IEEE MGA Election Pilot Logo

MGA has been working to simplify the Geographic Unit election process and is excited to announce the launch of the 2022 Geographic Unit Election pilot. The pilot will run for the remainder of 2022, and is available to all Geographic Units (Sections, Chapters, Affinity Groups and Student Organizations) running an election this year.

The purpose of the pilot is to provide various tools and resources to Geographic Unit leaders to aid them with executing a successful election. We encourage all to participate. To participate in the pilot please click here and share your information with us, as we look forward to getting feedback throughout the process.

Sign Up Today

The pilot is intended to:

  • Reduce the minimum time for an election to be completed from 6 months down to 3 months
  • Creation of templates that can be downloaded and customized to assist with moving through various parts of the election
  • vTools voting used for all unit elections removing in person voting
  • vTools nomination tool available to automate the election process
  • Reduce the number of overall volunteers needed to execute the election by combining the existing nominations committee and tellers committee to create one overall “election committee”
    • To run your election with the pilot “election committee” we recommend having 3 volunteers in place to serve
  • Implements a pre-identified eligibility date communicated to all members within a unit
    • For members of the appropriate grade they must be active as of the the date the call for nominations was sent to be eligible to run in or vote within the election

We strongly encourage all pilot participants to utilize the MGA Nominations Tool which will work with you to automate the entire election process and vTools voting which will automate your voting needs. All of your necessary communications will populate for you within the tool, and prompt you through each of the election steps.

Access the Nominations ToolAccess vTools Voting

If your unit opts to not utilize the MGA Nominations Tool at this time, you can utilize the communication templates below that can be customized to meet your election needs.

For assistance, contact electionpilot@ieee.org.

Communication and Planning Tools


Tool 1

Election Calendar Tool

Download Call for Nominations Announcement template

Call for Nominations Announcement

Download First Slate of Candidates Announcement template

First Slate of Candidates Announcement

Download Email to Section Chair to Ratify the Slate template

Email to Section Chair to Ratify the Slate

Download Single Candidate Approval Communication template

Single Candidate Approval Communication

Download End of Petition Communication template

End of Petition Communication

Download Election Outcome Communication - Candidate Selected template

Election Outcome Communication - Candidate Selected

Download Election Outcome Communication - Candidate NOT Selected template

Election Outcome Communication - Candidate NOT Selected

Download Final Election Results Announcement template

Final Election Results Announcement

This page provides resources for new and existing IEEE officers.

 

Volunteer Resources -- IEEE Support Center FAQs

 

Have a question?  You may find the answer in our most frequently asked questions listed below, or you can browse the entire IEEE Support Center knowledgebase using the search function. 

 
 

 

 
 
 

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IEEE Center for Leadership Excellence Training for Geographic Unit Leaders

Visit the IEEE Center for Leadership Excellence Training for Geographic Unit Leadersto learn everything you need to know about your leadership position within your geographic unit.

 
 
 

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IEEE Organization Rosters

Volunteers can access the IEEE Organization Rosters to find contact information for local volunteers.

 
 
 

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Section Vitality Dashboard

The Section Vitality Dashboard is a monitoring tool for use by section leaders that provides a real time, top-down status view of their section vitality metrics and key activities.

 
 
 

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IEEE e-Notice

IEEE e-Notice is an electronic newsletter subscription service that has been developed for IEEE organizational units to facilitate email distribution of newsletters, meeting notices, and IEEE conference materials.

 
 
 

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SAMIEEE

SAMIEEE is a web enabled tool that allows ad-hoc querying, reporting, and downloading of IEEE membership data. Access to this system is limited to registered users with designated or automatic access

All users must have an IEEE Account.

 
 
 

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vTools

vTools are developed and made possible by IEEE volunteers. The toolbox simplifies administration by offering web based software, reduces time spent managing activities, and assists in member development.

 
 
 

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Request for letter to employer

New IEEE Section executive officers (Chair, Vice Chair, Secretary, and Treasurer), Council, Subsection, Chapter, and Affinity Group Chairs can request that a letter be sent to their employer.

This letter, signed by the Vice President of Member and Geographic Activities, describes officer status and expresses appreciation and support of activities.

 
 
 

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New IEEE Section executive officers (Chair, Vice Chair, Secretary, and Treasurer), Council, Subsection, Chapter, and Affinity Group Chairs can request that a letter be sent to their employer.This letter, signed by the Vice President of Member and Geographic Activities, describes officer status and expresses appreciation and support of activities.

Request a letter by sending the below information to MGA Geographic Unit Operations Support Staff: sec-chap-support@ieee.org

Information about your supervisor

  • title (Prof., Dr. Mr., Mrs., Miss, Ms.)
  • name
  • job title
  • company name
  • company address
  • employer email address

Information about you

  • your name
  • IEEE member #
  • office held
  • Section
  • the name of the unit of which you are Chair, if other than Section  (e.g., Council, Subsection, Society Chapter, or Affinity Group)

 

Online order form

Product List

Standard first-class postage and handling are included.

Please allow time to service requests.
Two weeks for United States; four weeks outside US. (Allow six weeks extra for customized banners.)

Confirmation will be sent via email within 2 business days.
Email:  scs-products@ieee.org

* required field

Payment/Shipping Information



(enter name and address)
(enter name and address)

Ship Via



Order submitted by:

the following fields must be completed or your order will not be filled.

(Section, Council, etc.)
(all orders must be approved by a Current Section Executive Officer)

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Banners and Plaques

$18.00 each
Quantity

$43.00 each
Quantity

$35.00 each
Quantity

$28.00 each
Quantity

$6.50 each letter
Quantity

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Officer Lapel Pins

Member number(s) of pin recipients must be entered in text box below the position title

$20.00 each
Quantity

$20.00 each
Quantity

$20.00 each
Quantity

$20.00 each
Quantity

$20.00 each
Quantity

$20.00 each
Quantity

$20.00 each
Quantity

$20.00 each
Quantity

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Certificates of Appreciation

Available in sizes 8 1/2 x 11 and A4

Certificate templates (8 ½ x 11 and A4) available upon request to create/print locally

$4.00 each
Quantity

$12.50 each
Quantity

$5.00 each
Quantity

$15.00 each
Quantity

$4.00 each
Quantity

$15.00 each
Quantity

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When submitted, these items are retained in storage by IEEE.

Geographic Retention Schedule

ItemRetention Period
General Accounting Records
General Ledger The current calendar year plus 10 years
Fixed Assets Records 10 years from the date asset is disposed
Loans Receivable Ledger The current calendar year plus 10 years
* Annual Financial Reports (L-50) Permanent
* Audit Reports Permanent
Cancelled Checks The current calendar year plus 10 years
Bank Statements & Reconciliation The current calendar year plus 10 years
Support Vouchers for Payables (Paid Invoices) The current calendar year plus 10 years
Expense Reports The current calendar year plus 10 years
Tax Records
Tax Returns or Filings Permanent
* Tax Records and Support Data (in U.S.: W-2's, W-9's, 1099's, Gift Acknowledgement Letters) The current calendar year plus 10 years
General Administrative Items
Contracts 10 years from termination of agreement AND business has concluded
Leases 10 years from termination of agreement AND business has concluded
General Correspondence Current year + 3 years
IEEE Related Items
* Charter Permanent
Board and Committee meetings records such as agendas, meeting minutes, etc. which document the proceedings of the geographic unit as well as rosters detailing the members of each Permanent
Records documenting the creation, structure, and governance of the geographic unit and related correspondence Permanent
Correspondence (e-mail) can be kept electronically or as hardcopy 1 year

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