Mini-Colloquia Program Procedures

A mini-colloquia is an event(s) held in either one location or multiple locations in a given geographic area whereby a group of EDS Distinguished Lecturers provide technical talks for an IEEE/EDS chapter or entity. 

 

IEEE EDS SCV/SF Mini-Colloquium hybrid event in the Engineering Building at San Jose State University

  

 

• To promote EDS technical activities
• To promote IEEE/EDS membership
• To assist local EDS chapters

 

  Defining the MQ Content

• The technical objectives of the mini-colloquium should be defined, especially to EDS DLs when inviting them to participate
• Solicit inputs from the EDS Membership, Educational Activities, and Technical Activities Committees
• Include student presentations whenever possible
• MQs organized by Chapters in collaboration with or initiated by Technical Activities Committees are preferred in focus areas.

 

 Requesting EDS Distinguished Lecturers

• Once you receive MQ funding approval, contact directly the desired EDS Distinguished Lecturers to set a date
• The chapter and lecturer should discuss if any funding is necessary to perform the lecture prior to the lecture
• After the lecture date and funding needs determined, the chapter should contact the EDS Executive Office to advise them of the agenda for the MQ.

 

 Funding

• A mini-colloquia funding request form must be submitted by an IEEE EDS Chapter and sent to the EDS Executive Office 6 months in advance of the mini-colloquia. The request should include the date and location of the event along with the listing of EDS lecturers that have agreed to speak as well as a budget.
• A mini-colloquia should consist of 3 or more EDS Distinguished Lecturers. If you are holding a mini-colloquia with 1 to 2 EDS lecturers and need funding, your funding request will be considered under the EDS Distinguished Lecturer Program Budget. The funding will not be considered under the EDS mini-colloquia budget.
• The EDS will not fund a mini-colloquia that is associated or in conjunction with a conference that charges a registration fee.
• EDS recommends that all chapters hold MQs in the general area of their local chapter in hopes to engage local chapter members.
• For a mini-colloquia that includes 3 EDS Distinguished Lecturers, the maximum funding you can receive from EDS is $1.2K per lecturer. For colloquia with 4 or more EDS Distinguished Lecturers, $6K is the maximum allowable funding from EDS (with a max of $1.2K per lecturer).
• The EDS Vice-President of Regions and Chapters (with an endorsement from the EDS Subcommittee for Regions/Chapters covering the geographic area where your event will be held) would review such requests and would decide if they should be approved.
• The EDS Executive Office would issue the provisional approval of funds to the Chapter and request to provide the final details.  The Chapter must submit final request based on the provisional approval two months prior to actual MQ dates with the MQ budget details and exact confirmed list of DLs who will be participating in the MQ.
• Upon receipt of confirmed DL list and fund allocation information, EDS will transfer the approved funds in the name of the chapter/section.
• It is the responsibility of the Mini-Colloquia organizer to discuss with the EDS lecturers their funding needs and to decide on the allocation of the funding amount that EDS has provided. In addition, it is also the organizer’s responsibility to reimburse the lecturers that the organizer has determined will receive funding.
• Chapters will be notified that if there is a mini-colloquia budget overrun and/or the chapter is not fulfilling the promise of paying DL travel expenses, then future chapter subsidies will be withheld until the issue is resolved.
• All Chapters must submit a DL/MQ Feedback form and a final MQ statement which should include a listing of DLs who presented talks and all final income/expense details within 30 days of the MQ.  Failure to do so will make the chapter ineligible to receive any future MQ funds.

 

 Publicizing the Lecture and Promoting IEEE/EDS

• Clarify the MQ presentation format in advance, either a live conference, online conference, or a playing of a video
• The Chapter Chair is expected to publicize the event by special mailings to all members of the chapter/section.
• The Lecturer should present to the audience the ‘EDS Overview’ presentation provided by the EDS Executive Office
• The Lecturer/Chapter Chair can request the EDS Office to ship membership promotional material to the event site to be distributed/sent out at the lecture

 

 To Report About the MQ

• The Chapter Chair/MQ Organizer should complete the MQ Feedback Form after the MQ is held.
• The Chapter Chair/MQ Organizer should write an article for the EDS Newsletter summarizing the highlights of the mini-colloquia and submit it to the Newsletter Editor covering the news for your area - see the EDS Newsletter for a listing of the editors