The IEEE Region 8 Student Activities Committee is announcing the Local Student Paper Contest Events Program. This program calls for section student activities and student branch leaders to submit their own version of a local student paper contest and get the chance to showcase their papers in the Regional Student Paper Contest.
This is the third and last Call for proposals. Please keep in mind that the total budget of the program is limited and that funds will be allocated according to the principle: of “first come, first served”.
Important Dates
Deadline for the proposals submission: October 15, 2023
Announcement on the funding decision: 2-3 weeks after proposal submission deadline
Event Implementation: by November 23, 2023
Reporting Submission: by November 30, 2023
Funding Release: December 2023
Goals
The program aims to:
Giving incentives to IEEE Region 8 Sections and Student Branches for establishing local student paper contests;
Provide an opportunity for students to showcase their technical skills;
Promote the Regional Student Paper Contest, as well as increase awareness and participation.
Rules
The program rules are the following:
Applicants to this program can be either Sections or Student Branches;
The application should include an endorsement letter:
For Sections, only the Section Chair, SSAC, or SSR can provide an endorsement;
For Student Branches, only the Student Branch Chair or Counselor can provide an endorsement.
Participants should be students affiliated with the organizing OU;
The local SPC papers cannot get published in conference proceedings with ISBN;
The local contest should follow the rules of R8 SPC;
The finalists’ papers for these local events have to be submitted in the Regional Student Paper Contest:
1 finalist for OUs with less than 100 student members;
2 finalists for OUs with 100 – 199 student members;
3 finalists for OUs with more than 200 student members.
Note: Student members include both Student Member Grades and Graduate Student Member Grades.
Submissions
The proposal shall contain the following information:
Summary of the proposal (max. 250 words)
Description of the Local Student Paper Contest
Proposed Title, Date, Venue and Organizing Team
Preliminary Budget
Suggested Program and Time Schedule
Goals and KPIs
Provide a short timeframe with milestones
The event should be organized within the year of approval and in any case before the R8 SPC deadline for submissions
The submission shall:
be a maximum of 6 pages (without endorsement letter);
be in Times New Roman font and 11 font size;
be submitted in pdf format;
include a letter of endorsement as an attachment (important: the applicant and the signer of the endorsement letter cannot be the same person!).
Judging
Proposals will be judged from R8 SAC in the following areas:
Solid content and Planning;
Alignment with program goals.
Funding
The entries that exceed the minimum standards will receive up to 300 $ per Student Branch or up to 500 per Section to be used as secured funding. The funding will be sent to the (parent) Section’s bank account after the submission and evaluation of the final report.
The IEEE Region 8 Student Activities Committee is announcing the Collaborative Student Initiatives Booster Program. This program calls for section student activities leaders (Section Chairs, SSACs, SSRs) and student branch leaders (Student Branch Chairs and Counselors, Student Branch Chapter Chairs and Advisors, WIE Chairs and Advisors) to submit proposals for collaborative initiatives or project ideas in the area of Student Activities.
Goals
The program aims to:
Giving incentives to IEEE Region 8 Sections and Student Branches for collaboration on Student Activities and support them;
Provide an opportunity for IEEE Region 8 Sections and Student Branches to initiate collaborative programs in Student Activities;
Showcase the innovation and drive of IEEE Region 8 Sections and Student Branches to an international student audience;
Find, promote, and establish creative programs that provide value to IEEE students.
Rules
The program rules are the following:
The initiatives or project ideas shall be new and not from the existing pool of IEEE Students Programs;
Applicants to this program can be only Sections and Student Branches:
For Student Branches, they must have submitted their annual report;
In the case of Student Branch Chapters or Women in Engineering, their parent Student Branch is considered on the applicant on their behalf of.
One applicant only is considered as the financially responsible (FR) OU;
The FR OU receives the funding from the program;
If the FR OU is a Student Branch, an endorsement from its Section Chair or Treasurer should be included.
There should be at least 2 applicant OUs of the same level (Section / Student Branch);
Each OU can submit only 1 entry as the FR one and up to 2 entries in total;
Applicants who were funded in previous R8 SAC Programs and haven’t delivered the reports requested are not qualified to apply;
The application should include an endorsement from all applicant OUs:
For Sections, only the Section Chair, SSAC, or SSR can provide an endorsement;
For Student Branches, only the Student Branch Chair or Counselor can provide an endorsement.
For Student Branch Chapters or Women in Engineering, the respective Advisor can also provide an endorsement.
Judging
Proposals will be judged from R8 SAC in the following areas:
Innovation and Originality;
Solid content and Planning;
Usability and Benefits to Students;
Scalability and Sustainability;
Alignment with MGA SAC goals.
Full involvement of all parties in the organization of the event and participation.
Submissions
The proposal shall contain the following information:
Description of the proposed cross-sectional initiative or project idea
Goals and KPIs
Provide a short timeframe with milestones
The idea should be completed within the year of approval
How does the idea align with MGA Student Activities goals?
Only SB Technical Chapters can apply on this track.
Student Branch Women in Engineering Initiatives Track;
Only SB WIE AGs can apply on this track.
New Engineers Track.
Both Sections and Student Branches can apply to this track.
The New Engineers Track focuses on encouraging collaborations with pre-university students and teachers to establish educational activities that promote the benefits of being an Engineer.
This track aims to help Student Branches and Sections organize educational programs with schools and encourage students to use different and more interactive teaching methods.
Funding
The best entries that exceed the minimum standards can receive up to 1,800 $ per initiative to be used as secured funding for piloting their proposals. The funding will be sent in the (parent) Section’s bank account after the submission and evaluation of the final report. The funding does not cover virtual platform costs. Funding Eligibility Criteria and Outcome Reporting Rules are applied to this program.
The final funding depends on the Student Branches involved (in the case of Sections the number of their Student Branches that have submitted their annual report is considered) and on the affected sections. In case of collaboration with local Young Professionals (endorsement letter from local YP Chair is required), a bonus of +100 $ is considered on the base funding. The maximum funding is calculated as <base funding>x<funding multiplier>, according to the following table:
# of Student Branches
Base Funding
# of Sections
Funding Multiplier
1
0 $
1
x 1
2 – 3
200 $
2 – 3
x 2
4 – 7
400 $
4 – 7
x 2.5
8 +
500 $
8 +
x 3
Application Guide
In order to help you in writing your application, we have prepared for you three guides to help you write and submit a strong and resilient application:
Collaborative Student Initiatives Booster Program: Program Guide
The IEEE Region 8 Student Activities Committee is announcing the SYP Networking Activities Program. This program calls for student branch leaders (Student Branch Chairs and Counselors) to submit proposals for social and networking activities between student branches and young professionals that mix personal development with professional development and promote membership transition.
Goals
The program aims to:
Enhance the bonding between the local Student Branches and the local YP AG;
Establish collaborative activities between student branches and young professionals;
Be the meeting place for networking, social and professional development activities;
Promote the student – YP transition membership transition and infersize on the importance of IEEE in building a student’s career;
Provide incentives for collaboration with Young Professionals for STEP events.
Rules
The program rules are the following:
Applicants to this program can be only Student Branches that have submitted their annual report;
The application should include an endorsement letter from the respective Student Branch Counselor.
The application must be supported by the respective local Young Professionals affinity group;
The application should include an endorsement letter from the respective Affinity Group Chair.
Participants should be students from the organizing (and/or) other Student Branches and YPs from the respective Section with a minimum participation of 10 participants;
The program of the event should include at least one session for:
IEEE Young Professionals;
Student Transition to YPs;
Professional Development;
Networking and Socializing.
Judging
Proposals will be judged from R8 SAC in the following areas:
Solid and innovative program content and Planning;
Relevant sessions;
Benefits to students on their transition to YPs;
Alignment with program goals;
Submissions
The proposal shall contain the following information:
Description of the proposed SYP Networking Activity
Proposed Title, Date, Venue and Organizing Team
Preliminary Budget
Suggested Program and Time Schedule
Goals and KPIs
Provide a short timeframe with milestones
The event should be organized within the year of approval
The submission shall:
be a maximum of 8 pages (without endorsement letter);
be in Times New Roman font and 11 font size;
be submitted in pdf format;
include as an attachment the endorsement letter.
Funding
The entries that exceed the minimum standards will receive up to 500$ per activity to be used as secured funding after the submission and evaluation of their final report. The funding will be sent in the parent Section’s bank account after the submission and evaluation of the final report. The funding does not cover virtual events and costs and covers up to 60% of the total budget. Funding Eligibility Criteria and Outcome Reporting Rules are applied to this program.
Application Guide
In order to help you in writing your application, we have prepared for you three guides to help you write and submit a strong and resilient application
The IEEE Region 8 Student Activities Committee is honourably announcing the SECONDCALL for the Local Student Paper Contest Events Program.
This program calls for section student activities (SSAC) and student branch leaders (SBs’ Chair) to submit their own version of a local student paper contest event and get the chance to win a grant of 300$ per Student Branch or 500$ per Section.
Be prepared for the next call in September 2023. The local winners are highly supported and encouraged to apply for the Regional SPC.
& Keep it quick, first come, first served, and invite all of your talented students as SB or Section Officers or even Conferences officers at IEE
Important Dates
Deadline for the proposals submission: July 5, 2023
Announcement on the funding decision: 2-3 weeks after proposal submission deadline
Event Implementation: August – November 2023 (please plan November 23 as the last date for implementation because of the R8 SPC deadline, December 1)
Reporting Submission: by November 30, 2023
Funding Release: December 2023
Goals
Giving incentives to IEEE Region 8 Sections and Student Branches for establishing local student paper contests;
Provide an opportunity for students to showcase their technical skills;
Promote the Regional Student Paper Contest, as well as increase awareness and participation.
General
Once every year, each IEEE Region 8 (R8) Student Branch (SB) may hold a Local Student Paper Contest (LSPC) under its own responsibility.
The winner(s) of each LSPC may submit their papers for the R8 SPC. A Branch may submit one paper if it has 10 – 99 members, up to two papers if it has 100 – 199 members, and up to three papers for members beyond 200 based on the latest available IEEE Annual Statistics.
Even if a Local SPC is not held by a Student Branch, one paper can be submitted by the SB to the Regional SPC if the SB Counselor supports the paper and the paper complies with the SPC rules. Moreover, SB or Section officers can identify and encourage talented students to submit their technical papers to the R8 SPC. Conferences (supported by the IEEE OUs and taking place in the R8 area) that have student papers sessions included in their programs could also offer the possibility to submit the best student papers to the R8 SPC. In that case, full students’ papers should not be published in the Conference Proceedings to qualify for submission in R8 SPC.
Authors
Only IEEE Student Members and IEEE Graduate Student Members are permitted to author papers submitted to the Regional SPC in its initial phase. Each author has to be an active member of a Student Branch in Region 8 at the time of the original submission of the paper and a member (student or not) of the IEEE at the time of the oral presentation.
The work presented in the paper must have been completed during undergraduate or graduate studies. In other words, the work presented in the paper must not be part of the Ph.D. research. Submission of the paper to the R8 SPC must be completed within 12 months after graduation.
After the first R8 SPC phase is completed and the five best papers are selected, finalists’ supervisors/mentors may be added as authors to the final versions (camera-ready papers). This does not change in any way the basic rule that the submitted paper is the work of the student.
Papers
Papers should cover technical and engineering aspects of a subject reasonably within or related to the areas with which the IEEE is concerned. The work need not be original in engineering or scientific content but should be original in treatment and clearly show the author’s contribution to the subject.
Although the paper previously submitted to the Local Student Paper Contest may be written in local language, the paper submitted to the Regional SPC must be written in English.
Previously published work will not be accepted in the R8 Student Paper Contest.
The paper should not exceed six (6) pages. Overlength papers will not be considered for the contest.
The paper must be written using the two-column IEEE Transaction style. A font size of 10 pt or larger should be used. The IEEE Style Manual and Conference Paper templates in various formats are available here.
Please don’t forget to remove authors and institutions from the initial paper! As mentioned above, the final version will contain authors, institutions, and if needed the mentor/supervisor name(s) as well
Rules
(Read Carefully)
Applicants to this program can be either Sections or Student Branches;
The application should include an endorsement letter:
For Sections, only Section Chair, SSAC or SSR can provide an endorsement;
For Student Branches, only Student Branch Chair or Counselor can provide an endorsement.
Participants should be students affiliated with the organizing OU;
The local SPC papers cannot get published on conference proceedings with ISBN;
The local contest should follow the rules of R8 SPC;
As mentioned above, it is strictly required that the initial version of the SPC paper submitted to the R8 SPC does not show the identities of the authors and their higher education institutions;
The finalists papers of these local events have to be submitted for the Regional Student Paper Contest:
1 finalist for OUs with less than 100 student members;
2 finalists for OUs with 100 – 199 student members;
3 finalists for OUs with more than 200 student members.
Note: Student members include both Student Member Grade and Graduate Student Member Grade.
Note: Even if a Local SPC is not held by a Student Branch, one paper can be submitted by the SB to the Regional SPC if the SB Counselor supports the paper and the paper complies with the SPC rules.
Submissions
The proposal shall contain the following information:
Summary of the proposal (max. 250 words)
Description of the Local Student Paper Contest
Proposed Title, Date, Venue and Organizing Team
Preliminary Budget
Suggested Program and Time Schedule
Goals and KPIs
Provide a short timeframe with milestones
The event should be organized within the year of approval and in any case before the R8 SPC deadline for submissions
The submission shall:
be a maximum of 6 pages (without endorsement letter);
be in Times new roman font and 11 font size;
be submitted in pdf format;
include as attachment the endorsement letter.
Paper Guidelines are:
Title page. The title should contain the minimum number of keywords necessary to accurately represent the paper’s content.
Abstract. The abstract, no longer than 100 words, should provide the essential facts of the paper’s content, such as a brief statement of the problem or objective and a concise summary of results or conclusions. Methods or other details should only be included if they are unique or of particular significance.
Introduction. The introduction should lead the reader to develop an understanding of the paper’s significance. Background information, including the state of the art, should be provided. The added benefits of the method of approach and the importance of results or conclusions should be emphasized.
Body. The main argument should be presented in a logical sequence according to a prepared outline, complete with supporting data. Writing should be in the third person. Curves, charts, or tables are useful for presenting supporting data and results.
Conclusions. Conclusions are often considered the most important part of a paper. They should be stated concisely in a separate section at the end of the paper. If there are three or more conclusions, numbering each and setting them off in a separate paragraph can increase emphasis.
Appendices. Appendices should be used for detailed mathematical proofs, equation development, and examples that are subordinate to the main argument in the body of the paper but not essential to following the argument. References to appendices should be made in the text.
References. Any information or development taken from external sources, such as books, periodicals, or courses, should be clearly referenced in the text, and a suitable reference list appended to enable readers to consult those sources.
Submission
As mentioned above, it is strictly required that the initial version of the SPC paper submitted to the R8 SPC does not show the identities of the authors and their higher education institutions.
The Cover Page should contain the authors’ and institutions’ data, and the Paper Supplement should provide additional information about the paper, helping the jury members with judging. The Counselor Certificate should confirm the authors’ eligibility for submitting their papers for the SPC, including the author’s IEEE membership number(s), the study level, and the year(s) during which the work was performed. Any other useful information concerning the work and background is welcome.
From the Submission Package, only the paper without authors’ names and Paper Supplement will be sent to jury members.
The deadline to send SPC papers accompanied by other required documents is normally 1 December of the current year for the contest to be held in the next year. If the deadline is extended, the new deadline will be published on SAC website and in social media.
Send the SPC submission packages by email to r8sac@ieee.org.
Judging
Proposals will be judged from R8 SAC in the following areas:
Solid content and Planning;
Alignment with program goals.
An international Jury will grade the written papers without knowledge of the identity of the authors and their institutions. The number of Jury members is four to five, including the R8 SPC Coordinator.
The contest consists of two parts, a written part and an oral part. The maximum number of points for the written part of the contest is 70, with technical content graded with a maximum of 45 points, and the quality of presentation graded with a maximum of 25 points. Based on the written part, the jury will select five papers for presentation at the Region 8 SPC oral finals. The maximum number of points for the oral part is 30.
JURY GUIDELINES ON GRADING THE PAPER
To provide a uniform grading standard, the following criteria are suggested:
Do the authors present their independent work?
Is the significant amount of presented work new? Do the authors present a novel interpretation of existing work?
Is the subject matter of substantial technical content and is it presented at an acceptably advanced level?
Is the 100-word abstract concise, informative and accurate?
Does the written presentation include a satisfactory introduction which properly orients the reader with respect to the general area with which the paper deals?
Do the conclusions of the paper summarize the reader’s impression of what the work has accomplished? Are the conclusions supported by evidence?
Is the paper technically accurate?
Does the exposition (and analysis which may be involved) proceed in an orderly and logical manner? Is the paper self-contained (complete, having all that is needed)?
Does the author exhibit ingenuity and resourcefulness in methods of presentation, choice of illustrations, use of analogies and the like?
Is an unmistakable meaning conveyed with acceptable brevity?
Is the format and typesetting quality of the paper appropriate?
Is the list of references adequate?
Is the text written correctly in terms of English language?
About Oral Finals:
Finalists selected by the Jury will be invited to present their papers at one of the Region 8 Flagship Conferences within a special SPC session (normally MELECON or EUROCON). Finalists are also invited to attend the conference fully and are waived from paying the conference registration fee. Travel expenses (train 2nd class, bus or plane economy class for long distances) will be provided by the Region 8 Student Activities Fund to one author of each paper accepted for oral presentation. Living expenses which may occur while attending the oral presentation may also be reimbursed. The guidelines for the expense reimbursement will be provided to finalists before the conference.
Finalists should give a pleasant and logical presentation of the subject matter suited to 15-20 minutes. The presentation should not attempt to cover the entire paper but rather to give a general idea and enlarge on one or two specific points. The Jury will question each contestant for an additional period of 10 minutes typically.
Prizes
Based on both the written and oral parts, the final ranking list will be made. Winners will be announced and awarded at the Awards Ceremony, typically held during the Conference Gala Dinner.
There are cash prizes for the 1st, 2nd, and 3rd place of $800, $500, and $200, respectively. In addition, the Region 8 Student Activities Committee offers $250 to the Student Branch from which the winner comes.
Funding
The entries which exceed the minimum standards will receive up to 300$ per Student Branch or up to 500$ per Section to be used as secured funding. The funding covers up to 80% of the total budget.
The funding will be sent in the (parent) Section’s bank.
Reporting
Should your funding be initially approved, you will have to submit follow-up documents after the event takes place.
The required follow-up materials include:
Report of the event, including the description of the event and its outcomes
Number of attendees (divided according to IEEE and non-IEEE members)
Impact of event (presence of any significant participants/speakers, partnerships or collaborations with other IEEE organizational units or Industry, and reach on social media – including posts, amount of views and number of unique engagements)
The IEEE Region 8 Student Activities Committee is announcing the Local Student Paper Contest Events Program. This program calls for section student activities and student branch leaders to submit their own version of a local student paper contest and get the chance to showcase their papers on the Regional Student Paper Contest.
This is the first Call for proposals and there will be an additional two, in June and September. Please keep in mind that the total budget of the program is limited and that funds will be allocated according to the principle: of “first come, first served”.
Important Dates
Deadline for the submission of the proposal: May 20, 2023
Announcement on the funding decision: 2-3 weeks after the proposal submission deadline
Event Implementation: June – November 2023 (please plan November 23 as the last date for implementation because of the R8 SPC deadline, December 1)
Reporting Submission: by November 30, 2023
Funding Release: December 2023
Goals
The program aims to:
Giving incentives to IEEE Region 8 Sections and Student Branches for establishing local student paper contests;
Provide an opportunity for students to showcase their technical skills;
Promote Regional Student Paper Contest, as well as increase awareness and participation.
Rules
The program rules are the following:
Applicants to this program can be either Sections or Student Branches;
The application should include an endorsement letter:
For Sections, only Section Chair, SSAC or SSR can provide an endorsement;
For Student Branches, only Student Branch Chair or Counselor can provide an endorsement.
Participants should be students affiliated with the organizing OU;
The local SPC papers cannot get published in conference proceedings with ISBN;
The local contest should follow the rules of R8 SPC;
The finalist’s papers of these local events have to be submitted in the Regional Student Paper Contest:
1 finalist for OUs with less than 100 student members;
2 finalists for OUs with 100 – 199 student members;
3 finalists for OUs with more than 200 student members.
Note: Student members include both Student Member Grade and Graduate Student Member Grade.
Submissions
The proposal shall contain the following information:
Summary of the proposal (max. 250 words)
Description of the Local Student Paper Contest
Proposed Title, Date, Venue and Organizing Team
Preliminary Budget
Suggested Program and Time Schedule
Goals and KPIs
Provide a short timeframe with milestones
The event should be organized within the year of approval and in any case before the R8 SPC deadline for submissions
The submission shall:
be a maximum of 6 pages (without endorsement letter);
be in Times new roman font and 11 font size;
be submitted in pdf format;
include as an attachment the endorsement letter.
Judging
Proposals will be judged from R8 SAC in the following areas:
Solid content and Planning;
Alignment with program goals.
Funding
The entries which exceed the minimum standards will receive up to 300$ per Student Branch or up to 500$ per Section to be used as secured funding. The funding will be sent to the (parent) Section’s bank account after the submission and evaluation of the final report. The funding does not cover virtual platforms costs and covers up to 80% of the total budget. Funding Eligibility Criteria and Outcome Reporting Rules are applied to this program.
The IEEE Region 8 Student Activities Committee is announcing the Local Student Paper Contest Events Program. This program calls for section student activities and student branch leaders to submit their own version of a local student paper contest and get the chance to showcase their papers on the Regional Student Paper Contest.
Goals
The program aims to:
Giving incentives to IEEE Region 8 Sections and Student Branches for establishing local student paper contests;
Provide an opportunity to students to showcase their technical skills;
Promote Regional Student Paper Contest, as well as increase awareness and participation.
Rules
The program rules are the following:
Applicants to this program can be either Sections or Student Branches;
The application should include an endorsement letter:
For Sections, only Section Chair, SSAC or SSR can provide an endorsement;
For Student Branches, only Student Branch Chair or Counselor can provide an endorsement.
Participants should be students affiliated with the organizing OU;
The local SPC papers can not get published on conference proceedings with ISBN;
The local contest should follow the rules of R8 SPC;
The finalists papers of these local events have to be submitted in the Regional Student Paper Contest:
1 finalist for OUs with less than 100 student members;
2 finalists for OUs with 100 – 199 student members;
3 finalists for OUs with more than 200 student members.
Note: Student members include both Student Member Grade and Graduate Student Member Grade.
Judging
Proposals will be judged from R8 SAC in the following areas:
Solid content and Planning;
Alignment with program goals.
Submissions
The proposal shall contain the following information:
Summary of the proposal (max. 250 words)
Description of the Local Student Paper Contest
Proposed Title, Date, Venue and Organizing Team
Preliminary Budget
Suggested Program and Time Schedule
Goals and KPIs
Provide a short timeframe with milestones
The event should be organized within the year of approval and in any case before the R8 SPC deadline for submissions
The submission shall:
be a maximum of 6 pages (without endorsement letter);
be in Times new roman font and 11 font size;
be submitted in pdf format;
include as attachment the endorsement letter.
Funding
The entries which exceed the minimum standards will receive up to 300$ per Student Branch or up to 500$ per Section to be used as secured funding. The funding will be sent in the (parent) Section’s bank account after the submission and evaluation of the final report. The funding does not cover virtual platforms costs and covers up to 80% of the total budget. Funding Eligibility Criteria and Outcome Reporting Rules are applied on this program.
The initiative you are applying with either the SYP, Leadership Camp, Officer Meetup, or Booster Program to the IEEE Region 8 SAC needs to respect and adhere with the conditions stated below in order to be eligible for the funding
NB: Please also note that the funding amount can only be granted after the approval of the submission, the realization of the event and the submission of the required items listed below after the event.
Funding Eligibility Criteria
No funding is provided for virtual platforms, COVID tests, Visa applications, and international flights;
Travel funding is only accepted for domestic travels;
If no deadline is set for the program, the funding request should be submitted at least 4 weeks before the event is scheduled to take place;
Should your funding be initially approved, you will have to submit the outcome report after the event takes place;
Please be aware that funding is issued only after the event takes place and the required outcome reporting are received, initial approval does not necessarily mean that you will get the funds requested.
Outcome report must be submitted within thirty days (30) after the conclusion of the activity with all requested details including the use of funds;
Be aware that the committee issue funding at their next scheduled meeting usually once per month;
Approved amount of funds may be lower/different from the requested amount due to content of application or outcome report;
The committee reserves the right to request documentation to prove the costs of events before approving for funding;
Initial funding per program may be provided only once per OU per year;
Please itemize all expenses in US dollars only (please do not use local currency in the proposal);
If an outcome report is not received, future requests for one year will not be reviewed and/or awarded;
The outcome report may be published in R8 channels.
Outcome Reports
If your event funding has been approved, you should submit the necessary outcome reporting. These materials should be submitted within 30 days after the event takes place. OUs that fail to submit the required outcome report within 30 days after the event took place will not receive any event funding. An outcome reporting submission can lead to future requests for one year not be reviewed and/or awarded.
The required materials include:
Detailed report of the event:
Description of the event and its outcomes;
Number of attendees (divided according to IEEE and non-IEEE members);
Impact of the event (presence of any significant participants/speakers, partnerships or collaborations with other IEEE organizational units or Industry, and reach on social media – including posts, amount of views and number of unique engagements).
Final budget:
Please include both the tentative budget and the actual spendings, either on separate spreadsheets, or side by side, for comparison purposes.
Attendance report:
Full name of participants (first name, last name);
Email;
Section and Student Branch (if applicable);
If they are an IEEE member or not;
This information is covered by the IEEE Privacy Policy.
Photos or videos from the event:
Remember to get approval in advance from the pictured participants;
It is strongly recommended to include IEEE logo and IEEE R8 SAC logo in the photos;
It is recommended to include a group photo with all the participants and photos with promotional materials of the event (flags, roll-up banners, posters, etc);
It is recommended to submit an event poster with all information of the event as well as photos and all the supporting units logos.
Copies of all advertising materials used (flyers, posters, email invitations etc.);
