Section Newsletters

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Section Newsletters
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Newsletter Editors Page

• Electronic Newsletters
• Filler articles
• Best practices
• SC 2002 Presentations on newsletters
• Links to Section newsletters for ideas
• www.ieee.org/newsletters

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All-Electronic Newsletters

• Mostly electronic is better
• Four Steps
• Electronic mailing list (use eNotice)
• Prepare the membership
• Format the newsletter
• Start the transition
• One hard copy mailing to members each year
  (required!)

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Required Hard Copy Mailing

• Minimum requirements
• URL for Section web page
• How to update member contact info
• www.ieee.org/coa
• address-change_at_ieee.org (include member number)
• How to subscribe to Section email list (if not
  using eNotice)

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eNotice Service

• Available to Sections
• Subunits should be included in Section
  communications
• List maintained by IEEE HQ Staff
• Updated directly from IEEE database
• Un-subscribes bounces handled by staff
• Section sends message to Staff for distribution
  via online submission form
• Register/submit at www.ieee.org/enotice

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Filler Articles

• IEEE web accounts
• Update member records online
• IEEE Email aliases
• IEEE Global Travel Services
• Senior Member elevation process

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Other Newsletter Information

• Best Practices from Sections who have gone to an
  electronic format
• Sections Congress 2002 presentations on
  newsletters from
• Jean Eason, Fort Worth Section
• Eric Holdrinet, Montreal Section
• Producing newsletter for bi-lingual membership

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Electronic Services for Volunteers
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Electronic Services Available

• SAMIEEE
• Rosters
• Entity Web Hosting
• Online Communities
• Email Lists
• Email Aliases

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SAMIEEE

• Section Access to Member Information
• Web-based
• Updated weekly
• Includes member AND volunteer office info
• Available to Section Chair, Vice Chair, Sec
  Treasurer, all Affinity Group Chapter Chairs
• Use is restricted to IEEE activity
• www.ieee.org/samieee

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How Can SAMIEEE Help?

• Generate labels for newsletters mailings, or a
  file for a mailing house
• Populate and maintain email distribution lists
• Identify potential Senior members or Senior
  member references
• Contact GOLD Members
• Extract Chapter Affinity Group data

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Geographic Roster

• Must have an IEEE web account and must be listed
  in the Roster in order to have access
• Updated every two weeks
• Includes all Region, Section, and Council
  officers as reported to IEEE Staff
• Updates? www.ieee.org/officer_report
• Data extracted directly from IEEE member database
• www.ieee.org/roster

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Entity Web Hosting (EWH)

• Host your units web site on the IEEE server free
  of charge
• Re-directs available
• http//ewh.ieee.org/r1/princetoncentraljersey
  becomes
• http//www.ieee.org/princeton
• Templates available for use
• Use correct IEEE identity standards
  www.ieee.org/masterbrand
• http//ewh.ieee.org/

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Does your web site have the Top Ten?

• The IEEE Master Brand
• Section Officers and an email address
• The history of the Section
• Current calendar of events
• Section newsletter (pdf or html format)
• List of Chapters and contact information
• List of Student Branches with contact information
• Pages for Affinity Groups if applicable
• Pages for awards/educational activities/profession
  al activities
• FAQ's

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IEEE Online Communities

• Tool for online collaboration
• Section/Chapter Volunteer Forum
• Collaborate without Spam
• Increase volunteer participation
• Gather information/opinions on specific topics
• Best practices
• www.ieeecommunities.org

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ListServ

• Email distribution lists
• Established and hosted through IEEE Operations
  Center
• Maintained by the local unit
• http//listserv.ieee.org

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SPAM, SPAM, SPAM, SPAM

• Email lists
• Restrict who can post to the list
• Limit the number of messages sent per month
• Email addresses
• Harvesting
• Web sites
• Consider generic email address
• Privacy Policy
• abuse_at_ieee.org

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IEEE Email Aliases

• One email address . . . no matter how many times
  you change jobs or ISPs!
• Virus-checking on all attachments
• Attachment deleted if virus detected
• Notification sent to recipient sender
• http//eleccomm.ieee.org/personal-aliases.shtml

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Functional Alias

• Each Section has a functional alias
• sec.dayton_at_ieee.org
• sec.ottawa_at_ieee.org
• sec.slovenia_at_ieee.org
• Updated annually when officer reporting received
• Section email address is constant
• Other aliases can be established
• www.ieee.org/organizations/rab/functionalalias.htm
  l

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QUESTIONS?