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Chapter Leadership Forum WRAP 2019 1
Chapter Leadership Forum
WRAP 2019
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Leadership Address
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Naresh Chand
Associate Vice-President
Chapter Relations
IEEE Photonics Society
Professional home for a global network of scientists and engineers who advance
laser, optoelectronics and photonics technology for the benefit of humanity.
Global Society
(General Public, K-12 Students, Other IEEE, Government Leaders)
Photonics Technical Community
(Professionals, Volunteers, Industry, Other IEEE, Engaged Public)
Vision of IEEE Photonics Outreach
Leadership
& Fellow
Members
Volunteer Members
& Senior Members
Student, Young Professional,
& Regular Members
Chapters are key elements of the bridge between the IEEE Photonics Society and the global society
IPS Membership Council Strategic Objectives
Expand the Breadth of the
Society’s Membership
Enhance the Coordination of
Society Activities
Increase Education, Training &
Networking Opportunities Provide Long-term Career Paths
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A. Women
B. Students (Undergrads & Graduates)
C. Underrepresented Minorities
A. University Level
B. Regional & Section Level
C. International Level
A. Guidance for members as they
transition from student-
professional-leader.
A. Industry
B. Academia/Research
C. Government
Increase Volunteer Opportunities Educate Public & Government Leaders
A. Outreach & Education Programs
B. Journal Review Boards
C. Conference Committees
A. Participate in National Photonics Initiatives
B. STEM Outreach
C. Educate the Educator Sessions
Why Volunteer with IEEE Photonics?
IEEE Photonics is looking for
volunteers with the necessary
leadership and organizational
skills to impact the future
success of the organization.
Rewards of Volunteering:
• Professional Growth & Career Advancement
• Invaluable experiences for your CV/Resume
• Management and leadership skills
• Creating lasting relationships
• Diversity Opportunities
Staff Members
Volunteers
IEEE Partnership
Volunteer Recruitment Tips
• Create Volunteer Titles and Find “Champions”:
o Think about the specific needs of your group and what kinds of skills and abilities should have in order to meet the program’s needs.
o Do that they have a passion for the cause?
• Tap Directly into What Motivates Your Target:
o For example: What motivates students?
o “Service-learning Opportunities”
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• Build sustainable volunteer programs:
o Marshalling the human potential of volunteers takes infrastructure and planning.
o Similar to paid staff, volunteers need a resource system that engages and supports them.
IEEE Photonics Chapters
Our over 163 chapters provide opportunities to network and promote
professional growth within the photonics community.
The IEEE Photonics Society values
a strong core team of volunteers –
advocates locally representing the
IEEE organization around the world.
Chapter Activities:
• Lectures & Workshops
• Regional Conferences
• Awards, Scholarships and Student Paper/Poster contests
• Local Humanitarian & Service Projects
• Other Social and Professional Events
Chapter Revitalization 2019 - 2020
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1 Define Chapter Role
Define the role chapters play in our Society, i.e. retaining members, recruitment, community.
Needs Assessment
Identify the challenges our chapters regionally face, what needs do they share and differ on.
Resource Development
Create valuable content on website, leadership training, bi-monthly e-newsletter briefings; best practice spotlights, grant opportunities ,etc.
Student GrowthInitiatives
Conduct specific member incentive/recruitment models for chapter growth, i.e. competitions, academic exchanges, awards, etc.
Collectively, our chapters have preformed over
553 technical, educational and social events in 2019.
Chapter Officer Reporting
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Scheduling and reporting meetings (requires an IEEE Account)The MGA vTools team has developed and released a tool for managing Section and Chapter meetings.
All Section officers and Chapter/Affinity Group chairs, including those of
the IEEE Photonics Society, must complete the following:
1. Meeting Activity Report
2. New Officers and Officer Changes Report
3. Financial Report
• Year-end bank statements and investment-account statements (not IEEE
Concentration Banking and Investment Accounts) must be provided.
• Financial activity should be accurately entered into NetSuite as soon as
possible, but no later than 28 February (new deadline). All other
required reporting should be completed by 15 March.
• Chapters that complete their reports by the deadline will be eligible for an
IEEE MGA 10% rebate bonus.
Chapter Award Eligibility
Chapters that are in good-standing and submit an Annual Report on time are eligible to receive IEEE Photonics Chapter Awards every year.
• Chapter of the Year Award
• Largest Membership Increase Award
• Most Improved Chapter
• Most Innovative Chapter Award
• Senior Member Initiative Award
IEEE Photonics Chapter Grant Application
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Chapters that are in good standing, active status, with the IEEE and return a
completed grant request form on a defined chapter activity will be eligible for
yearly chapter funds.
Chapters may request the appropriate amount for an event up to a
maximum of $2,500.00 USD. The IEEE Photonics Society Membership
Council will then review all requests and determine which to approve at either
the full requested amount or a partial amount. The total available funding
for chapter grants is $30,000.00 USD.
• The deadline for all grant requests is March 15. New chapters may request
initial seed funding if they form after this deadline.
• The Membership Council will finalize grant approvals by mid-April.
• Approved funding will be processed and delivered in April/May.
• Staff will contact grantees for banking information after initial application is
submitted.
Distinguished Lecturer Program
Chapters can reserve lecturers that give
informative talks on their high quality
technical, industrial, or entrepreneurial
contributions to the field of lasers and
electro-optics.
Each year the IEEE Photonics Society recognizes 6 exceptional members by
presenting each with Distinguished Lecturer recognition.
Distinguished Lecturers:
• specialize in the field of photonics, lasers and electro-optics.
• travel to various technical and regional groups, such as Society and Technical Council Chapters, to lecture at events.
IEEE Student Enterprise Award
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• Does your Student Branch have an idea for a community service or humanitarian project?
• Submit your proposal idea in for an IEEE Student Enterprise Award.
• Topics may be of technical or non-technical, ranging from research on state-of-the-art technology to community service programs.
• Request up to US $1,500 per project proposal.
• Deadline Feb 1, each year.
IEEE Member-get-a-Member Program
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• Help your Student Branch grow, and be rewarded and recognized.
• All student members receive personalized membership referral cards through IEEE’s Member-get-a-Member program.
• Earn incentive rewards (money) by recruiting other IEEE members.
• US $2 for each student recruited; US $15 for each professional grade recruited.
• Top recruiters recognized in IEEE’s membership development report, circulated to 2,000+ IEEE Volunteer leaders worldwide.
• More about member-get-a-member program at www.ieee.org/md
IEEE Young Professionals
Core Mission: Provide professional development
opportunities for Young Professionals
and create the building blocks for
lifelong and diverse professional
networks.
What are the benefits of IEEE Photonics as a
Young Professional?
While school ties end at graduation, your support from
IEEE Photonics lasts through your entire career.
Student Transition & Elevation Partnership (STEP)
• Funding is available for STEP activities, including a graduation reception for groups holding events with a min of 10 recent graduates.
• Basic funding will be provided at the amount of US$500, and additional funding is available for groups over 25.
• Applicants are required to submit an application four weeks prior to their scheduled event. In addition, funding will not be granted to an event that has already occurred.
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Young Professional Meet-Up/Seed Funding
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• Meet-ups are organized by Young Professionals to engage members and volunteers living in the same geographical location or from the same technical area.
• The main focus is providing networking opportunities, where members can expand their personal and professional networks, but meet-ups can also take the form of short technical talks as well.
• Meet-ups can take place in conjunction with conferences or technical workshops, where you can reach out to a larger number of members, and help local Young Professionals connect with conference attendees.
• Groups can apply for up to $1,500 funding per meet-up event.
International Day of Light
CommunicationsHealth Economy Environment Social
The International Day of Light
will provide an annual focal point
for the continued appreciation of
the central role that light plays in
the daily lives of all around the
world.
IEEE Photonics STEM Outreach
• Construct curriculum, courses, &
on-demand resources for pre-
university teachers to access.
• STEM Outreach Kits available to
community partners and
volunteers.
• Afterschool Alliance program
collaborations and activities.
Student Outreach Ambassadors
Seeking volunteers to present photonics and optics related
curriculum to pre-university classrooms (K-12)
and young women groups.
Diversity is Essential to Innovation
Goal: Seek to further diversify the array of individuals and perspectives building the photonics technology and information of tomorrow.
Expand the Breadth of
Society's Diversity
Lead global strategy
expansion, i.e. chapters
and resources, to
developing nations:
• Latin America
• Africa
• India
Provide opportunities that support
the participation and advancement
of women.
Promote international understanding to
foster cross-cultural awareness and
cooperation.
Women in Photonics Multicultural Outreach
Developing NationsUnderrepresented
Minorities
Support efforts to
increase opportunities
for African American,
Black, Hispanic and
Latino photonics
professionals and youth.
Promote diversity through
organic means and
collaboration.
Establish relationships
with collaborative partners
and other diversity groups.
Diversity Outreach
IEEE Women in Photonics
IEEE Photonic Society’s Women in Photonics program was created to promote activities that support the participation, engagement
and advancement of women in the photonics and optics community.
Grant Resources & Online Content
The IEEE Photonics Society is committed to supporting
professional development through:
• Online Webinars/MOOCs
• Local Meetups
• Chapter Leadership Forums
• Educational Seed Funding
• Student & Post Doc Travel Grants
• Graduate Student Fellowships
• Summer Schools
• Women in Photonics Funding
• Chapter Best Practice Briefs
Best Practices for Students Chapter Operations
Mission of Chapters
• Inspire, Enable, Empower and Engage Members
of IEEE at the local level for the purpose of:
– Fulfilling the mission of IEEE
– Enhancing the member’s growth and development throughout their life cycle
– Providing a professional home
• Serve as the local face of IEEE and the Society to
community
Student Branch Officers
• Executive Committee
– Chair
– Vice-Chair
– Secretary
– Treasurer
• Chapter Counselor
https://mga.ieee.org/resources-operations/geographic-unit/student-branch/officers
Build quality and discipline in your operations• Post all events on VTOOLS which can be accessed by anyone including non-members
• Require registration on vtools to attend the event
• Create a flier event and widely distribute it electronically – Use IEEE eNotice resource
• Arrange Webcast, if possible and desired
• File L31 after the event
• Keep an eye on potential volunteers. Approach them and offer a task/position
• Recognize volunteers. Give them credit for what they do. Give occasional gifts.
• Welcome guests and introduce them to ExCom
• Arrange snacks/ meal after or before the events
• Collaborate with other chapters and have joint events
• Follow IEEE Code of Ethics (www.ieee.org/ethics)
• All volunteers are Crew, not passengers
• Live by example. Leave your legacy.
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We must become the change we want to see. — Mahatma GandhiIt is amazing what you can accomplish if you do not care who gets the credit – Harry S Truman
Collaborate Within Your Local Geographic Organizational Level
• Region, section, chapters, student branches, and affinity groups
• Can work together on many activities
• Create strong peer-to-peer connections
• Opportunities are endless, but you must create the environment
by surrounding yourself with leaders in the field.
• Participate in leadership opportunities that will benefit you in jobs and careers
• Sponsors activities and events technical, professional, and
humanitarian aspirations
• Invite guest speakers and have dinner/lunch meetings with them
• Paper contests
• Arrange social events to bring together students with faculty
• Pi Day
• Fun, too!
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Generating income for the Chapter
• Educational courses
• Trade shows and mini conferences
• Technical conferences
• Certification courses
• Job fairs
• Support from the MGA and the Society
– Report all your meetings on vTool
• Don’t hesitate to seek support from the Society and
your Section
Joining Photonics Society
➢ One needs to be member of IEEE
➢ Membership fee
– IEEE Member $20
– IEEE Student member US $10
– Reduced membership Options
(https://www.photonicssociety.org/membership/reduced-
membership-options)
➢ Offering complimentary membership for 2020 to new members
– Limited numbers
– Send a request for a promotional code to get free membership to
Lisa Manteria [email protected]
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Formation of a new Chapter
➢ Everything is online
➢ Visit: https://mga.ieee.org/resources-operations/formations-petitions#chapter
➢ Higher grade professional chapters: At least 12 IEEE Photonics Society members, who have at least 6 months of IEEE membership
➢ Student chapters: 6 members and an advisor, all members of the IEEE Photonics Society for at least 6 months
➢ Joint student chapters with both the OSA and SPIE if the chapter has at least 6 members of the IEEE.
➢ Starting a chapter opens up a wealth of opportunity
➢ Can apply for annual chapter grants and other seed funding grants ranging from $500 to $2500.
➢ There are also Women in Photonics, STEM and Young Professional funding opportunities
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PETITION TO FORM A STUDENT BRANCH CHAPTER OF AN IEEE
SOCIETY/TECHNICAL COUNCIL Complete instructions and information are found on page 4.
Required information is designated with an asterisk (*).
*Name of IEEE Society:
*Name of IEEE Student Branch:
*School Code:
We, the undersigned, who are members of the above IEEE Society and Student Branch, hereby
petition to form a Student Branch Chapter in the Student Branch indicated above. We agree to
adopt and conform to the recommended Constitution previously approved for the IEEE Student
Branch.
*Signature of Petitioner *Member Number *Printed Name
*1.
*2.
*3.
*4.
*5.
*6.
7.
8.
9.
10.
11.
12.
*REQUIRED INFORMATION
NOTE: If a petitioner is a new member of IEEE and has not yet had a membership number assigned, please give the date the application was mailed or joined online and the Zip Code (if U.S.) or City, Country to which IEEE was instructed to send mail.
