IEEE Region 10 Young Professionals UpSkill aims on initiating professional development activities in section level for young professional engineers and also to provide a platform for them to enhance their soft skills for a successful career.

Qualification Criteria

Submissions must fulfill all the criteria in order to be eligible for the collaboration and a fund will be provided by the IEEE R10 Young Professionals Committee for the selected proposals.

  1. Only Young Professionals Affinity Groups (YPAGs) of IEEE Region 10 are eligible to submit the proposal.
    • Each Young Professionals Affinity Group is only allowed to obtain this fund once a year.
  2. The proposal should be submitted by the project lead. The project lead should be the focal volunteer till the completion of the project. The project lead can be any IEEE Young Professional member of the Young Professionals Affinity Group in which the proposed project is expected to be carried out. The YPAG chair must endorse the proposal when the project lead (Submitter) is NOT the Chair of the Young Professionals Affinity Group.
    • The IEEE Officer Position of the endorser should be reported via IEEE vTools, for the endorsement to be considered valid.
  3. The proposal format should STRICTLY follow the template provided. Please download the proposal template at this link.
  4. The proposed activity should be an independent program (the proposed activity should not be a sub activity under another program).
    • Each selected activity will be titled with IEEE Region 10 Young Professionals UpSkill brand name followed by the section name (please refer to the Marketing Section for more details).
  5. YPAGs must adopt the R10 Young Professionals UpSkill program structure (The program structure is stated in the proposal template) provided by the IEEE R10 Young Professionals committee.
    • The activity could be organized in Face-to-Face or virtual or hybrid modes.
    •  The virtual activities shall be hosted via any online platform (e.g. Webex, Zoom, Youtube or Google Meet). Virtual activities should be recorded, and the links to access the recorded clips should be stated in the activity report that will be submitted for reimbursement claims (please read the “Reimbursement Claims” section below for more details).
    • Face-to-Face activities must adhere to the provided Standard Operating Procedures set by the country where the activities will be carried out.
  6. The activity must deliver two or more tracks that are listed below. The tracks recommended, but not only limited to the following:
    • Code Of Ethics For Engineers
    • Leadership
    • Soft Skills
    • Sustainable Development
    • Engineer In Society
    • Basic Management For Engineers
  7. The program should comprise at least three talks/keynotes, at least one panel discussion, at least one workshop session, and at least one networking session. In addition, hands-on demonstrations and other program elements are encouraged.
    • Make sure the duration of each session (talk/workshop/panel discussion) is no more than 90 minutes. A full-day event should comprise at least 4 sessions and a half-day event should comprise at least 2 sessions.
    •  The attendee/participant registration rates should reflect discounts for IEEE and R10 Young Professional members.

Judging Criteria

The proposal will be judged according to the following:

  • The quality of the proposed program and its speakers. The inclusion of speakers from IEEE, industry, and government and as well as collaborations with industry and other organizations will be an added advantage. 
  • The reason for your appeal, in what way the project will address your affinity group’s needs, and the importance of conducting the project in your section. 
  • Impact – A description of how the planned activity can benefit the professional development of Young Professional members. 
  • Metrics to measure its success (Number of Young Professionals members, participants, and collaborators). 
  • Financial support requested from R10 Young Professionals. Financial support requested, should strictly follow the Region 10 Matching Fund policy. 

Funding Limits

Each selected proposal can be funded with a maximum of US$ 400 in accordance to Region 10 Matching Fund Policy as indicated below.

Policy of Region 10 Matching Fund

  • For Large Section projects, R10 will support 50% of total expenses.
  • For Medium Section projects, R10 will support 75% of total expenses.
  • For Small Section projects, R10 will support 100% of total expenses.

The remaining funds will have to be supported by the section and/or any other source of funding.

** It is advisable that the YPAG Chair and/or Project Lead keep the Section and/or any other source of funding informed about the exact funding support required before the proposal is submitted to the R10 Young Professionals Committee (refer to Selection Process for more details)

Section Classification 

  • Large Section: 1,501 or more members (including Students) as of 31 December of the prior year.
  • Medium Section: 501-1,500 members (including Students) as of 31 December of the prior year.
  • Small Section: 500 or fewer members (including Students) as of 31 December of the prior year.

For example, if the proposed project budget is US$ 600, then in case of a large Section project the R10 contribution would be US$ 300 (50%) and for Medium Section project it will be US$ 400 (maximum limit) and not US$ 450 (75%). 

Similarly, for a small Section project, R10 will fund no more than US$400 (maximum limit) even if the budget is US$ 401.

Submission Process

The proposals should be submitted via the R10 Young Professionals Submission Portal with the following steps.

  • Step 1: Access the Young Professionals Submission Portal
  • Step 2: Register as a “user” or Login with your IEEE/Google account
  • Step 3: Select the funding category from the drop down menu (R10 Young Professionals UpSkill)
  • Step 4: Complete the questionnaires
  • Step 5: Upload the proposal(The proposal format should follow the template provided. Please download the proposal template at this link)
    • Please skip Step 6, if the YP affinity group chair is the project lead (submitter).
  • Step 6: Request & receive endorsement.
    (Step 6 is only applicable if the project lead (submitter) is NOT the YPAG chair. The endorsement should be requested via the Region 10 Young Professionals Submission Portal. Submit a request for endorsement by providing the endorser’s contact information. The endorser should be the YPAG chair. Once the project lead has submitted a request for endorsement, the endorser will be receiving an automated email from the system to provide the endorsement at a dedicated webpage)

The endorsement should be submitted before the proposal submission deadline. Once the endorsement is received, the proposal gets automatically completed in the system. No further action is needed.

Selection Process

The selection process consists of two Rounds;

Round 1

  • The Judging Committee will shortlist the top best projects based on
    the Judging Criteria (mentioned above). </span >
  • The YPAG Chair, Project Lead & Section ExeCom of the top best
    shortlisted projects will be notified about the offered funding
    support from the IEEE Region 10. </span >
  • Along with the notification, the R10 Young Professionals Committee
    will request a formal declaration from the respective YP AG Chair,
    Project Lead and/or Section Chair accepting the offer by agreeing to
    arrange/support the remaining funds based on the R10 matching funding
    policy.</span >
  • The R10 Young Professionals Committee will provide a declaration form
    that should be completed and signed by the respective YP AG Chair,
    Project Lead (if applicable) and/or Section Chair.

    • Case 1: If the remaining funds (fully or partially) are to be
      acquired from the section, the declaration form should be signed by
      YP AG Chair, Project Lead (if applicable) and Section Chair.
    • Case 2: If the remaining funds are to be acquired fully from other
      funding sources (e.g industry, chapters), the declaration form 
      should be signed by the YP AG Chair and Project Lead (if
      applicable).
  • It is mandatory to send the completed and signed declaration form to
    R10 Young Professionals Committee, within 7 days from the shortlisting
    notification was sent. </span >
  • The submitted declaration form will be reviewed and upon approval by
    the Judging Committee, the project would be considered as selected for
    funding. </span >
  • Failing to provide the declaration within the specified time period
    or if the Judging Committee is not satisfied with the submitted
    declaration form, the project will be automatically removed from the
    Round 1 shortlist, and the projects that are next in line will be
    given the offer (see Round 2). </span >

Round 2

  • Applicable only in the case when the declaration was not received  from any of the shortlisted projects in Round 1 within the specified time period or if the Judging Committee is not satisfied with the submitted declaration form(s). 
  • As part of Round 2, the next best project(s) would be shortlisted & notified accordingly. The same process (as in Round 1) will be followed by requesting for a declaration from YPAG Chairs/Project Leads/Sections of the Round 2 shortlisted projects. 

The Final List of Selected Projects will be confirmed after reviewing and approval of the declarations received in Round 1 & Round 2 (if applicable). The decision of the Judging Committee, as approved by the Region 10 Director, is final.

Project Timeline

  • Last date to submit proposals: 15th June 2021
  • Shortlist projects Round 1: 17th June 2021
  • Last day to submit Round 1 declarations (only applicable to the Round 1 shortlisted projects): 24nd June 2021
  • Shortlist projects Round 2 (only applicable if any of the Round 1 shortlisted projects do not confirm) : 25th June 2021
  • Last day to submit Round 2 declarations (only applicable to the Round 2 shortlisted projects): 1st July 2021
  • Official Winners announcement: 3rd July 2021
  • Event planning and execution (only applicable to the selected projects): July – October 2021
    At least one month prior to activity start date: the finalized activity details and program must be sent to the R10 Young Professionals Committee at r10yp@ieee.org
  • Event completion (only applicable to the selected projects): 1st October 2021
  • Activity reporting (only applicable to the selected projects): 15th October 2021
  • Fund transfer: November 2021

Marketing 

  • The selected activity title should strictly follow IEEE Region 10 Young Professionals UpSkill brand name followed by section name.  Only the selected projects are given permission to use the IEEE Region 10 Young Professionals UpSkill brand name.
  • Young Professionals UpSkill promotional toolkit with customized logo & poster templates will be sent via email to project leads of all selected projects. 
  • IEEE, IEEE R10 Young Professionals, and the IEEE Region 10 Young Professionals UpSkill logos, and branding colors, must be followed in all the project marketing materials.
  • Approved projects should begin local marketing.
  • Please make sure to tag IEEE R10 Young Professionals Committee (FacebookInstagram Linkedin) on marketing communications via social media. 
  • Event organisers are required to report the events/activities via IEEE vTools
  • It is recommended to use Facebook Events for promotions. Please make sure to include IEEE Region Young Professionals as the co-host of the Young Professionals UpSkill Facebook events. 
  • Marketing should include efforts to attract new members to IEEE and IEEE Young Professionals.

Recognition

E-certificates will be awarded to all Affinity Groups that have completed the proposed project successfully. Project articles will be published in R10 Young Professionals website and Region 10 Newsletter.

Reimbursement Claims

Reimbursement claims are only applicable for proposals that are selected for funding. A detailed report should be submitted within the specified time period to IEEE R10 Young Professionals Committee. A brief flow of the activities accompanied by pictures must be in the report. The report should include the attended number of participants (specifying IEEE members attendees). The report format should strictly follow the templates provided. The report templates will be provided to all fund recipients during the results notification stage.

The funds will be transferred only upon receiving and approval of the following items:

  • Activity Report
  • Finance/expense Report  
  • All Receipts
  • Event Recordings (only applicable for virtual activities)

Note: that the reimbursement claim reports and all receipts should be submitted by the project lead

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Contact

For enquiries please contact: r10yp@ieee.org

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