American Institute of Industrial Engineers
Criteria for Membership
Any student, undergraduate or graduate, who is enrolled in school full-time is eligible for Institute membership as an Associate Member, or a higher grade if the education and professional qualifications are met. Full-time status is defined by the particular school, however, less than twelve semester or quarter hours per term will not be accepted as full-time.
Privileges of Membership
Student members of the Institute are automatically assigned to the university chapter at that school. If one does not exist, they will be assigned to the senior chapter whose boundaries incorporate that particular area. In addition to the university chapter, student members may maintain a dual membership by belonging to a senior chapter of their choice, as well as their university chapter, until their graduation. This dual membership is not automatically assigned but must be requested by the individual student member.
As student members pay a reduced dues rate, they are not eligible for all the benefits of membership. Associate members may not vote in any Institute-wide elections. As members, though, students do receive a free subscription to Industrial Engineering magazine. IIE membership also entitles students to discounts on all IIE publications and free attendance at the technical sessions of the annual Spring and Fall IIE Conferences. Students who meet the qualifications criteria are eligible for consideration for the IIE scholarships and fellowships.
Application for Membership
Students interested in membership should complete the student application for membership, available from their Faculty Advisor or University Chapter President, and return it to Institute headquarters. Payment for the first year's dues, $16 (8-XIII, Section 3), should accompany the application (students do not have to pay the $15 application fee). Students are urged to submit payment directly to Institute headquarters so that their membership can be established as quickly as possible. The student will be assigned to the appropriate chapter and will receive a dues receipt marked paid for the year's dues. As soon as the student's member record is set up, a membership card, indicating that student's membership number and chapter affiliation, will be issue
Students are billed annually for their dues on the anniversary of their join month. There is no need to submit a dues payment until the dues bill is received. Partial payments are not accepted. Every four months, the university chapter receives a full roster of members from Institute headquarters, showing which members have been billed and which have paid. Students unsure of their membership status are encouraged to check on their chapter's roster or to call Institute headquarters.
Upon graduation, students in good standing with the Institute, who complete a student transfer form, are entitled to an additional year of membership at the discounted dues rate after graduation. This discount rate is reflected in the dues invoice sent to that student on their first billing cycle after graduation (B-XIII, Section 4). Any change of address that would dictate a chapter assignment change will be noted from the transfer fond, and that student will automatically be assigned to the appropriate senior chapter. Students may also request and be assigned the one free division membership of their choice. The membership certificate is then sent upon receipt of their first dues payment after graduation.
CHARTERING OF UNIVERSITY CHAPTERS
Chapter charters are approved and granted by the Board of Trustees of IIE in accordance with the published charter-granting criteria of the Institute. The outlined procedures and requirements for chapter chartering are listed below (approved by BOT 5/80, unless otherwise noted).
I. Qualifications Criteria for Chartering a University and Technology*
The qualifications for a proposed University Chapter shall include:
(1) An organization of students in a baccalaureate or associate degree (or equivalent) granting educational institution:
(2) The endorsement of the application for charter by the Head of the Department of Industrial Engineering or Industrial Engineering Technology.
(3) A letter of endorsement of the charter application from the affiliated Senior Chapter and the approval of the District Director.
*The chapter number for University Chapters shall provide for the differentiation between Industrial Engineering and Industrial Engineering Technology program activity. In cases where a university chapter ; involves both Industrial Engineering and Industrial Engineering `_ Technology Program activity, the Industrial Engineering chapter member code will be assigned.
(4) A minimum membership of ten undergraduate or graduate students who qualify for membership in IIE.
(5) The approval of the Chapter's Constitution & Bylaws by the Institute's Parliamentarian.
To meet qualifications 1 - 5, an organizational meeting should be held to:
(1) Elect temporary officers.
(2) Appoint a committee to draft a proposed Constitution. A Sample Constitution and Bylaws for a University Chapter can be found in Appendix B.
The Faculty Advisor should then contact the Member Chapter Services Manager of the Institute to obtain membership applications and information on the chartering procedure.
Before a university chapter is chartered, it must write, adopt, and submit to the Institute for approval the Chapter's Constitution and Bylaws. One of the few restrictive requirements in drafting the Constitution and Bylaws is that no provision may be incompatible with the Constitution and Bylaws of the Institute. In addition, the Chapter should submit to the Institute for approval any Bylaws, amendments or revisions to its Constitution that are made.
The minimum coverage of the Constitution should include definitive statements concerning name, chapter objectives, position of Faculty Advisor, membership, elected offices, elections, meetings, amendments to the Constitution, and effective date.
When the proposed Constitution has been drafted, it, along with all necessary items, should be sent to the Executive Director of IIE. The Constitution will be reviewed and any necessary changes will be suggested.
Board of Trustees approval is then requested based upon the submitted Constitution and the completed applications. If they approve, a Charter is then issued to the (name of university or school) University Chapter of the Institute of Industrial Engineers.
II. Granting of Provisional Charters* to University and Technology Chapters
A Provisional Charter may be granted to a proposed university chapter that is not accredited by an agency recognized by the Institute of Industrial Engineers for a period of three years from the date of issue of the charter.
(1) The criteria for issuing a Provisional Charter shall be the same as given in Section I above except for the accreditation requirement.
*University Chapters having Provisional Charters shall be identified by a distinguishable chapter number.
(2) In addition, the Dean (or equivalent) of the educational unit administering to the Industrial Engineering or Industrial Engineering Technology program of the proposed University Chapter must certify as to the intent of the Institution to seek accreditation for the program involved within the three-year period covered by the provisional charter.
III. Revocation of a University Chapter Charter
A University Chapter's Charter may be revoked by action of the Board of Trustees upon the recommendation of the Director of University Chapters. The Board of Trustees may act to revoke a University Chapter's Charter if it fails-to satisfy the qualifications criteria cited in Item I above, if it fails to submit the annual tax filing, if it becomes inactive, or if its continuance is considered not to be in the best interest of the Institute.
UNIVERSITY CHAPTER STRUCTURE
The University Chapter organization structure is similar to the Senior Chapter organization structure. There are several simplifications, though, which should help ease the administrative load on the student officers.
The University Chapter is governed by elected officers subject to the Constitution and Bylaws of the Institute of Industrial Engineers and those adopted by the chapter. The chapter should be classified as a professional organization on the school campus. Its purpose is to promote the profession of Industrial Engineering, through organized efforts in study, research, and discussion.
The basic structure of these chapters, regardless of their size, includes the Faculty Advisor and the Chapter Officers. The Chapter Officers should include a President, a Vice-President, a Secretary, and a Treasurer, whose charges involve: running the chapter and guiding its activities, providing reports needed by Institute headquarters, and encouraging professional contributionsby the members. The Faculty Advisor is responsible for assuring the chapter's compliance with all federal, state, local, and Institute policies and improving the chapter's leadership and activity programs.
The position of Faculty Advisor requires a wide variety of organizational and managerial skills. He/she must provide for the education of each new set of officers in their responsibilities and the methods and instruments by which these responsibilities are executed. These educational activities should maximize both the chapter's efficiency and effectiveness and the development of student officers. The educational responsibilities include, but are not limited to, how to select, plan, and conduct business and social meetings, how to .modify/create an effective chapter, and how to assure chapter continuity through record keeping and transfer of office. Proper execution of these responsibilities requires frequent and quality interaction with the members and officers of the chapter, usually 10-20 hours monthly during the academic year to achieve and maintain a moderately successful chapter.
At the beginning of each school year, the Director of University Chapters asks the individual schools to appoint a Faculty Advisor for the university chapter. This advisor must be a Member, Senior Member, or Fellow of IIE.
Additional officers are suggested, depending on the size of the chapter, to aid in the development and conduct of chapter activities:
(1) A Senior Chapter Liaison serves as a link between the university chapter and its affiliated senior chapter, acting mainly as a channel of information between the two chapters and promoting Senior Member involvement in the university chapter. The Liaison would inform the students of sensor chapter activities that would be of interest to them, thus encouraging the continuation of membership upon graduation.
(2) An Alumnus Representative included in the officers of the chapter provides input into the transfer process from student to professional This representative would be able to highlight important, effective programs and activities that will benefit the students after graduation.
(3) Similarly, a Graduate Student Representative provides topics and program ideas which would benefit the students in industrial engineering graduate programs.
Electing Chapter Officers
One of the downfalls of organizations is lack of coordination between incoming and outgoing officers. Although each chapter has its own constitutional laws on the election procedure, the following is a suggestion for attaining needed coordination between administrations.
At a late fall meeting of the chapter, the President should appoint a Nominating Committee of three voting members in good standing. It is advantageous for the members of this committee to know the general membership well. At least one former officer should be appointed to this committee. The Chapter President should then instruct the committee:
(1) To present, at a pre-election meeting, a slate of nominees to be voted on at the election meeting. Nominees should be for the offices of:
(2) To obtain, from each nominee, a declaration of willingness to accept responsibility and serve in the designated office.
(3) To prepare and bring before the election meeting, a short personal history of each nominee.
At the election meeting, the Chapter President should again present the names of the nominees. The President should then open the meeting for nominations from the floor, office by office. It is the President's responsibility to ask each nominee about their qualifications and willingness to serve. It is also the duty of the President to make sure that all persons voting are members qualified to vote.
All new officers should take office prior to April l, to guarantee a period of overlap and support from the outgoing officers during their initial period in office. This should generate more interest in the organization as more students will be directly involved with the chapter's responsibilities.
Another method for promoting coordination between administrations is to plan election dates so that new officers will assume office in periods coincident with the Chapter Development Program Schedule. This would enable each administration to be solely responsible for the efficiency of the organization during the year. Another advantage is the officers responsible for compiling the report would be familiar with chapter activities for the entire period of the program.
Suggestions When Starting A Term of Office
At the beginning of a term for new officers, the following suggestions may be helpful in establishing and maintaining an active, effective University Chapter Program.
(1) All officers should read the operations manual carefully.
(2) All officers should locate and review the files of the chapter to see what has been done in the past, as well as what requirements are pending.
(3) The President should call a meeting of the Executive Committee to outline general policies and discuss new ideas.
(4) The President should establish a Publicity Committee to develop a strong program so that all eligible students are notified of the chapter's activities.
(5) Officers should hold frequent conferences with the Faculty Advisor.
(6) Officers should seek guidance from past officers.
(7) Officers should attempt to renew faculty and student interest in the activities of the chapter.
(8) Officers should strive to strengthen the bond between the university chapter and the surrounding senior chapters. If possible, invite senior chapter members to meetings.
(9) Officers should strive to strengthen the bond between their chapter and those of other engineering societies on campus.
In general, committees exist to put emphasis on each chapter activity as required, while at the same time maintaining an interrelationship among all chapter activities. When appointing committees, either standing or special, the officers should remind members of what is expected of them and their chapter, as well as the basis upon which they are judged.
After organizing the committees, the chapter officers should attempt to attend at least the first meeting of each committee to assure the following:
(1) The purpose and objectives of the committee are well defined.
(2) The members of the committee understand who is to do what, when, and how.
(3) The committee understands what is considered a reasonable achievement, so that they will have a basis of measure for success or failure.
The Executive Committee
The Executive Committee is composed of the elected officers of the chapter, the Faculty Advisor, and the chairpersons of any standing committees. It should act as a policy making body for the organization, having the final approval for suggested policies and activities. The Committee should solicit the reportsof the various appointed committees and implement their recommendations if approved. This will enable regular meetings to be used for technical and educational programs rather than for policy discussion.
Constitution and By-Laws Committee
This Committee should cooperate with the Institute's Parliamentarian to assure chapter compliance with the IIE Constitution and Bylaws.
The work of this Committee may be summarized as follows:
(l) To study and know the Constitution and Bylaws of the Institute of Industrial Engineers thoroughly to determine whether the chapter is functioning accordingly.
(2) To be aware of all present and proposed chapter activities, making certain the chapter is operating legally within the Constitution and Bylaws of the Institute.
(3) If any departure from the legal procedure is observed, bring to the attention of the Chapter President or other Officers of the chapter as appropriate the fact that such practice is not in accordance with the accepted procedures of the Institute.
(4) To act as may be required on proposed Amendments to the Constitution and Bylaws.
(5) To ensure that activities such as the appointment of the Nominating Committee and election and installation of Chapter Officers are in accordance with the Constitution and Bylaws of the Institute.
The Membership Committee serves to promote the growth of the chapter through membership recruitment throughout the student body. In addition to individual member recruitment, the duties of the committee involve planning and scheduling chapter activities which will attract prospective members.
The Program Committee is concerned with coordinating, promoting, directing, and supervising all of the program activities of the chapter. This Committee is responsible for all arrangements and accommodations for technical, professional, and social activities of the chapter, including the following:
(l) Planning meetings and distributing meeting notices with appropriate promotional material.
(2) Inviting speakers and handling all arrangements for their visit.
Other committees may be established as required. Their functions will be those delegated by the Chapter President to serve the purpose for which the Committee is formed.
SENIOR CHAPTER/DISTRICT/INSTITUTE AFFILIATION
The District in which the university chapter is located is under the supervision of the District Director. He/she acts as a representative of the Institute in all matters affecting the chapter and as a representative of the chapter in its relation to the Institute. The term of office of the District Director is two years.
Visits to the chapter by the District Director are arranged through invitation from the University Chapter. Each District D1 rector is urged to visit each university chapter in the District once each year.
Director of University Chapters
The major function of the Institute's Director of University Chapters is the development and implementation of the University Chapter Development Report.
All information pertaining to the Chapter Development Report, including the Chapter's Preliminary Status Report and Annual Status Report, should be sent directly to this Institute Director. Chapters should contact Institute headquarters for this Director's name and mailing address.
Director of University Conferences
The position of Director of University Conferences is one that is directly involved with the chapters in their organization of the University District Conferences. This Director is also responsible for the annual student Honors and Awards Program.
Conference budgets, both preliminary and final, should be sent to the Director of University Conferences for approval and subsequent disbursement of funds from the University Conference Custodial Fund.
Student Advisory Board
The Student Advisory Board represents students at the Institute level, reporting to the Group Vice President-Chapter Operations.
Each year a student representative is elected at each of the University District Conferences to serve a one-year term on the Student Advisory Board. It is suggested that these SAB representatives be elected at least one month prior to their individual conference so that input from the various chapters within the District can be collected. Members of this Board serve from April l, following their election, to March 31. They attend the Institute Conference in May as guests of the Institute, with expenses paid. While attending these meetings, they provide interaction between students and Institute Officers on matters relating to student interests and concerns. The Director of University Chapters and the Director of University Conferences are ax-officio members of the Board. The Board elects a Chairperson and Secretary at the May meeting.
All correspondence or inquiries between the University Chapter and its members and Institute headquarters should be directed to the Member and Chapter Services Department at the Institute of Industrial Engineers, 25 Technology Park/Atlanta, Norcross, Georgia 30092. In particular, the Member and Chapter Services Manager and the Member and Chapter Services Administrator are the primary staff liaisons for the University Chapters. Inquiries sent to Institute headquarters may include those concerning chapter activities or individual memberships.
The senior chapter with which the university chapter is associated is that chapter whose boundaries include the university chapter, or may be a senior chapter of the students' choice. Chapters electing to change their senior chapter association must have approval from the District Director and the Group Vice President-Chapter Operations. If this change affects more than one District, approvals from the District Directors, the Area Vice President, the Director of University Conferences, and the Group Vice President-Chapter Operations are required.
Student dues, once received at Institute headquarters, are directed to various accounts. Two dollars ($2.00) of the $16 dues are returned to the chapter itself for use in the funding of chapter activities (B-XIII, Section 6). Chapter dues rebate checks are sent out to the chapters at the end of every other month, starting in January. Two dollars ($2.00) is pulled from each student's dues payment received during this two-month period and combined into one check which is sent directly to the Faculty Advisor. This rebate is the primary source of financial support for the chapter. However, additional funds can be collected through individual chapter fund-raising efforts. There is no direct chapter funding from the Institute itself.
University Conference Custodial Fund
The University Conference Custodial Fund,which serves as a source of funding for University District Conferences, receives $1.50 from the dues of each student member of the University Chapters. For each student residing in North America and not belonging to a University Chapter, $2.00 normally returned to the University Chapter is instead returned to the senior Chapter to which they belong, and $1.50 will be deposited in the Custodial Fund for use within the District in which the school is located (B-XIII, Section 6). For students enrolled in schools outside of the U.S., Canada, and Mexico, the 51.50 normally deposited to the Custodial Fund will be used to defray additional handling and mailing costs.
The University Conference Custodial Fund, approved by the Institute's Board of Trustees, is maintained solely for the use of those schools hosting District Conferences to be used as funding for conference expenses. As mentioned above, $1.50 of each dues payment of the members of University Chapters is automatically placed in the appropriate District's Fund. Funds are distributed only by the Director of University Conferences, upon approval of the host chapter's conference budgets, both preliminary and final. More details on the disbursement of these funds are given in the University District Conference Section of this manual.
Fund-raising provides the chapter with outside supplemental funds. The key to any fund-raising drive is to define a specific purpose for the money to be raised, as well as a monetary goal for the drive. Chapter officers are responsible for checking with the Faculty Advisor or appropriate school official before planning any fund-raising project to insure that no school or state regulations will be violated.
The following are several suggestions for fund-raising projects:
(1) Organization of a student tutoring service, for a small fee.
(2) Contracted printing or other services for Senior Chapters.
(4) Campus conferences, or conferences held in conjunction with the Senior Chapter. Profits can be split between the conference hosts.
(5) Design and sale of IIE T-shirts, or other IIE items.
(6) Co-sponsored social events with other societies on campus, with admission charged to attendees.
CONDUCTING CHAPTER MEETINGS
A properly conducted chapter meeting is important and should allow for maximum disposal of the business before the chapter, yet provide for the expression of opinions of every member.
While certain procedures or actions must be rigidly observed for the legal transaction of chapter business, to become involved in the many technical points of Parliamentary Law only leads to confusion. Therefore, chapter meetings should be conducted with a minimum of formality, so that the majority of the meeting may be devoted to technical and educational programs. Any chapter becoming entangled in parliamentary procedure should examine the motives behind such debate in relation to the purpose of the Institute.
The President or the appointed Chairperson is the presiding officer and technically should not take part in any debate while occupying the chair. This person should, however, be thoroughly familiar with the rules of order so that a minimum of confusion will occur. Except as otherwise provided in the Constitution and Bylaws, conduct of the meetings and parliamentary procedures shall be governed by Roberts Rules of Order, Revised Edition.
The frequency of chapter meetings has a direct effect on member participation in these meetings. Chapter business meetings should only be held if necessary. When appropriate, they should be held at a time and place on campus that is most convenient to all student members. Weekly business meetings are not necessary if the chapter's business at hand does not dictate the need.
UNIVERSITY CHAPTER REPORTING REQUIREMENTS
Each chapter is required to provide specific information about its operation and activities throughout the year. Details of the reports required during the year and penalties for failure to submit them are described below.
Preliminary Status Report (Due October 15 of each year)
Each University Chapter, as part of its organization, is required to submit a Preliminary Status Report to the D1 rector of University Chapters by October 15 of each year. The format shown in Appendix C should be used for consistency and simplicity. A copy of the original should be submitted to the Director of University Chapters and the original retained for inclusion in the chapter's Annual Status Report. A revised copy may be added at that time if conditions necessitate changes in the information originally submitted. The chapter may be suspended from the active roll of the Institute for not submitting this report., As a result members cannot participate in presenting technical papers at University Conferences, and the chapter cannot send a delegate to the University District Conference. A chapter may be reinstated by filing the report at the appropriate time during the year in which it wishes to be reactivated.
Annual Status Report (Due March 1 of each year)
The Annual Status Report is mandatory and must be submitted either separately or as a part of the Chapter Development Report. In either case, the report is sent to the Director of University Chapters. The report should cover the academic periods closest to, or coinciding with, the calendar year. In most cases, this will begin with the semester starting in January and going through the first semester of the next academic year, ending in December. The report format should follow Section I, Administration, of the Chapter Development Report, Items l through 7 and Item 9. In preparing the Annual StatusReport following general rules should be followed:
(1) The report should be contained in a binder using clasps or some device for holding the material together with chapter name, year, etc., on the cover.
(2) The reports should be typed and proofread before being submitted.
(3) All pages should be typed single spaced, numbered and cross referenced if necessary.
Penalties for failure to submit this report are the same as those for failure to submit a Preliminary Status Report.
Every month, the chapter's Faculty Advisor receives a computer-generated roster of the chapter's members and their membership status, listing only those members whose records have changed since the previous roster. However, in September, December, March, and June, the Faculty Advisor receives a complete roster of all members' records and membership status. The chapter is responsible for reviewing these rosters for accuracy, submitting any necessary corrections as soon as possible to Institute headquarters.
Group Tax Filing
The Internal Revenue Service requires that all chapters of the Institute located within the United States and Puerto Rico annually file a tax return report. For ease of filing, Institute headquarters provides each chapter with a Financial Information Sheet from which the IIE Group Tax Report is compiled. Instructions for completion of the sheet are sent with the sheet itself in March. Chapters that comply with the reporting due date may claim Chapter Development points. See Section I, Item 9 in the Chapter Development Program Section for the point requirements. Those university chapters in Mexico and Canada should submit the appropriate tax return reports as required by their particular governments.
If a chapter does not submit this form in a timely manner, the chapter may be suspended from the active roll of the Institute. As in the case of the Preliminary Status Report, this can result in ineligibility to participate in presenting technical papers at University Conferences. A chapter may be reinstated by filing the report with the Institute.
The reporting period for the chapters runs April 1 through March 31. The information must be received at Institute headquarters no later than June 8, 1988. Plans should be made in advance of the reporting due date to insure adequate time for completion of the information sheet.
University Chapter programs can be divided into three types: technical, professional, and social. Technical programs focus on industrial engineering technology - its advances and development. Professional programs provide students with information on interviewing and resumes, as well as the profession's expectations beyond the technical information they learned in school. Lastly, social programs give the student members an opportunity to interact outside the structured learning environment. A mixed representation of these three types of programs should be offered to IIE student members, giving them exposure to all facets of the organization and of industrial engineering.
Developing Effective Programs
The Chapter's Program Committee should consider the following aspects for developing and carrying out effective programs:
(1) Meeting Notices: The Program Committee should study each meeting announcement or notice to determine whether it is effective for the purpose of creating interest and acceptance of the ideals and objectives for which the IIE was organized. Whether expressed in words, pictures, diagrams, designs, color, or a combination of these, the notices issued by a chapter should be an advertising medium for the IIE as a whole as well as the individual chapter.
(2) Building a Program: It is strongly urged that the outgoing Program Chairman present the successor with a complete well-rounded program planned for the following year. Programs should contribute to the professional development of the members. The committee should make its own choice as to whether the programs will follow a central theme for the entire year or whether they will touch on diverse topics.
Listed below are ideas for activities suitable to include in the chapter's program.
(1) Publish a monthly newsletter.
(2) Plan inspection trips to nearby industries. These may be accomplished with a dinner and a speaker from the plant.
(3) Participate in Engineering Open House Programs. At such "Open Houses" scale models can be displayed stressing the role of the Industrial Engineer.
This is to be added to the Constitution of the American Institute of the Industrial Engineers:
The goals and purpose of the Columbia University Chapter of the American Institute of Industrial Engineers are the same as those listed in the attached National Constitution. Membership in the Columbia University Chapter of AIIE, is limited to Columbia University Students who are majoring in or considering one of the three majors: Industrial Engineering, Operations Research, or Engineering and Management Systems.
Elections will be held as follows: At the end of the spring semester the President will call a meeting where only members of AIIE will be eligible to vote or run for a position on board. The candidate for each position who receives the most votes will be the newly elected officer.
(signed) Howie Tintelman December 5, 1994