CHAPTER ORGANIZATION

CHAPTER MEMBERSHIP

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.

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.

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.

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).

1. having a curriculum in either Industrial Engineering, or Industrial Engineering Technology, or related curriculum which leads to the baccalaureate or associate degree and which is accredited by an agency recognized by the Institute of Industrial Engineers. The acceptability of the related curriculum shall be determined by the IIE Education Policy Board (revised DOT 3/84).
2. having one full-time Faculty Member who is at least a Member of IIE and who agrees to serve as Faculty Advisor to the proposed chapter.

II. Granting of Provisional Charters* to University and Technology Chapters

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 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:

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. President
2. Vice-President
3. Secretary
4. Treasurer
5. Any additional offices developed by the chapter

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.

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.

(5) Officers should hold frequent conferences with the Faculty Advisor.

(6) Officers should seek guidance from past officers.

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:

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:

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:

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.

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.

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.

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.

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.

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:

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.

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.

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.

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.

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.

The Chapter's Program Committee should consider the following aspects for developing and carrying out effective programs:

Listed below are ideas for activities suitable to include in the chapter's program.

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