IEEE BRANCH EMPOWERMENT INITIATIVE (IBEI) PROGRAM

Create or reactivate A Student Organizational Unit

STEPS FOR CREATING OR REACTIVATING A STUDENT BRANCH / STUDENT BRANCH CHAPTER OR STUDENT BRANCH AFFINITY GROUP

Understanding IEEE and its benefits: Learn about IEEE and the advantages of being a member.
Creating a Student Branch: Review the specific requirements needed to establish a new student branch.
Reactivating a Student Branch: Understand the criteria and steps necessary to reactivate an inactive student branch.
Completing the questionnaire: Get tips for effectively answering the questionnaire and see examples of successful applications. *Important
IEEE Geographic Unit Formation Policies and Petitions: Familiarize yourself with the policies and procedures for forming an IEEE geographic unit.

Program IBEI 2024

Step 1: Do you know what IEEE is and what are the benefits of belonging to IEEE?

Before joining the Institute of Electrical and Electronics Engineers and related to start the process of creating the student branch, know what the benefits of being part of IEEE, and what tools, applications, and funding you can access with your membership.

SPANISH VERSION

Step 2: Guide to build Your IEEE Student Branch, Chapter, or Affinity Group.

BLUEPRINT FOR SUCCESS

Step-by-Step Guide to Building Your IEEE Student Branch, Chapter, or Affinity Group.

Step 1: Define the Mission and Objectives

Brainstorming Activity: Organize a brainstorming session with founding members.
Key Questions: What do we want to achieve? What is our main purpose? How can we align our objectives with those of IEEE and our institution?
Mission Statement Drafting: Based on the answers, draft a concise mission statement reflecting the values and goals of the branch.
Goal Setting: Define clear and measurable goals that the branch aims to achieve in the short, medium, and long term.

Step 2: Create the Organizational Structure

Role Identification: Determine necessary roles for the efficient functioning of the branch (president, secretary, treasurer, etc.).
Role Descriptions: For each role, outline specific responsibilities and required skills.
Election or Assignment Process: Decide how members will be selected for these roles (elections, nominations, etc.).

Step 3: Plan Activities and Events

Planning Session: Conduct a meeting to discuss and propose activities and events.
Event Calendar: Establish a tentative calendar, considering important dates, resource availability, and other institutional events.
Detailed Planning: For each planned event or activity, assign responsibilities and define steps for its execution.

Step 4: Establish Internal and External Communication

Communication Tools: Choose suitable platforms and tools for internal communication (such as chat groups, email, etc.) and external communication (social media, newsletters, etc.).
Communication Plan: Develop a plan to regularly communicate updates, meetings, and events to both members and the external community.

Step 5: Financial Management

Initial Budget: Create an initial budget detailing expected income (membership fees, sponsorships, etc.) and expenses (events, materials, etc.).
Financial Record Keeping: Establish a system to track all financial transactions. Spending Policies: Define policies for expense approval and reimbursements.

Step 6: Leadership Development and Training

Training Plan: Identify resources and opportunities for leadership and management skill development, such as workshops, seminars, and online courses.
Mentorship and Support: Consider having mentors or advisors who can provide guidance and support to branch leaders.

Step 7: Evaluation and Feedback

Feedback Mechanisms: Implement ways to gather feedback and suggestions from members, such as surveys or suggestion boxes.
Regular Evaluations: Schedule regular evaluations to review progress towards goals and make adjustments as needed.

Step 8: Compliance with Regulations

Knowledge of Regulations: Ensure all members are aware of IEEE and institutional policies and regulations.
Documentation and Records: Maintain up-to-date records and documentation of all branch activities and operations.

Step 3: Requeriments for the Creation or Reactivation of a Student Branch

If you are not sure about the requirements to create a student branch, or if you already had one at your university and the process is for reactivation, here we explain how to proceed!

SPANISH VERSION

Step 4: Create a Student Organizational Unit - IEEE Geographic Unit Formation Policies and Petitions

Step 5: Recommendations about responses of Questionnaire

Application Language:

Use English Only: Ensure that the application is written in English. This is because the approbal people are generally not Spanish-speaking. Using English will facilitate the review process and approval.

Avoid Excessive Use of AI Tools:

Limit the Use of AI Tools: While AI tools can be helpful for generating ideas, the application should primarily reflect the original work and ideas of your student group and counselor/advisor. Excessive use of AI can cause delays and possible rejection of your application.

Research Funding Opportunities:

Investigate IEEE Funds: Research the types of funding and grants available from IEEE and its societies. Understanding the available financial support can help you draft a more compelling application and plan activities that align with the available resources.

Clarity:

Be Clear and Concise: Each response should be direct and specifically address the question’s objective. Avoid unnecessary information and focus on conveying your ideas clearly and effectively.

Understand the Objective of Each Question:

Objectives of the Questions: Recognize that each question aims to gather specific information necessary for creating a Student Organizational Unit. Tailor your responses to meet these objectives, using the IEEE operations manual and guidance from your section chair, SSAC, or SSR as references.

Highlight Existing Initiatives at the University:

Leverage Existing Initiatives: If your university already has initiatives that will now be supported by IEEE, include them in your application. Demonstrating that your group will enhance existing programs can make your application more attractive.

Following these recommendations will align your application more closely with IEEE’s expectations and standards, increasing the chances of approval and support for your new Student Organizational Unit.