CEAA Restructuring(version 2)

September 15, 2009

Joseph Hughes

General Timeline

Feb 09 - APC presentation & discussion CTAA, CEAA to draft proposals for Sept. mtg

July 09 - CEAA discussion Focus on issues, general concepts

Sep 09 - APC review of draft proposal Jan 10 - CEAA recommends charter mods Feb 10 - APC, EAB approval July 10 - new structure takes effect

Goals of CEAA Restructuring

Improve committee effectiveness Currently too large for effective deliberation Focus on key responsibilities Match size and structure to workload needs Match meeting characteristics to needs

Scalable structure for future requirements Increase in programs, international visits

Cost savings Update processes & charter

Key CEAA Responsibilities

PEV recruitment, initial (specific) training PEV assignment, mentoring, retraining Ensure quality of review process

PEV monitoringQuality and consistency of reports, actionsMaintain program-specific criteria

Recruit, train, mentor CEAA & EAC reps Policy, strategy, planning, & administration

Resource-Intensive Tasks

PEV selection Review of applications by multiple CEAA members

PEV management Mentoring of new PEVs during training Mentoring of PEVs (particularly, if new) during visits Review of visit reports, recommended actions

Identification of PEVs requiring future action CEAA & EAC caucus action on reports, actions

Visit assignment (mostly coordinator, not committee)

Possible New CEAA Model Voting members (~15)

CEAA chair 8 at-large members Visit assignment coord Training coordinator APC chair EAC representative to APC IEEE member EAC ex-com

(or EAC commissioner) IEEE member ABET BoD

(all terms July 1 – June 30)

Non-voting members (3)

IEEE VP Education or rep CSAB liaison ECEDHA chair or rep

(IEEE does not pay expenses)

EAC commissioners (10)

Corresponding members EAC alternates CEAA alternates Visit assignment backup Coordinating society reps

At-Large Members

Voting Members Principal Responsibilities

Serve as CEAA vice-chair or subcommittee chair/member

Review applications for new PEVs Elect CEAA, EAC members/alternates Mentor new PEVs during training Mentor PEVs during visits, review visit reports Supervise mentor pools members

At-Large Members (continued)

Attend two CEAA meetings per yearReports and plans for areas of responsibilityLong-range strategic issues and plans, e.g.:

IEEE program criteria PEV recruitment and training

Interact with EAC membersAdministrative functions

Other Member Responsibilities Visit Assignment Coordinator

Maintain PEV data, recommend number of new PEVs needed Maintain PEV reserve pool list, assign as needed with approval

of CEAA chair and APC chair At January meeting take notes on PEV and program issues for

follow-up and EAC caucus Attend July EAC meeting as observer

Travel paid by IEEE Chair Wednesday evening EAC caucus

Training Coordinator Chair CEAA training subcommittee Coordinate with ABET training activities, develop CEAA training

materials and processes May also hold another CEAA position

EAC Commissioners Attend only July CEAA meeting

Travel paid by ABET to attend EAC meetings Non-voting, except for election of EAC

commissioners and alternates Included on email alias, CEAA web site, etc. May also hold certain other positions, and attend

meetings in those roles CEAA subcommittees Training Coordinator APC representative

Corresponding Members Non-voting, don’t normally attend meetings

Included on email alias, CEAA web site, etc. EAC alternates attend July EAC and CEAA meetings

CEAA, EAC Alternates Up to 3 of each; more if additional vacancies will occur in next year Elected by CEAA, approved by APC and EAB Appointed by CEAA chair to fill vacancies as they occur, subject to

consent of APC chair May hold other roles, as appropriate

Coordinating society representatives Societies with which IEEE shares program criteria responsibility Costs covered by participant’s society IEEE participants may attend meetings when needed, as determined by

CEAA chair and APC chair

CEAA Subcommittees Five standing subcommittees: Awards, Criteria,

Mentoring, Nominating, Training Ad-hoc subcommittees created by CEAA chair Chaired by at-large CEAA members

Training subcommittee chaired by Training Coordinator Other subcommittee members drawn from

CEAA members not otherwise assigned EAC members Corresponding members Experienced PEVs, PEV reserve pool, mentor pool

Subcommittees work primarily by email, conference calls, etc.

CEAA Meetings / Primary Tasks January meeting (EAC commissioners do not attend this meeting)

Selection of new PEVs; mentor assignments for training Elect/appoint new/continuing CEAA members, alternates, chair Review program reports and recommended actions General business, as needed Possible joint meeting with CTAA

EAC Caucus prior to Commission meeting EAC commissioners; chaired by visit assignment coordinator

July meeting following Commission meeting (new CEAA members, includes EAC commissioners) Report on EAC meeting and EAC-related business Elect/appoint new/continuing EAC commissioners & alternates

EAC commissioners also eligible to vote on these actions General CEAA business meeting (reports, planning, discussion)

Tiered Mentoring Process (new) First-year PEVs

Assigned a CEAA mentor during ABET training Assigned to 2-member CEAA mentoring team Active mentoring, including pre-visit review Report reviewed and PEV evaluated by both CEAA team members

Second-year PEVs Assigned to 2-member CEAA mentoring team Active mentoring Report reviewed and PEV evaluated by one CEAA team member

More-experienced PEVs Assigned to one member of mentoring pool Passive mentoring

Based on evaluation, a PEV may be assigned to a higher level of mentoring for following year than would normally occur

Tiered Mentoring Process (2)

Mentoring PoolDrawn from former CEAA members, PEV

reserve pool, former PEVsReview PEV reports and recommended

actionsEvaluate PEV performancePassive mentoring to provide PEV support

when requestedSupervised by CEAA mentors

Tiered Mentoring Workload

Assume 8 CEAA at-large members, 120-135 visits, 20 first-year PEVs, 20 second-year PEVs

Each CEAA at-large member handles 5 first-year PEVs (mentoring, review report, PEV evaluation) 2-3 second-year PEVs (mentoring, review report, PEV eval) 1-2 mentor pools members (process 10-12 reports & evals)

Mentor pool members 16 mentors, 5-6 reports per mentor 8 mentors, 10-12 reports per mentor

Scaling of mentor pool should handle growth without requiring additional CEAA at-large members

Managing Conflicts of Interest

Applies to PEVs, mentors, CEAA, EACNew mentoring structure increases number of

potential conflict situations Actions

Annual reminderJanuary meeting – recuse self from

discussion of programs, signed recordVerify absence of conflicts when assigning

CEAA and mentor pool members to PEVs

Volunteer Life Cycle Options

PEV PEV reserve

CEAAalternate

CEAA EACalternate

Mentor EACPool