Eligibility Requirements

The Power & Energy Society leadership approved a revised High Performing Chapter Award program at the 2002 Summer Power Meeting in Chicago, July 2002. Under this program, a PES Chapter that meets the performance requirements for achieving the High Performing Chapter status for the year would be eligible to receive an award of up to $1000 to defray the future cost of operation of its chapter.

The Revised High Performing Chapter Award Program (See Summary Below)

1. The High Performing Chapter Award would be awarded yearly with a maximum award of $1000.00 and a minimum award of $400.00.
2. Chapters will earn a score based upon the following criteria:

a) Timely updates of chapter leadership contact data using an email mechanism:

Chapters must provide updated address and email information for its officers within few weeks of any change. These updates should be made to the Regional Representative, Chapters Representative, IEEE section secretary and send up to date information in an email to scs-officer-report@ieee.org, which is also listed on the Chapters web site.

This will be measured by determining if this information has been communicated to the Regional Representative and Chapters Representative throughout the year in a timely basis. For chapters whose officers change at year-end, the final update should be received no later than January 31 of next year.

b) Hold a minimum of four (4) meetings per year:

Chapter must hold four meetings during the calendar year. (Should a chapter hold more meetings, the chapter will receive extra points per meeting as discussed below.) At least three of the four meetings must be meetings where an IEEE L-31 form is submitted. The remaining meeting can be of a social, planning or administrative nature. This requirement will be measured by examining the report referred to in item 2(c) below to make certain there has been a minimum of four meetings held.

c) Utilize the Chapter Outstanding Engineer Award:

The chapter must have a defined program to recognize outstanding contributions/support by its members. This could, for example, be met by awarding the Chapter Outstanding Engineer Award (COEA) to a member of its chapter during the year. It could also be met by the chapter by including in the report it provides to the Regional Representative and the Chapters Representative a description of the program that it has in place, the recognition that it has considered and the actions taken.

This will be measured by using the records of the PES Chapters Awards Committee to determine if a request for a plaque for the COEA has been made by the chapter prior to January 31st. The request must be made to the chair of the PES Awards Committee with copy to the Regional Representative and the Chapters Representative.

d) Provide Chapter information via the web:

The chapter must maintain an active PES chapter's web page/site or a chapters web page/site linked to the PES Chapters web site. The page/site must include, at least:

1- A complete list of chapter officers including e-mail addresses
2- Information on programmed activities including date, time and location of activity, details on the activity and the speaker.
3- Details of past activities.
4- Date of last update.

[Please not that a chapter may use a section's web site or obtain help from PES to establish a web site via the PES Chapter's Webmaster at mazana.armstrong@ieee.org]

Chapter will post information concerning officers, meetings held and other activities throughout the year, on a web site accessible to all chapter members and accessible through a link on the PES chapters web site as follows:

http://www.ieee.-pes.org/chapters

This will be measured by accessing the chapter web site through the link to determine if the linkage is functional and by review of the web site by the Chapter Representative/Regional Representative to verify it has been used during the year.

e) Prepare an annual report of chapter activities:

Chapter must provide a brief but complete report of the chapter's overall activities for the previous year. The report of meeting held could be a compilation of the reports provided to the section (L-31 report) or supplied in another form. The reports should be provided to both the Regional Representative and Chapters Representative no later than January 31 of next year.

f) Graduate of the Last Decade Program:

Demonstrate a chapter PES GOLD (Graduate Of The Last Decade) program that is focused on increasing the number of PES members who have graduated from college in the last ten years. This could include awarding a chapter developed outstanding GOLD member award at the chapter level or adding a GOLD member to the chapter's Executive Committee or other steps to develop PES GOLD membership. A brief paragraph to be included in the standard form request form (See item 4 below) the award, which describes the chapters program, will be used to measure achievement of this requirement.

g) Membership Development Program:

Demonstrate a chapter PES membership development program geared to increase the membership of the chapter. The program should include a plan and a set of actions to achieve chapter membership growth. A brief paragraph to be included in the standard form request form (See item 4 below) the award, which describes the chapters program, will be used to measure achievement of this requirement.

h) Student Activity:

Sponsor a student related activity. This includes demonstrated activity with respect to IEEE Student Branches at the college level and/or with students in grades K-12 (or equivalent).

i) Educational Activity:

Sponsor an educational activity. An educational program is defined as a program which offers at least one tutorial, short course, lecture series, or other activity directly related to the education of its members. This can include technical, professional, business, project management, or other topics of interest to the chapter's membership.

j) Membership Advancement/Recognition:

Promote membership advancement, Fellow nominations, and IEEE or PES awards. This will be measured by evidence that the chapter has promoted recognition of their members and/or organizations that have supported PES activities for any of the following:
a) Have a defined program for the advancements in IEEE member grade to senior member.
b) Presentation of PES Outstanding Chapter Support Award.
c) Nominations for Fellow grade.
d) Nominations for an IEEE or PES award.

Scoring

1. Items 2a, 2b, 2c, 2d and 2e must be met and are defined as the minimum requirements. A chapter that does not meet these five (5) requirements will not be eligible for the award. A score of 40 points will be associated with meeting these minimum requirements.
   
   This will be measured by accessing the chapter web site through the

http://www.ieee-pes.org/chapters

1. This site to determine if the linkage is functional and by review of the web site by the Chapter Representative/Regional Representative to verify it has been used throughout the period.

2. Additional points will be given for item 2b (Five (5) points per additional technical meeting for two more (2) meetings, up to a maximum of 10 additional points). An extra ten (10) points maximum will also be given for meeting the requirements under items 2f, 2g, 2h, 2i and 2j, respectively.

3. A maximum of 100 points (40 for minimum requirements; 10 for additional meetings and 10 each for items 2f, 2g, 2h, 2i and 2j is achievable. The award for each chapter will be determined by taking the maximum eligible amount ($1000.00) and multiplying it by the points earned and divided by 100.

4. Chapters chairs would be required to nominate their chapters for the HPCA by completing a standard form (to be available on the PES Chapters web site) and submitting the form to their Chapter Representatives and Regional Representatives no later than January 31. The Region Representative would be required to forward their composite recommendations to the Vice President of Chapters by February 15.

Chapters who feel they have met these criteria and who need the funds for support of their ongoing chapter operations should forward a request for the grant to their Regional Representative with a copy to the Chapters Representative by the January 31st deadline. The request should include the checking account number that the check should be written to and the name, address, phone, and e-mail of the chapter officer in responsible charge of the account - note only IEEE/PES accounts will be allowed. As described above, requests for grants will be reviewed by the Regional Representative and the Chapters Representative to determine if the chapter met the requirements of the program.

For joint chapters (such as joint IAS PELS and PES) those societies reserve the right to coordinate their support programs in the event that a single chapter requests multiple grants from multiple societies.

In Summary -- Plan To Earn The Award Now

In summary a chapter interested in meeting the minimum requirements to receive an award should:

1. Keep its Chapter Representative and Region Representative informed of the chapter officers and their mailing and email addresses on a timely basis.

2. Establish a functional web site for the chapter. To use the IEEE/PES system or link your web site to the PES web site contact Mazana Armstrong at mazana.armstrong@ieee.org.

3. Plan to hold four meetings (one can be administrative, planning or social).

4. Send in a report (using the standard form) to the Regional Representative and Chapter Representative by January 31st that summarizes the chapter's activities, demonstrates that it has had four meetings, demonstrates it has used the Chapter Outstanding Engineer Award or has implemented an awards program, requests a grant for the chapter and specifies the bank account to which the grant check should be written to.

Chapters are encouraged to earn a larger award by holding additional meetings or activities as outlined in sections 2f through 2j.

It is that easy! If there is any question as to who your Chapters Representative is, please contact your Regional Representative or go to the PES Chapters Roster.