asia/Pacific, Europe/Africa/Middle-East, Latin America, and North America. Appointments are made by the Vice President- Membership Development based on the recommendation of outgoing Regional Directors in consultation with the Chapter Chairs of the region. Contact information for the current Regional Directors can be found in the ComSoc Volunteer Directory (updated yearly) and on our web page (www.comsoc.org - click on "about comsoc").

One of the critical needs of Chapters is lecturers for their Technical Programs. ComSoc Technical Committees are often able to provide speakers on topics requested by Chapters. It is important that the request indicate the technical level required (e.g., theoretical, applications of new technology, tutorial presentation, etc.) Suggestions for topics and potential speakers are easily identified in the Society's publications, and in tutorials or workshops presented at Communications Society Conferences. A list of distinguished lecturers, who may be available to speak at the Chapter level on subjects of interest to Society members is listed on our web site and in the ComSoc Directory.

Questions regarding these services can be answered at Communications Society Headquarters or by the Director - Membership Programs Development.