IEEE CIS > Members Activities

Guidelines for IEEE Computational Intelligence Society Chapter Operations

prepared by David B. Fogel, VP Members Activities (2005-2006)

1.0 Forming a Chapter

To form a chapter, you should obtain 12 signatures from regular IEEE members, senior members, or Fellows in your section in support of the formation. You then provide this information to the VP Members Activities , who will coordinate the approvals within IEEE to move forward to official chapter creation. If there are fewer than 12 possible members in your section, it is possible to form joint chapters with other societies, and other sections. Please contact the VP Members Activities for more information in those cases.

2.0 Chapter Operations

2.1 Minimal Activity

Chapters are required to have 2 meetings per year in order to maintain active status. Inactive chapters will be dissolved by the IEEE. The IEEE Computational Intelligence Society, however, requests that chapter chairs seek a minimum of 3 meetings per year, and 4-5 per year is to be considered normal operating procedure.

2.2 Election of the Chapter Chairman and Potentially Other Officers

If the chapter is new, the person in charge of coordinating the signatures for the petition for formation is the presumptive chapter chairman and should be confirmed by vote at the first chapter meeting. Otherwise, elections for chapter chairman and any other chapter officer should be held annually at the end of a calendar year for the following year. The election information should be provided to the VP Members Activities and the IEEE Section chairman for the chapter.

2.3 Announcing Chapter Meetings

Chapter meetings should be advertised routinely to chapter members and notification should be given to the IEEE Section. Chapter chairs can obtain a current list of section members upon request of the VP Members Activities . Chapter chairs should also maintain an email list from prior chapter meetings to notify people who may not be IEEE members or IEEE CIS members of upcoming meetings. The announcement format may be determined by the IEEE Section. Chapter chairs should check with the IEEE Section chair to determine if this is the case. Chapter chairs should as for RSVPs when announcing the meeting to know how much food/drinks to bring.

2.3 Operations at Chapter Meetings

At chapter meetings, the chapter chairman is to collect (by request on a sign-up sheet) the names, email, and IEEE status of each attendee. If food/beverages are provided, it is free to IEEE members and a $5 charge is suggested for non-IEEE members. Typically, the chapter chairman is in charge of bringing food/beverages to the meetings and will be reimbursed for personal (so-called "out of pocket") expenses by the Section treasurer upon receipt of an IEEE Expense form and the appropriate monetary receipt less any funds received from non-IEEE members.

At each meeting, before the guest speaker's lecture, the chapter chair should give 30 minutes lead time for the food. At about 5 minutes before the lecture the chapter chair should take care of any IEEE business (with more time if appropriate). Elections for officers would be one, as are IEEE conferences in your area, or something you are working on, or any important announcements. Also ask for anyone else to contribute any information. As indicated earlier, there should be a sign-in sheet with each person's name, email, and whether or not they are an IEEE member on it. The chapter chair needs to announce that food is free for IEEE members, but is $5 for non-IEEE members.

After the lecture, thank the speaker, the host at the venue, and everyone for coming, and ask them to email you suggestions for other lecturers.

2.4 Required Activities after a Chapter Meeting
      (Expense Reimbursement and L-31 Form)

The next day, optimally, the chapter chair should do two things: (1) contact the Section treasurer to determine how he/she will reimburse you for food, if that's not already known, and (2) file the L-31 form to the IEEE that says that your chapter held a meeting, who the speaker was, how many IEEE/non-IEEE attended, and copy that to the section chairman and treasurer (so the chapter chair needs their emails). The L-31 filing is mandatory for all chapter meetings as is the only way the IEEE verifies that chapters are active. Failing to file an L-31 is not acceptable.

3.0 Special Considerations

3.1 Distinguished Lecturer Program

A chapter may arrange for a lecturer from the Distinguished Lecturer Program (DLP). A list of DLP lecturers is maintained at the IEEE CIS website. Travel for DLP lecturers is covered by the IEEE CIS upon approval of the DLP Chair. Local expenses are generally covered by the local chapter/section.

3.2 Organizing Events

Chapters may consider organizing workshops, conferences, summer schools, and other events. It is possible to seek IEEE CIS funding support for these efforts. Please contact the VP Members Activities or the President of the CIS for specific information if you would like to plan such an event.

3.3 Recognitions

All IEEE CIS chapters are eligible for special recognition as the outstanding chapter of each year. If you believe your chapter is outstanding, please inform the VP Members Activities of the activities your chapter has undertaken in the year. Some of the activities that can be recognized include organizing events and assisting in the identification and promotion of members to senior membership and election to Fellow, as well as recruitment of new members to the IEEE Computational Intelligence Society.

3.4 Term Limits

Chapter chairs should normally serve only two consecutive terms. IEEE rules recommend a new chair be elected at that point. IEEE Sections may enforce these rules and they are for the benefit of the chapter's vitality. Chapter chairs should actively seek other persons to replace term after two consecutive terms.

3.5 Communicating with the IEEE CIS Members-at-Large

Chapter chairs will be contacted regularly by the Regional Member-at-Large (RMAL) appointed by the VP Members Activities for their region. Regions are currently divided into Asia/Australia, the Americas, and Europe/Africa. Chapter chairs should be responsive to any inquiries from the RMAL or VP Members Activities and should freely seek their assistance on any issue of concern.