IEEE Region 10 Meet 3 rd February 2008

IEEE Region 10 Meet 3 rd February 2008 @ Cambay Spa & Resort, Gandhinagar, Gujarat Section Congress 2008 Lance Fung

IEEE Sections Congress Quebec City, Canada 19 – 22 September 2008 Celebrating Volunteer Achievements Worldwide January 2008

Why Section Congress? • THE ideal place to network and share knowledge. • It provides a means to increase leadership skills and a working knowledge of the IEEE. • THE venue for expressing opinions and concerns through recommendations for action, which will be used by the IEEE Board of Directors to guide the IEEE into the future.

Goals of the 2008 Congress 1. to provide an opportunity for delegates to gain information and training skills; 2. to network and build relationships with other volunteers within the IEEE; 3. to serve as a forum for Section representatives and other local leaders, enabling them to voice – on behalf of the collective membership – the ideas, issues, and recommendations which will impact on the development and growth of the IEEE throughout the world, reinforcing its vitality and relevance to those it serves.

SC 08 Steering Committee Paul Fortier Andre Morin Yves de Villers Xavier Maldague Mohamed El-Hawary Ferial El-Hawary Robert Hanna Luiz Pilotto Joseph Lillie Cecelia Jankowski Steering Committee Chair Vice Chair Local Org. Committee Chair Program Committee Co-Chair R 7 Director VC – Geographic Unit Activities MGA Board Chair MGA Secretary

SC 08 Track Chairs Section Management • Lee Stogner: • Christopher James: Region 3 - Taylors, SC Region 8 – Southampton, UK Membership • Bill Kennedy: • Ron Tabroff: Region 7 - Calgary, Canada Region 1 - Peabody, MA Section/Chapter Activities • Kalyan Sen: Region 2 - Monroeville, PA • YW Liu: Region 10 – Hong Kong

IEEE Sections Congress 2008 Facility Summary • 3 Hotels – Hilton Quebec Hotel (Primary Hotel) • Sleeping Rooms/Region Meetings • Will assign delegates to this hotel – Chateau Laurier • Sleeping Rooms – Loews Le. Concorde • Sleeping Rooms/Region Meetings • Quebec City Convention Center – Sections Congress Events – Region Meetings

• Hilton Quebec • 1100 Rene Levesque East, Quebec, Canada G 1 R 4 P 3 Tel: 1 -418 -647 -411 • Fax: 1 -418 -647 -6488

Chateau Laurier • Located on the Plains of Abraham and five-minute walk from Old Quebec. • Hôtel Château Laurier offers the tranquillity of an inner courtyard and of one of the most prestigious city parks in Canada all in close proximity to the irresistible charms of Quebec City for the guest’s enjoyment and exploring pleasure.

Loews Le. Concorde • The 404 -room Loews Le Concorde is near the cobblestone streets of Old Quebec, three blocks from the city walls, and approximately 10 miles from Jean Lesage International Airport. • This location is also across from Battlefields Park, two blocks from the Parliament buildings and the Capital Observatory, six blocks from Rue Saint. Jean (shopping and dining), half a mile from the Museum of Fine Arts, one mile from the Notre Dame Cathedral and Quartier Petit-Champlain, two miles from the Quebec Naval. . .

Sleeping Room Rates • Hilton Quebec Hotel (Primary) - $259 (CN) • Chateau Laurier - $229 (CN) • Lowes Le Concorde - $199 (CN) • Section delegates will be assigned to the Hilton Quebec hotel

Registration Rate • Primary Delegate/Other Attendees – $400 USD ($350 USD in 2005) • Covers all meals & Congress events, including Honors Ceremony. – Section Primary Delegate Registration Waived • Partners/Children – $225 USD – Adults ($190 USD in 2005) – $125 USD/children ages 12 and under. • Cover breakfast (Saturday, Sunday, Monday) & evening events (Friday, Saturday).

Preliminary Schedule of Events • Friday, 19 September – Opening Ceremony, Dinner for all delegates • Saturday, 20 September – Core Track (AM) and Breakout Sessions (PM) – IEEE Honors Ceremony • Sunday, 21 September – Breakout Sessions – Open Evening – allow delegates to explore the city • Monday, 22 September – Closing Ceremony – Voting/Results of SC’ 08 Recommendations – Region 10 Meeting (1400 -1800)

IEEE Honors Ceremony • The IEEE Board of Directors has agreed to conduct the 2008 IEEE Honors Ceremony with IEEE Sections Congress. • The ceremony highlights the accomplishments of each year's IEEE Award and Medal recipients. • All SC’ 08 participants will be invited to attend the ceremony on Saturday, 20 September 2008.

SC 08 Program Tracks – Section Management – Membership – Section/Chapter Activities • The committee agreed that successful breakout sessions from SC 05 will be offered at SC 08 but room will also be made for new topics. • Each session will be 1 hr 15 minutes • A total of 54 sessions can be offered (3 sessions per day – 9 meeting rooms per session)

SC 08 Speakers • The SC 08 Program Committee is reviewing the names submitted and making recommendations. • Preliminary speaker identification to be completed by 15 February 2008 • Will inform SC 08 Region Coordinators of speakers by Region

SC 08 Speakers • Speakers should be aware that funds are not available within the Sections Congress budget to pay for speaker travel. • Speakers' attendance must be supported either by their IEEE organizational unit (Region, Section, Society, MGA, TAB, EAB, etc. ), their employer, or be self-funded. • Will receive no monetary compensation for their participation. • Unless the speaker is also a primary delegate, the speaker will also be responsible for the registration fee (which covers meals at Congress).

Primary Delegate • • • MGA will cover the registration fee for one primary delegate from each Section. All other expenses are to be covered by the Region or Section The following criteria has been established for a primary Section delegate.

Primary Delegate Criteria 1. 2. 3. 4. A primary delegate is a member of the Section designated by the Section Executive Committee to represent the Section at Sections Congress. It is strongly encouraged that the individual be a first time Sections Congress attendee and the Sections should try to fund a younger member (i. e. GOLD). The primary delegate must be of Graduate Student Member grade or higher in the Section. Associate and Student members are not eligible to serve in this capacity. A Section must be current in all reporting requirements in order to send a primary delegate. A Region Director can approve an exemption to this requirement.

Recommendation Process

Recommendations Process 1. Pre-Congress preparations • • • Identify critical issues Brainstorming/focus groups Spring/Summer 2008 Region Meetings 2. Region Caucuses Friday prior to Opening Ceremony 3. Identify issues 4. Saturday morning distribute drafted recommendations grouped by issue • • Potential for discussions as congress continues Delegates will be requested to identify which issue caucus they will attend

Recommendations Process 5. Issue caucuses Sunday 6. Distribute updated recommendations Monday morning 7. Voting at closing ceremony 8. Highlight “top ten” 9. All recommendations noted

Issue Flow for Sections Congress 2008 Pre-Congress Activities Publicity of Sections Congress 2008 Process. Informal or formal discussion of issues. Sections Congress 2008 Region Caucus Region attendees finalize their recommendations and reducing them to a maximum of four recommendation if necessary. Present Friday A Region spokesperson presents the Region’s recommendations to the Congress. Group into Limited Number of Issues Saturday Sunday Monday Provide Information Issue Caucus Vote for top 10 Issues (rest as pool) Post Congress Activities Group the recommendations into ten issues (equal to number of issue caucuses) Prior art (ongoing projects, information about what has been tried before, etc. ) is prepared per issue area Self-selected attendees attend specific caucus to create two focused recommendations for consideration by the congress Vote to rank issues into a “top ten” issues to allow focused post. Congress attention to them. Keep the remaining issues as unranked pool so as to not lose them. Both sets will be published.

Region Support for SC 08 participation • Lengthy discussions with R 10 Director and Treasurer on different scenarios. • General principles: – Encourage maximum participation from region – Train new leaders and younger generation – Support for new sections (formed since 2005) – Support for GOLD and sub-sections – Operate within budget

SC 08 Support to Sections • Constraints and facts – Section Congress Reserve in budget of about $200 K (based on SC 05 surplus, 3 -years reserve and HQ support) – HQ provided one-off $43 K for training purpose – Expect more delegates (56 sections 5 councils)

Principles of Decision 1. $43 K from HQ will be invested entirely for GOLD and Sub-sections support. 2. New Sections (formed after SC 05) will receive an additional level of support 3. Reduce volatility of region budget 4. Sections to control the number of participation and the amount of contribution

Support for GOLD Rep • Part of HQ training contribution will be used to support up to a minimum of five GOLD delegates. • Number could be increased with additional section support • The guidelines for support and nomination will be established by the GOLD coordinator after consultation and approval by the Regional Director. • A maximum amount will be allocated and to be claimed from the Region. The amount will be announced later.

Support for Sub-sections • Another part of HQ training contribution will be used to support one delegate from each of the 11 sub-sections within Region 10. • The amount of support from the Region to the subsection delegate will be the same as the primary delegate from the section. However, the Region will support the registration fee of these delegates • Section support will be required for these delegates • A maximum amount will be allocated and to be claimed from the Region based on expenses incurred. The amount will be announced later.

Support for New Sections • • • NEW SECTIONS are those established since 2006 and they will join Section Congress for the first time in 2008. MGA will cover registration for ONE primary delegate from each section. The amount of support from the Region to these new section primary delegate will be the same as the primary delegate from the established sections. However, the Region will provide additional support as these sections are having less reserve in their accounts. A maximum amount will be allocated and to be claimed from the Region based on expenses incurred. The amount will be announced later.

Support for Established Sections • Established SECTIONS are those established prior to 2005 and they should have attended Section Congress previously. • MGA will cover registration for ONE primary delegate from each section. • A maximum amount will be allocated and to be claimed from the Region based on expenses incurred (Airfare, accommodation and meal/travel expenses) • The amount will be announced later.

Special Requests • Will be considered by Regional Director

Rationale of region and section support • Region support will operate within the amount of SC reserve in the budget • Support from section required is based on the amount of expected rebate (ignoring chapter rebates) rather than section reserve. • For example, if a section supports up to $1000, this will be $333 per year and equates to 13. 4% of the rebate for the smallest section (89 members) to 1. 2% of the largest section (7500 members) (See table)

Traveling to Quebec City • Jean-Lesage International Aéroport – More than 10 airlines offer over 300 weekly flights from/to many North American, South American and European destinations. – Over 25 non-stop daily flights are offered to major hubs in Eastern Canada (Montreal, Toronto, Ottawa) and the USA (New York, Detroit, Cleveland, Boston). – Approximately 20 Kilometers from SC 08 Hotel

Passports • All passengers including Canadian and U. S. citizens will be required to present a valid passport when traveling to/from Canada. • Section Chairs will be reminded to make sure that potential attendees have valid passport.

Visa Requirements • Many people do not require a visa to visit Canada. These include: • Citizens of Andorra, Antigua and Barbuda, Australia, Austria, Bahamas, Barbados, Belgium, Botswana, Brunei, Cyprus, Denmark, Estonia, Finland, France, Germany, Greece, Iceland, Ireland, Israel (National Passport holders only), Italy, Japan, Liechtenstein, Luxembourg, Malta, Mexico, Monaco, Namibia, Netherlands, New Zealand, Norway, Papua New Guinea, Portugal, Republic of Korea, St. Kitts and Nevis, St. Lucia, St. Vincent, San Marino, Singapore, Solomon Islands, Spain, Swaziland, Sweden, Slovenia, Switzerland, United States, and Western Samoa; • Visit http: //www. cic. gc. ca/english/visit/visas. html for more information • Questions - Contact a Canadian embassy, high commission or consulate on what you will need before traveling to Canada.

Additional Information Visit the following URL for updated information on SC’ 08 www. ieee. org/sc 2008 Announcement from Region will also be sent to Section/Council Chairs

Thank you and enjoy the ride with IEEE