Section Secretary Responsibilities - PowerPoint PPT Presentation

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Section Secretary Responsibilities

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maintains accurate minutes of all Section Executive Committee meetings ... maintain adequate supply of forms, stationery, other materials required to run your Section ... – PowerPoint PPT presentation

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Title: Section Secretary Responsibilities


1
Section Secretary Responsibilities
  • Bill Gorder
  • Region 4 Secretary
  • IEEE Region 4 Meeting
  • January 2008

2
Responsibilities of Section Secretary
  • The Section Secretary manages the records and
    correspondence of the Section

3
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)

4
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

5
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

6
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

7
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)

8
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

9
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

10
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!

11
Section Secretary
  • Other Secretary Responsibilities
  • safekeeping of Section records
  • maintain adequate supply of forms, stationery,
    other materials required to run your Section

12
Section Secretary
  • Secretary is often the point of contact for
    queries, requests, etc. and is a visible position
  • be courteous, competent, responsive, ...

13
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

14
Section Secretary
  • Web references - start http//www.ieee.org
  • Officer and meeting reporting
  • select volunteers
  • select volunteer resources
  • select Section Chapter Support

15
Section Secretary
  • Web references - start http//www.ieee.org
  • geographic rosters
  • select volunteers
  • select volunteer resources
  • select Organizational Roster
  • select Part III Geographic Roster
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