CEAA Restructuring
(version 2)
September 15, 2009
Joseph Hughes
General Timeline

Feb 09
 CTAA,

July 09
 Focus




Sep 09
Jan 10
Feb 10
July 10
- APC presentation & discussion
CEAA to draft proposals for Sept. mtg
- CEAA discussion
on issues, general concepts
- APC review of draft proposal
- CEAA recommends charter mods
- APC, EAB approval
- 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
monitoring
 Quality and consistency of reports, actions
 Maintain 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

Non-voting members (3)



(IEEE does not pay expenses)


EAC commissioners (10)
Corresponding members




(all terms July 1 – June 30)
IEEE VP Education or rep
CSAB liaison
ECEDHA chair or rep

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 year
 Reports
and plans for areas of responsibility
 Long-range strategic issues and plans, e.g.:
IEEE program criteria
 PEV recruitment and training

 Interact
with EAC members
 Administrative 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


Other subcommittee members drawn from





Training subcommittee chaired by Training Coordinator
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)

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
EAC Caucus prior to Commission 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 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


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

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 Pool
 Drawn
from former CEAA members, PEV
reserve pool, former PEVs
 Review PEV reports and recommended
actions
 Evaluate PEV performance
 Passive mentoring to provide PEV support
when requested
 Supervised 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




Mentor pool members



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)
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, EAC
 New
mentoring structure increases number of
potential conflict situations

Actions
 Annual
reminder
 January meeting – recuse self from
discussion of programs, signed record
 Verify absence of conflicts when assigning
CEAA and mentor pool members to PEVs
Volunteer Life Cycle Options
PEV
PEV reserve
CEAA
alternate
CEAA
EAC
alternate
Mentor
Pool
EAC