Student Branch Cookbook


A Step-by-Step Guide for Student Branches

Step 1. Host your first Executive Committee meeting

  • Discuss roles and responsibilities
  • Diariase monthly meeting dates
  • Plan first event

 

Step 2. First event

  • What is IEEE? Why we joined? Why should YOU?
  • Take attendance and photos
  • Report your event on vTools
  • Share on social media

 

Step 3. Advertise and encourage participation

  • IEEEDay
  • IEEEXtreme
  • Student Paper Contest
  • IEEEduino

 

Step 4. Why so serious?

  • Organize team-building activities
  • Pizza and Games day/night

 

Step 5. Half-year membership season

  • Recruit new members (1 March – 15 August)
  • Get discount on renewal fee by recruiting

 

Step 6. Call for nominations for new officers

  • New committee elections day
  • Report new officers on vTools
  • Submit your SB Annual Plan Report by February 1st
    • No Report = No Rebate!

A Step-by-Step Guide for Student Branch Chapters

Step 1. Host your first Chapter Committee meeting

  • Who could attend?
    • You can invite the Advisor to the meeting
    • Important chapter officers should attend
    • SB Representative (e.g. Chair, Chapter Coordinator) could also be invited
    • Your meeting could be open to all Chapter members or entire SB members
  • Discuss the roles and responsibilities of your Chapter officers according to your Student Branch Constitution following your Student Branch and its Chapters reality.
  • Schedule your meeting dates according to your needs
  • Plan your events and your overall activity
  • Prepare your action plan for your Chapter Chair to present it at the SB ExCom meeting

 

Step 2. Participate and organize events

  • Participate in your SB introductory event and explain “What is your Society? Why did we join  and why should YOU?”
  • Co-organize events with your Student Branch and participate in your SB events like:
    • IEEEDay 
    • IEEEXtreme 
    • Student Paper Contest
    • IEEEduino
  • Learn about other activities related to the society and organize related events:
    • Distinguished Lecturer Program
    • Society-driven contests and competitions
    • Seminars and workshops on society-related field
    • Team-building activities for your Chapter members to strengthen useful connections with others
  • Advertise and encourage participation:
    • Take attendance list and photos for the event
    • Report your event on vTools “Important”
    • Share it on social media

 

Step 3. Establish useful connections to your SB chapter

  • Create connections with the other SB chapters inside your University
  • Create connections with similar SB chapters in your Section, your Region or even globally
  • Keep in touch with the SSAC and SSR in your Section
  • Keep in touch with the related chapter committee in your Section
  • Keep in touch with Student Activities officers of your Society

 

Step 4. Half-year membership season

  • Recruit new members (1 March – 15 August) at a 50% discounted price in comparison with full-year membership
  • Get a discount on the renewal fee by recruiting through IEEE Member-Get-A-Member program

 

Step 5. Call for nominations for new officers

  • New committee elections day
    • This is encouraged to be the same with your Student Branch elections
  • Report new officers on vTools
  • Report your activity back to your SB ExCom and your Society according to its standards

How to Find Speakers

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.

 

Leverage the IEEE opportunities

IEEE can help you in various ways if you need speakers for your event though the offered programs.

  • If you need someone to give a talk on issues internal to IEEE, such as IEEE organization structures, things IEEE can offer, or topics regarding IEEE Student Activities, the best option is to email us at r8sac@ieee.org and tell us what kind of talk you would like to have. We will then try to find someone to give a talk.
  • For technical speakers, societies are usually a good contact. Most of them have something like a program of distinguished speakers, or another way to find speakers.
  • In case you have formed a Student Branch Affinity Group or a Student Branch Chapter, you can check the sponsoring IEEE unit for targeted programs or fundings.

Formation of a new Student Branch

An IEEE Student Branch provides opportunities to meet and learn from fellow IEEE Student and Graduate Student Members and engage with professional IEEE members locally. An active IEEE Student Branch can be one of the most positive elements of your academic career, offering programs, activities, and professional networking opportunities that build critical skills outside of the classroom. IEEE currently has Student Branches at thousands of universities and colleges in hundreds of countries throughout the world.

 

Benefits of forming an IEEE Student Branch

  • Opportunities to network on a local level
  • Obtain funding for events, projects, and activities
  • Develop projects and obtain sponsorship based on your IEEE affiliation
  • Receive support for hosting professional awareness programs
  • Connect with other like minded student groups to advance the IEEE mission

 

Petition Process

ORGANIZERS
  • The Organizer must be an active IEEE member of Student or Graduate Student Member grade and attend the school
  • The Organizer shall serve as the interim Student Branch Chair pending election at a later date
ENDORSERS Student Branch petitions must be endorsed by the following:

  • 1 Institutional Department Head (need not be an IEEE member, but must create an IEEE Web Account to Endorse.)
  • 1  Faculty Counselor, who must be an active IEEE member of Graduate Student Member grade or higher, teaching in the IEEE designated fields of interest
  • 2 Faculty Members, who must be an active IEEE member of Graduate Student Member grade or higher, teaching in the IEEE designated fields of interest

Endorsers will be invited to endorse the petition once the petition has been verified by IEEE Staff.

PETITIONERS Student Branch petitions must be signed by the following:

  • 12 active IEEE members of Student or Graduate Student Member grade who attend the school

Qualified members will be invited to sign the petition once the petition has been endorsed by all Endorsers.

APPROVERS Student Branch petitions must be approved by the following:

  • Region Director (or their designee)
  • Regional Student Activities Chair

Approvers will be invited to approve the petition once the petition has been signed by 12 Petitioners.


Formation of a new Student Branch Affinity Group

Forming a Women in Engineering (WIE) Affinity Group is the best way to interact and share information with others at your school with similar interests. In order to form a Student Branch Affinity Group it is necessary to have (or form) an IEEE Student Branch.

 

 

Petition Process

ORGANIZERS
  • The Organizer must be an active IEEE member of Student or Graduate Student Member grade and attend the school
  • The Organizer shall serve as the interim Student Branch Affinity Group Chair pending election at a later date
ENDORSERS Student Branch Affinity Group petitions must be endorsed by the following:

  • Student Branch Affinity Group Advisor, who must be an active IEEE member of Graduate Student Member grade or higher and a Faculty Member of the school, teaching in the IEEE designated fields of interest

Endorsers will be invited to endorse the petition once the petition has been verified by IEEE Staff.

PETITIONERS Student Branch Affinity Group petitions must be signed by the following:

  • 6 active IEEE members of Student or Graduate Student Member grade who attend the school
  • The Petitioners must be active members of Women in Engineering

Qualified members will be invited to sign the petition once the petition has been endorsed by all Endorsers.

APPROVERS Student Branch Affinity Group petitions must be approved by the following:

  • Region Director (or their designee)
  • Regional Student Activities Chair
  • Chair of the Sponsoring Entity (or their designee)

Approvers will be invited to approve the petition once the petition has been signed by 6 Petitioners.


Formation of a new Student Branch Chapter

Student Branches can form Technical Branch Chapters, which are related to an IEEE Society. So for example a Branch might form a Computer Society Chapter or a Robotics and Automation 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 societies easier if you are organized in a chapter. In order to form a Student Branch Chapter it is necessary to have (or form) an IEEE Student Branch.

 

Benefits of forming an IEEE Student Branch Chapter

  • Expanding Branch activities to multiple faculties at the University.
  • Connecting with the industry and experienced people worldwide.
  • Inviting outstanding speakers from the Distinguished Lecturer Program.
  • Getting Special Courses from specialized and experienced people in the society.
  • Getting the chance to participate in the Student Competitions related to society.
  • Having the chance to win Awards from IEEE societies.
  • Receiving Specialized magazines from the IEEE societies.
  • Having a special conferences discount for IEEE conferences around the world.
  • Competing other students to get Scholarships funded by IEEE societies.
  • Receiving more funds and money to facilitate your events and activities.
  • A SB Chapter can be a good contact point with the IEEE societies – for technically oriented events.
  • Professional Development tools and materials for your SB chapter.
  • Peer to Peer networking in your technical domain of interest and exclusive resources.

 

What about Joint Student Branch Chapters?

A Joint Student Branch Chapter is comprising the members of more than one Society. Submit your Student Branch Chapter petition selecting more than one (1) Societies in order to establish a Joint Student Branch Chapter. The petition shall contain at least six (6) signatures in total and each Society involved shall be represented by at least three (3) signatures. An example of a Joint Student Branch Chapter can be from sister societies like Power and Energy Society with Industry Applications Society, or/and Communications Society with Signal Processing Society.

 

Petition Process

ORGANIZERS
  • The Organizer must be an active IEEE member of Student or Graduate Student Member grade and attend the school
  • The Organizer must be an active member of the Society(ies) or Council(s) involved
  • The Organizer shall serve as the interim Student Branch Chapter Chair pending election at a later date
ENDORSERS Student Branch petitions must be endorsed by the following:

  • The current IEEE Student Branch Counselor, who will endorse the petition on behalf of the IEEE Student Branch Executive Committee
  • Student Branch Chapter Advisor, who must be an active IEEE member of Graduate Student Member grade or higher, Faculty Member of the school, and an active member of the Society(ies) or Council(s) involved

Endorsers will be invited to endorse the petition once the petition has been verified by IEEE Staff.

PETITIONERS Student Branch Chapter petitions must be signed by the following:

  • 6 active IEEE members of Student or Graduate Student Member grade who attend the school, and are members of the Society(ies) or Council(s) involved

Qualified members will be invited to sign the petition once the petition has been endorsed by all Endorsers.

APPROVERS Student Branch Chapter petitions must be approved by the following:

  • Region Director (or their designee)
  • Regional Student Activities Chair
  • Society/Council President, for each Society/Council involved

Approvers will be invited to approve the petition once the petition has been signed by 6 Petitioners.

 

 

List of the available Societies, and Councils for SB Chapters


Student Branch Counselor and Chapter Advisor Appointment Process

What is included in the MGA Operations Manual for Counselors?

(Section 9.7; Paragraph C) At each Student Branch there shall be a Branch Counselor who shall be an IEEE member teaching in IEEE designated fields.

  1. The appropriate Section Chair, based upon the recommendation of the Student members of the Branch, and in accordance with the practices for the establishment of other student organizations at the educational institution involved, shall appoint the Counselor.
  2. The appointment or reappointment shall normally be for two years.
  3. Each Branch Counselor is charged with promoting the welfare of IEEE at the institution, particularly in matters relating to student activities.

 

Which is the proper procedure of a Counselor Appointment?

  1. The Institution selects the Counselor according to its internal practices and after the recommendation of the Student Branch members
  2. The Institution should notify the Section about the change:
    1. The email should be sent by the prior Counselor, the Department Head or the current Student Branch Chair to the appropriate Section Chair
    2. The email should include in CC everyone mentioned above as well as the new Counselor
  3. The Section verifies that the selected Counselor that was chosen by the Institution is an IEEE member in good standing and a member of the Institution, and forwards the assignment to the vTools

 

Is the Section able to select and appoint a Counselor directly?

No, the Section can not select the next Counselor. As Student Branches are special IEEE Organizational Units that include the collaboration between IEEE and educational institutions, the Institutions are responsible for selecting the Counselor of their hosting Student Branch.

 

Why is the Section responsible for appointing the Counselor if selected by the Institution?

The Institution is not an IEEE Organizational Unit, which means it can not make direct assignments in an external organization. The Section is selected as the closest to the Institution IEEE Organizational Unit which is led by professional members. Thus, the Counselor selection is made by the Institution, and the Section ensures that an IEEE member is assigned to this position. The Section is also responsible for ensuring that all Student Branches have a Counselor appointed, and in case they don’t, it should contact them to select one.

 

Can the vTools update be done by other IEEE Organizational Units?

The vTools update can be also done internally through the Student Branch or through Region if requested. In any case, the Institution and the hosted Student Branch are still responsible to notify the Section about these changes.

 

Which is the proper duration of a Counselor’s term? How many times can a Counselor be reappointed?

According to the MGA Operations Manual, the Counselor is appointed or reappointed for a two years term. Exceptions for longer terms can be made only by request of the Institution and approval of the Section, and up to a six years term. There is no limit for the times a Counselor can be reappointed. Yet, it is strongly recommended by the Region to follow the usual IEEE rotation procedure and not to exceed ten years in the Counselor’s position.

 

I have noticed in vTools that some Counselors are assigned with a term more than six years. What is happening?

Having as main goal to solidify Student Branches after their foundation, the first-ever Counselor is signed in vTools with a ten years term. Yet, the Institution is still able to request and proceed with a new Counselor appointment in any time after the normal two years term.

 

What about the Advisors appointment for Student Branch Chapters / Affinity Groups?

No specific appointment procedure is accommodated by the MGA Operations Manual for Advisors of Student Branch Chapters / Affinity Groups. As a Student Branch Chapter / Affinity Group should operate similar to a Committee of the Student Branch, it is strongly recommended by the Region to follow a similar procedure for Advisors appointment with the responsibilities of the Section Chair to be transferred to the respective Student Branch Counselor. The proposed procedure can be summarized as follows:

  1. The Institution selects the Advisor according to its internal practices and after the recommendation of the Student Branch Chapter / Affinity Group members
  2. The Institution should notify the Student Branch Counselor about the change:
    1. The email should be sent by the prior Advisor, the Department Head or the current Student Branch Chapter / Affinity Group Chair to the respective Student Branch Counselor
    2. The email should include in CC everyone mentioned above as well as the new Advisor
  3. The Student Branch Counselor verifies that the selected Advisor that was chosen by the Institution is an IEEE member in good standing, a member of the Institution, as well as a member of the affiliated Society / Council / Affinity Group, and forwards the assignment to the vTools