Professional Activities
Project Financing

Most IEEE Sections have a Professional Activities Committee for Engineers (PACE) as part of their executive committee. Professional activities have become very important to the membership in areas such as career development, employment assistance, technology policy issues, professional education, government activities, student professional awareness, and precollege mathematics, science, and technology education. Many of these professional activities programs are included in the section’s annual budget, but there are times when additional funds are needed to initiate new activities. Sources of professional activities project funds and the general procedure for requesting and accounting for these funds are described below.*

The primary source of funds for professional activities programs is the section’s operating budget. At the beginning of each fiscal year, the section PACE chair submits a professional activities program plan for the year, along with the estimated cost of the proposed activities. The section chair, budget and finance committee, and/or the executive committee approve the annual PACE budget as part of the section’s overall operating budget. Some professional activities projects bring in money from other sources or generate their own income (e.g., from registration fees). However, if the section’s financial resources and anticipated income from other sources are inadequate to advance the amount required to promote and implement a proposed professional activities project, the section PACE chair may wish to apply for Regional Professional Development Funds. This is done through the Regional PACE Coordinator.

To request Regional Professional Development Funds, the section must submit a Project Plan and Financing Request form (attached) to the Regional PACE Coordinator (or Area PACE Coordinator, in larger regions). This form describes the objectives of the proposed project, the activities that will be undertaken to meet the objectives, how the results of the project will be measured in relation to the stated objectives, how many members will benefit from the project, the schedule of events, the estimated cost, and the sources of funds. The form must be signed by the Section Chair as well as the PACE Chair, as an indication of the executive committee’s support. Without this support, the project is less likely to benefit the maximum number of members and consequently will not be approved.

Upon receipt of the Project Plan and Financing Request, the Regional PACE Coordinator normally separates the pre-event costs for promoting and initiating a professional activities project from the variable costs, which are dependent upon attendance or participation. A recommendation is then made to the regional director that the up-front costs be paid prior to the event. If approved, the Regional Treasurer issues a check to the Section Treasurer, payable to the IEEE section.

There are several additional sources of IEEE funds in support of professional activities projects. Sections often are able to secure voluntary contributions from local business and industry, especially for precollege math and science education projects. Most Regions have funds for special projects whose costs exceed the financial resources of a section. Your Regional PACE Coordinator can tell you the best source of IEEE funds for your professional activities projects and the proper procedures for requesting these funds.

A good professional activities project not only will engage the local IEEE leadership and other volunteers, but will also attract the money to be successful. Never let the lack of funds keep a good idea from benefiting the professional needs of the membership.

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*The information provided herein also is applicable to areas and councils and to chapters dealing through sections within Regions 1 through 6.

After completion, send this form to your Regional PACE Coordinator.

Reporting on Professional Activities Projects

After a project is completed, the project manager fills out a Professional Activities Project Report form (attached) and sends it to the Regional PACE Coordinator. The first page of this form lists the actual expenses incurred for the project and the income from all sources. If Regional Professional Development Funds were used and there is an outstanding balance, the Regional PACE Coordinator has a second check issued to the section treasurer.

The Professional Activities Project Report form also provides space to describe the project’s results. The purpose of this section is to obtain feedback on the success or failure of professional activities projects supported by Regional Professional Activities Support Funds.

The Regional PACE Coordinator will not approve a section’s request for additional funds unless Professional Activities Project Report forms have been filed for all completed projects. A well-written project report also may be considered for publication in IMPACT.

Regional Professional Development Funds are allocated to IEEE Regions 1-6. At the end of each calendar year, the Regional PACE Coordinator is required to submit project reports on the professional activities the region has funded. Only then will the IEEE-USA treasurer release the next year’s allocation of Regional Professional Development Funds.

Professional Activities Project Report Form

Send completed form to your Regional PACE Coordinator

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Last Update: 08 May 2007
Staff Contact: Sandra Kim, sandra.kim@ieee.org