Cookbook


How to hold a Student and Young professional Congress?

Holding an SYP congress (Student and Young Professional Congress) is an amusing yet tricky job. To make it to a really good event, whether it’s a sectional, cross-sectional or regional congress, there are many important details that need to be attentively put into consideration. In the attached link you can find the SYP manual, prepared and updated from the field experience of regional SYP congress organizers. Please click here to open the manual.

In case you have any more questions, please don’t hesitate to contact your R8 Student Activities committe: <r8sac@ieee.org>


IEEE Student Branch Counsellor Appointment Process

The intent of this process is to build a strong relationship between all Student Branches, their Counsellors, and the responsible Sections. A Counsellor becomes an IEEE Officer by appointment. IEEE Bylaws requires formal nomination and appointment of Student Branch Counsellors, similar to the appointment practice for other IEEE positions

The IEEE Student Branch members initiate the appointment of a Counsellor for their Branch. To begin the procedure, the Branch Chairperson should hold a meeting at which candidates for the Branch Counsellor position are identified and discussed. When the Branch members have agreed upon a faculty member they would like to serve as their Branch Counsellor, they should obtain permission from the individual to proceed with the nomination. If the candidate agrees to serve as Counsellor, Branch officers complete the Officer Reporting available through http://ewh.ieee.org/forms/scs/interactofficerform.php.

After two years, the procedure outlined above should be repeated, resulting in either a selection of a new branch Counsellor or the reappointment of the current Counsellor.

Please note that the endorsement of a Branch Counsellor by either a department head or Dean is NOT REQUIRED by the IEEE Bylaws. However, such an endorsement is desirable and fosters good relations between the Branch and its corresponding academic department, the Branch may recommend whomever its members feel would be the best Counsellor.


Branch reporting

For student branches, three kinds of reports are important:

  • Officer Reporting: After holding elections, you must report the results back to student activities. Doing that is easy and can be done online.
  • Annual Report: The Annual Report contains a summary of the last years activities of the branch. It should be submitted in May or in the two months after the end of the academic year, and you can now do it online.

The email addresses for the R8 SAC team and the RSR (Regional Student Representative) are available on our contacts page.


Who to call if…

…I don’t receive the IEEE magazines?

…I want to form a new IEEE student branch?

…I want to set up a society chapter in my branch?

  •     Take a look at this web page
  •     Contact your SSR (Section Student Representative)

…I need founding and I organize a special WIE project?

  •     In the WIE web page there is a form for request I got problems with my branch reporting
  •     Take a look at this web page
  •     Contact your SSR (Section Student Representative)

…I can’t view SAMIEEE, update my branch data, update my own data?

…I want to publish a website about my branch?

…I want to set up a mailing list?

…I want to recommend my counselor or a member for an award?

…I want pens, brochures, posters…?

…I want to sign up for the Web Site Contest or the Student Paper Contest?


IT support for branches

How can our Branch get a Website?
If you want to create a website for your branch, IEEE can help you with providing the necessary storage space to put your website online. If you want to use this, IEEE Entity Web Hosting offers you webspace with PHP and some additional CGI utilities available. There is also database support, this should be sufficient for a basic website.

How can we get a Branch email alias?
If you want an email address like ourbranch@ieee.org, please visit this website and fill out the form there.

How to create a branch mailing list?
You can create a mailing list for your student branch through the mailing list server of IEEE at listserv.ieee.org. Also there are many free email list providers available, such as CoolList or Yahoo Groups where you can get free email lists. Combining one of those with a branch email alias is usually a good enough solution.


Technical branch chapters

Student Branches can form Technical Branch Chapters, which are related to a IEEE Society. So for example a Branch might form a Computer Society Chapter or a Robotics Society Chapter.

This might provide some advantages in organizing your branch, for example if you want to expand branch activities to multiple faculties. Also, Societies may offer different kinds of support for student branch chapters. A branch chapter can be a good contact point with the IEEE societies – for technically oriented events, you might be able to get support from the societes easier if you are organized in a chapter.

How can I create a technical chapter in my branch?

In order to form a student branch chapter it is necessary to have (or start) an IEEE student branch. If a branch already exists you will need a faculty advisor who is also a member of the society you want to start a student chapter of and 12
student members.

Fill out and submit the chapter petition.

If the petition is in order, IEEE student services will take the necessary action to obtain formal approval of the petition by the regional director, the regional student activities committee chair, and the Computer Society President.


Support for Events

There are various ways IEEE can support you when you are organizing events:

Financially:

For student events, there are various institutions you can contact and ask to get financial support:

  • Your Section: For small-scale events, often the Section your branch belongs to is willing to help out. Usually smaller amounts can be the easiest to get from the section.
  • The Region: If you are organizing a larger event, for people from multiple branches, sections or even the whole Region 8, you should definitely let us know at r8sac@ieee.org and we will see how we can assist you.
  • S-PAC: If your event is in a non-technical area or so called “secondary skills”, and fits into the categories of a S-PAC or a S-PAVe you might be able to get support from the Student Professional Awareness Committee. Have a look here to find out who to contact.
  • The IEEE Foundation: For big projects, you might get support from the IEEE Foundation. Please have a look at their criteria, small local events will most likely not get funded by them.
  • The Voluntary Contribution Fund: For countries with a low general income, the Voluntary Contribution Fund might be interested in supporting your projects and activities. Have a look at their website if you want to contact them.

With speakers:

IEEE can help you in various ways if you need speakers for your events. Please have a look at Finding Speakers.

With promoting your events:

If you have an event where people from other student branches are able to take place, let us know at r8sac@ieee.org and we will promote your event through the channels we have available (the Virtual Community, the r8students mailing list, this website, Region 8 News).

There are various ways IEEE can support you when you are organizing events:

Financially:

For student events, there are various institutions you can contact and ask to get financial support:

  •  Your Section: For small-scale events, often the Section your branch belongs to is willing to help out. Usually smaller amounts can be the easiest to get from the section.
  •  The Region: If you are organizing a larger event, for people from multiple branches, sections or even the whole Region 8, you should definitely let us know at r8sac@ieee.org and we will see how we can assist you.
  •  S-PAC: If your event is in a non-technical area or so called “secondary skills”, and fits into the categories of a S-PAC or a S-PAVe you might be able to get support from the Student Professional Awareness Committee. Have a look here to find out who to contact.
  •     The IEEE Foundation: For big projects, you might get support from the IEEE Foundation. Please have a look at their criteria, small local events will most likely not get funded by them.
  •     The Voluntary Contribution Fund: For countries with a low general income, the Voluntary Contribution Fund might be interested in supporting your projects and activities. Have a look at their website if you want to contact them.

With speakers:

IEEE can help you in various ways if you need speakers for your events. Please have a look at Finding Speakers.

With promoting your events:

If you have an event where people from other student branches are able to take place, let us know at r8sac@ieee.org and we will promote your event through the channels we have available (the Virtual Community, the r8students mailing list, this website, Region 8 News).


Finding Speakers

If you are organizing an event and you need speakers, there are various ways:

  • Ask at your university: Assistants or Professors at your university are often happy to give a talk about topics they are working at.
  • Ask companies: Most companies will send you somebody to give a talk, if you are prepared for some included marketing. Try to keep it under control, but use the resources companies may offer you.
  •     IEEE can help you with finding speakers:
  • If you need somebody to give a talk about IEEE internals, like the organisation structures of IEEE, the things IEEE can offer or future planed changes in the IEEE, the best option is to send us a mail at r8sac@ieee.org and tell us what kind of talk you would like to have. We will then try to find somebody to give a speech.
  • For technical speakers, the societies are usually a very good contact. Most of them have something like a distinguished lecturer program, or another way to find speakers. If you are in need for some society contacts, send us a mail. at r8sac@ieee.org

 


Starting a new branch

Guidelines for establishing an IEEE Student Branch as well as the required petition form are available in two formats below:

Information is also available on establishing an IEEE student branch chapter of technical societies. A Student Branch Chapter is a technical sub-unit of an IEEE Student Branch:

Students may also petition to establish an IEEE student branch affinity group of Women In Engineering. A Student Branch affinity group is a sub-unit of an IEEE Student Branch: