2021 EDITION

OPERATIONAL GUIDELINES FOR SMALL,

BIG AND OVERSEAS CHAPTERS

This Manual of Operations consists of guidelines on chapter formation, election of officers, chapter operations, mergers
and dissolution in accordance with the existing IIEE policies, procedures and the Constitution and By-Laws.

www.iiee.org.ph
 The IIEE Hymn

We are one in IIEE mission and vision

Instilling excellence in Electrical profession
Having a dynamic professional association
Making innovative contribution to our nation

IIEE members work stronger than chain and bolt

Rising to any challenge involving watts, ohms, and volts
PEE, REE, and RME
Connecting industries by the electric circuits

Bind us together IIEE

Bind us forever IIEE
With power cords cannot be broken
Bind us together IIEE

Bind us together IIEE

Bind us forever IIEE
Synchronize our hearts
To reach greater heights and brighter lights

We'll serve humanity with the power of electricity

Making rigid transmission grid for reliability
Ensuring little power loss and high efficiency
When shifting from one place the usable energy

There is only one institute

No one else could substitute
There's only one IIEE

MANUAL OF OPERATIONS FOR IIEE CHAPTERS

 The IIEE March

We're the new society engineers

Now bonded all together
With PRC validation
To form an association
Then ten regions of the country
Have chapters strong and free
We are all of IIEE
One happy family

We provide electric power

Transmission, distribution lines
Electricians on the highways
Substation every crossway
We illumine hills and mountains
Install transformer banks
We are IIEE members
Electrical Titans!

Chorus:

Erecting, installing for rural betterments

Designing, programming for rural settlements
Delta connections, energization
Generating Plants
Hail IIEE
We provide electric power
Transmission, distribution lines
Electricians on the highways
Substation every crossway
We illumine hills and mountains
Install transformer banks
We are IIEE members
Electrical Titans!

MANUAL OF OPERATIONS FOR IIEE CHAPTERS

 IIEE Code of Ethics
FOREWORD

The Electrical Practitioners shall uphold and advance the integrity, honor, and dignity of
the engineering profession by:
a. Using his knowledge and skills for the enhancement of human welfare;
b. Being honest and impartial, and serving with fidelity the public, his employers,
employees, and clients; and
c. Striving to increase the competence and prestige of the engineering profession.

FUNDAMENTAL CANONS

We, members of the Institute of Integrated Electrical Engineers of the Philippines, Inc.
(IIEE), in recognition of the constant involvement of technology, in uplifting the quality of
life, and in accepting a personal obligation and dedication to our profession, its members,
and the communities we serve, do hereby pledge and commit ourselves to the highest
ethical and professional conduct, and agree to:

1. Accept responsibility in making sound engineering decisions consistent with the

safety, health, and welfare of the public, and to disclose promptly the factors that
might endangers lives and the environment;
2. Avoid real or perceived conflict of interest or disclose existence of such to affected
parties;
3. Be honest, objective, impartial and realistic in stating claims or estimates based on
available facts;
4. Avoid at all cost graft and corruption in all its forms;
5. Improve the ethical understanding of technology and its appropriate application;
6. Continuously improve practitioner's technical competence;
7. Disclose full pertinent professional and technical limitations;
8. Seek, accept, and offer constructive criticism of technical work, acknowledge and
mitigate errors, and give credit where it is due;
9. Equally treat all persons regardless of race, gender, physical condition, age, or
national origin;
10. Protect and avoid injury to other's life, property, reputation, or livelihood by false or
malicious actions;
11. Observe utmost transparency, responsibility, due diligence and fairness, and
accordingly, not manufacture, spread or disseminate false, incorrect, unverified or
misleading information or data against a co-member or the IIEE, its officers,
employees and representatives or agents, in any form whatsoever, whether verbally,
in writing or published or whether through electronics means or otherwise, especially
if such tends to discredit, besmirch the honor or integrity or impute a wrongdoing on
the part, of a co-member of the IIEE, its officers, employees and representatives or
agents;
12. Support colleagues and co-workers in their professional and technical development
and assist them in complying with this Code of Ethics;
13. Timely and fully comply and abide with any and all of his obligations to a co-member
of the IIEE, the IIEE it self or any third party; and
14. Does not engage in or commit anti-competitive, fraudulent, and deceitful practices in
any form, and uphold free and fair competition.

MANUAL OF OPERATIONS FOR IIEE CHAPTERS

 MISSION

To enhance the competencies of electrical practitioners to

make positive contribution towards new trends and
technologies

To be the authority of electrical engineering services that

results to safe, reliable and efficient systems

To consistently deliver high quality products and services duly

recognized by international organizations and institutions

To promote awareness on the use of environmentally

friendly electrical products, services and resources as well as
active participation on disaster preparedness and recovery
programs

VISION

To be the leading electrical professional organization globally

MANUAL OF OPERATIONS FOR IIEE CHAPTERS

 IIEE CORE VALUES

Integrity - honesty, transparency and fairness in all aspects

of our everyday lives
Innovation - introduce changes or new ideas for continuous
improvement
Empowerment - give officers and members the freedom to
innovate and be recognized for their contribution to the
Institute
Excellence - the state of being extremely good or
understanding in everything we do

TAGLINE

Service for Excellence

MANUAL OF OPERATIONS FOR IIEE CHAPTERS

The INSTITUTE OF INTEGRATED ELECTRICAL ENGINEERS OF THE PHILIPPINES, INC.
(IIEE), the only Accredited Professional Organization for electrical practitioners by
the Professional Regulation Commission, has been in existence since 1975. It has
various chapters in the Philippines and abroad.

With the increasing number of members and chapters, the continuous changes in
technology, the amendments and implementation of various rules and
regulations affecting the chapter's operations, its Manual of Operations must be
in conformity to these changes in order to device an effective guide to better
serve the general membership of the Institute.

To address these requirements, the 2020 Board of Governors has commissioned

the 2020 Professional Practice Committee and created a special task force from
among their members to review and existing Chapter's Manual of Operations and
develop a more updated, comprehensive, dynamic, and precise toll that is
responsive to the needs of the chapters, and serve as a guide.

This Chapter's Manual of Operations will play a very important role in the
successful attainment of all the programs and activities of the Institute.
Henceforth, this is now provided to the chapters so that their actions, activities,
and programs are guided and confined within the scope of the rules and
regulations of IIEE towards the attainment of IIEE Mission, Vision, and Goals.

September 17, 2021

Institute of Integrated Electrical Engineers of the Philippines, Incorporated
Cubao, Quezon City, Metro Manila

MANUAL OF OPERATIONS FOR IIEE CHAPTERS

 TABLE OF CONTENTS

General Objectives --------------------------------------------------------------------------Page 1

Specific Objectives -------------------------------------------------------------------------- Page 1
Management of the Institute ----------------------------------------------------------- Page 2
Article I - Chapter Governance ----------------------------------------------------------Page 3
Article I - Section 1. Management of the Chapter ---------------------------Page 3
Article II - The Board of Directors ------------------------------------------------------Page 3
Article II - Section 1. The Chapter Officers Qualifications ----------------Page 3
Article II - Section 2. Functions, Powers and Responsibilities------------Page 3
Article III - Membership --------------------------------------------------------------------Page 5
Article III - Section 1. Licensed Members ---------------------------------------Page 5
Article III - Section 2. Non-licensed Members ---------------------------------Page 6
Article III - Section 3. Re-activation of Membership -------------------------Page 6
Article III - Section 4. Sole Membership -----------------------------------------Page 6
Article III - Section 5. Member of Good Standing ----------------------------Page 7
Article III - Section 6. Upgrade to Life Membership -------------------------Page 7
Article III - Section 7. Rights of Members ---------------------------------------Page 7
Article III - Section 8. Admission and Expulsion of Members ------------Page 7
Article III - Section 9 - Transfer of Membership ------------------------------Page 7
Article IV - Election of Chapter Officers -----------------------------------------------Page 8
Article IV - Section 1. Election of Chapter Officers ---------------------------Page 8
Article IV - Section 2. Election Committee --------------------------------------Page 8
Article IV - Section 3. Election Procedure ---------------------------------------Page 8
Article IV - Section 4. Screening Procedure ------------------------------------Page 9
Article IV - Section 5. Conduct of Election --------------------------------------Page 9
Article IV - Section 6. Composition of Chapter Officers -------------------Page 9
Article IV - Section 7. Induction of Officers ------------------------------------Page 9
Article V - Formation of Chapters (Sections 1 to 4) ------------------------------Page 9
Article V - Section 5. Distinction of Chapters ---------------------------------Page 10
Article VI - Merger and Dissolution of Chapters --------------------------------- Page 10
Article VI - Section 1. Merger of Chapters -------------------------------------Page 10
Article VI - Section 2. Dissolution of Chapters -------------------------------Page 10
Article VII - Chapters Operations ------------------------------------------------------Page 10
Article VII - Section 1. Executive Committee ----------------------------------Page 10
Article VII - Section 2. Board of Directors Meeting -------------------------Page 10
Article VIII - Chapters Activities ---------------------------------------------------------Page 12
Article VIII - Section 1. Planning Session ---------------------------------------Page 12
Article VIII - Section 2. Technical/Educational Seminars -----------------Page 12
Article VIII - Section 3. Civic Activities ------------------------------------------ Page 12
Article VIII - Section 4. Student Activities ------------------------------------- Page 12
Article VIII - Section 5. Induction of New Members ------------------------Page 12

MANUAL OF OPERATIONS FOR IIEE CHAPTERS

 TABLE OF CONTENTS

Article IX - Accounting for Chapters --------------------------------------------------Page 13

Article IX - Section 1. Financial Reports ----------------------------------------Page 13
Article IX - Section 2. Sources of Funds ----------------------------------------Page 13
Article IX - Section 3. Fund Raising Projects ----------------------------------Page 14
Article IX - Section 4. Funding Requirements for Activities/Projects--Page 14
Article IX - Section 5. Remittance of Membership Dues ----------------- Page 14
Article IX - Section 6. IIEE Official Receipt (OR) for Chapter------------- Page 14
Article IX - Section 7. Bank Accounts --------------------------------------------Page 14
Article IX - Section 8. Chapter Income ------------------------------------------Page 14
Article IX - Section 9. Revolving Fund -------------------------------------------Page 14
Article IX - Section 10. Budget -----------------------------------------------------Page 15
Article IX - Section 11. Accounts Receivables and Payables ------------ Page 15
Article X - Chapter Records ------------------------------------------------------------- Page 15
Article XI - Regional Report --------------------------------------------------------------Page 15
Article XII - Chapter Committees -------------------------------------------------Page 15
Article XII - Section 1. Regular Committees -----------------------------------Page 15
Article XII - Section 2. Ad Hoc Committees ----------------------------------- Page 16
Article XIII - Regional Conference ----------------------------------------------------- Page 16
Article XIII - Theme ---------------------------------------------------------------------Page16
Article XIII - Conference Team Formation -------------------------------------Page 17
Article XIII - Budget Preparation --------------------------------------------------Page 17
Article XIII - Booth Exhibitors, Sponsors and Donors ---------------------Page 17
Article XIII - Set the Date ------------------------------------------------------------ Page 18
Article XIII - Book the Venue -------------------------------------------------------Page 18
Article XIII - Arrange Catering and Other Vendors or Suppliers -------Page 19
Article XIII - Line-up of Speakers ------------------------------------------------- Page 19
Article XIII - Prepare the Program ------------------------------------------------Page 20
Article XIII - Registration of Participants ---------------------------------------Page 20
Article XIII - Promotion -------------------------------------------------------------- Page 20
Article XIII - Conference Checklist ------------------------------------------------Page 21
Article XIII - Conference Proper ---------------------------------------------------Page 21
Article XIII - Follow-up After the Conference ---------------------------------Page 21
Article XIV - IIEE Protocols --------------------------------------------------------------- Page 22
Article XV - Miscellaneous Provisions ------------------------------------------ Page 23
Article XV - Section 1. Communications --------------------------------------- Page 23
Article XV - Section 2. Student Chapters -------------------------------------- Page 23
Article XV - Section 3. Dispute Resolution ------------------------------------ Page 23
Article XV - Section 4. External Linkages -------------------------------------- Page 23
Article XV - Section 5. Regional Color -------------------------------------------Page 23
Article XV - Section 6. IIEE Awards ---------------------------------------------- Page 23
Article XV - Section 7. IIEE Logo ---------------------------------------------------Page 24
Article XV - Section 8. IIEE Chapters ---------------------------------------------Page 25
Annexes -----------------------------------------------------------------------------------------Page 26

MANUAL OF OPERATIONS FOR IIEE CHAPTERS

I. GENERAL OBJECTIVE
To serve as a guideline to standardize the operations of all chapters in
accordance with the newly amended By-Laws of the Institute and in
the pursuit of fulfilling the IIEE Vision and Mission.

II. SPECIFIC OBJECTIVES

1.To provide the framework upon which chapters base their
operations;
2.To make the chapters dynamic with a common direction in service to
the members;
3.To help promote active participation and cooperation of members in
all of the chapters’ activities;
4. To encourage every chapter to become competitive by attaining and
fulfilling the minimum requirements set in this manual.

MANUAL OF OPERATIONS FOR IIEE CHAPTERS | 1

I.MANAGEMENT OF THE INSTITUTE

The Board of Governors shall take charge of the overall affairs and governance of the
Institute through the Executive Committee and the National Secretariat.

The Board of Governors is the central governing and policy-making body of the Institute.
It is composed of seven (7) national officers, ten (10) local and one (1) foreign regional
governor. The Immediate Former President sits as “Ex-Officio” members of the board as
resource person but shall have no voting rights and be excluded in the determination of a
quorum.
In case of vacancy including resignation or incapacity of an Immediate Former President,
the immediately preceding former National President shall function as Ex-Officio Member
of the Board of Governors.

The EXECUTIVE COMMITTEE shall be:

The National President
The National Vice President – Internal Affairs
The National Vice President – External Affairs
The National Vice President – Technical Affairs
The National Secretary
The National Treasurer

The National Secretariat shall be composed by the Head of the National Secretariat and
other positions deemed necessary as may be determined and approved by the Board of
Governors.

The BOARD OF GOVERNORS shall consist of the following:

National President
National Vice-President for Internal Affairs
National Vice-President for External Affairs
National Vice-President for Technical Affairs
National Secretary
National Treasurer
National Auditor
Ten (10) Local Regional Governors
One (1) Foreign Regional Governor

The REGIONAL GOVERNORS:

For purposes of representation, the Regional Governors shall come from regions as
approved by the Board of Governors. The board of governors shall prescribe guidelines
on the territorial jurisdiction of each Region:
Local Region shall have a minimum of ten (10) regions, but not over the number in
accordance to the administrative regional subdivision in the Philippines.
Foreign Region shall be determined in accordance to the territorial subdivision as
promulgated by the United Nation or as may be defined by the Board of
Governors.

MANUAL OF OPERATIONS FOR IIEE CHAPTERS | 2

ARTICLE I CHAPTER GOVERNANCE

SECTION 1. MANAGEMENT OF THE CHAPTER.

The affairs of the Chapter shall be managed by the Board of Directors of nine (9) members for
small chapters or eleven (11) members for big chapters. They shall be elected from among the
chapter membership during their general membership meeting which shall be held during the
month of September annually.

The immediate former president shall automatically become an ex-officio member of the Board
but shall no longer be vested with the voting rights and determination of a quorum. Article VII,
Section 3 of this manual shall prevail in case of vacancy for this purpose.

The Regional Governor shall supervise the affairs of his or her chapters.

ARTICLE II THE BOARD OF DIRECTORS – QUALIFICATIONS, FUNCTIONS, POWER AND

RESPONSIBILITY

SECTION 1. THE CHAPTER OFFICERS QUALIFICATIONS

1.1 CHAPTER PRESIDENT – The Chapter President must have the following qualifications:
a) Must be an active regular member of the chapter for at least five (5) years;
b) Has actively served as a Chapter Officer for a minimum of three (3) years;
c) Must have a valid PRC license at the time of election; and
d) No formal case filed with Professional Practice Committee (PPC).

1.2 OTHER OFFICERS AND BOARD OF DIRECTORS – The other officers and board of directors
must have the following qualifications:
a) Must be an active regular member of the chapter;
b) Must have a valid PRC license at the time of election; and
c) A transferee member must have a residency within the chapter of at least one (1) year from
election date.

SECTION 2. FUNCTIONS, POWERS AND RESPONSIBILITIES

2.1 CHAPTER PRESIDENT. The Chapter President shall be the Chapter Chief Executive Officer (CEO)
and Chief Operating Officer (COO) of the Chapter and, as such, shall have the following powers
and duties:
a) Exercise all the powers conferred upon and discharge all duties inherent to the office under
the Constitution and By-Laws of the Institute or other duties as may be required by
resolution of Chapter the Board of Directors;
b) Preside over the meetings of the Chapters Board of Directors;
c) Appoint any other member/personnel that may be necessary in the execution of
the chapter’s program duly approved by the Chapter board of directors; and
d) Upon the approval of the Chapter Board of Directors, the Chapter President may create
committees for certain purposes.

2.2 CHAPTER VICE-PRESIDENT FOR INTERNAL AFFAIRS.

a) The Chapter Vice-President for Internal Affairs shall exercise and discharge all the powers
and duties of the Chapter President in case of absence or disability of the latter;
b) Assist the Chapter President whenever necessary especially on matters pertaining to the
internal affairs of the Chapter;

MANUAL OF OPERATIONS FOR IIEE CHAPTERS | 3

 c) Act as the Chairman of the Chapter Affairs and Annual Meeting;
d) For small chapters the chapter vice president shall exercise all functions as prescribed on big
chapters; and
e) Perform such other duties as the Board of Directors may require.

2.3 CHAPTER VICE-PRESIDENT FOR EXTERNAL AFFAIRS

a) Exercise and discharge all the powers and duties of the Chapter Vice-President for Internal
Affairs in case of absence or disability of the latter;
b) Assist the Chapter President whenever necessary especially on matters pertaining to the
external affairs of the Institute;
c) Establish linkages with the private and local government agencies, and foreign entities for the
advancement of the mission and vision of the Institute;
d) Oversee the Committees that is relative to the office; and
e) Perform such other duties as the Board of Directors may require.

2.4 CHAPTER VICE-PRESIDENT FOR TECHNICAL AFFAIRS

a) Exercise and discharge all the powers and duties of the Chapter Vice-President for External
Affairs in case of absence or disability of the latter;
b) Assist the Chapter President whenever necessary especially on matters pertaining to the
direction and coordination of all the technical activities of the Institute;
c) Oversee the Committees that is relative to the office; and
d) Perform such other duties as the Board of Directors may require.

2.5 CHAPTER SECRETARY

a) The Chapter Secretary shall be in charge of all correspondence and records except those
pertaining to the office of Chapter Treasurer;
b) Execute all resolutions of the Board and take charge in the issuance of notice of meetings,
prepare the order of business thereof;
c) Review the minutes of the meetings and perform such other duties that the Board of
Directors may require of him;
d) Prepare the order of business thereof, review the draft of the minutes of meetings for
finalization and signature of the Board of Directors; and
e) Perform such other duties that the Board of Directors may require.

2.6 CHAPTER TREASURER

a) The Chapter Treasurer shall be the custodian of the Chapter finances and assets.
b) In-charge of all the books of accounts and facilitate the collection of all membership dues as
well the contribution/s and donation/s from other legitimate sources.
c) Facilitate the deposit such revenues in the bank/s designated by the Board of Directors;
d) Facilitate the disbursement of funds only upon the authorization of the Board of Directors;
e) Perform such other duties that the Board of Directors may require

2.7 CHAPTER AUDITOR

a) The Chapter Auditor shall monitor strictly the finances and assets of the Chapter;
b) Review and examine all of the Chapter’s collection, disbursements;
c) Audit the book of accounts;

MANUAL OF OPERATIONS FOR IIEE CHAPTERS | 4

 d) Formulate systematic policies and procedures in the disbursement of funds for approval by
the Board of Directors;
e) Recommend improvements on policies and procedures in the disbursement of funds for
approval by the Board of Directors; and
f) Perform such other duties as the Board of Directors may require.

2.8 CHAPTER DIRECTORS. The chapter directors are elected members of the board and in-charge
to committees as maybe assigned by the Board.

ARTICLE III MEMBERSHIP

Membership shall be classified as licensed and non-licensed members, as follows:

SECTION 1.0 LICENSED MEMBERS

1.1 Regular Members – Professional Electrical Engineers, Registered Electrical Engineers, and
Registered Master Electricians who fulfilled the membership requirements as follows:

a) A holder of a valid Professional License as a Professional Electrical Engineer or a Registered

Electrical Engineer or a Registered Master Electrician;
b) A Duly accomplished IIEE Application for Membership (Annex A) or Printed Copy of duly
accomplished online application, with two (2) sets of Passport size picture and signature; and
c) For new Electrical Engineering and Registered Electrician Board Passers, submit a copy of
Professional Regulation Commission (PRC) Identification Card, or a copy of the PRC official
release of successful examinees bearing his name, as the case may be. Provided, That within
75 days after the oath-taking ceremony, he must submit a copy of the PRC license
Identification Card.

1.2 Life Members – Regular Members in good standing and reputation who have fulfilled the
following requirements for life membership:

a) Duly accomplished IIEE Application Form for Life Membership;

b) A holder of a valid Professional License as a PEE or REE or RME;
c) Has completed Twelve (12) consecutive years as regular member; and
d) Must be a member of good standing.

1.3 Senior Members – A Senior Member shall be required to have experience reflecting
professional maturity. To upgrade to Senior Member, the qualifications are as follows:

a) A holder of a valid Professional License as a PEE or, REE or RME;

b) Has been a Life Member for at least five (5) years or A Life Member who has serve the
Institute as Regional Governor for two (2) terms or has actively participated as a member of
any Standing Committee of the Institute for a minimum of Four (4) years;
c) With at least ten (10) years of active professional practice in the field of electrical
engineering; and
d) Shall have shown significant performance of at least seven (7) years in one or more fields of
electrical engineering including:

1. Construction
2. Consultancy
3. Design
4. Education
5. Operation/ Maintenance

MANUAL OF OPERATIONS FOR IIEE CHAPTERS | 5

 6. Management
7. Manufacturing
8. Marketing
9. Research and Development
10. Testing and Commissioning.
11. Any relevant experience other than the above mentioned

e) Duly accomplished IIEE Application Form for Senior Member with the endorsement of three
(3) active Senior Members;

1.4 Fellows - The Grade of Fellow is the only Grade by Invitation and not to be applied at:

a) Has been invited by the Institute

b) Has been a Senior Member for a minimum of Four (4) years; and
c) Has done an exceptional contribution and dedication to the Institute and has contributed
significantly to the Electrical Engineering Profession.

SECTION 2.0 NON-LICENSED MEMBERS

2.1 Honorary Member – Commendable individual notwithstanding a non-electrical professional

whose contribution to the welfare and advancement of the Institute is exemplary, shall be
conferred honorary membership in accordance with the guidelines established by the Board of
Governors.

2.2 Auxiliary Member – Non-licensed BSEE and Electrical Technology graduates who manifested a
remarkable interest in the objectives and activities of the Institute and who have complied with
membership requirements.

2.3 Student Member – Electrical Engineering and Technology students who are currently enrolled
in a recognized engineering institution in the Philippines and duly fulfilled the membership
requirements.

SECTION 3.0 RE-ACTIVATION OF MEMBERSHIP

A member whose membership status is In-Active or Dropped may re–activate his or her
membership by doing the following steps:
1. Visit his or her Chapter Office or the nearest Chapter Officer in his or her location in the
absence of a Chapter Office and signify his or her intention to renew his or her membership.
The member may also visit the IIEE National Office for this purpose.
2. Fill-up the Online Membership Application Form indicating the Chapter of his or her choice.
3. Payment of the appropriate membership dues and surcharges.

SECTION 4.0 SOLE MEMBERSHIP

The Institute allows a member to register only one (1) Membership Grade. A member who
possesses more than one (1) PRC License shall register the one with higher grade.

MANUAL OF OPERATIONS FOR IIEE CHAPTERS | 6

SECTION 5.0 MEMBER OF GOOD STANDING

A member of good standing shall constitute compliance to the provisions provided for by the
Bylaws and its Implementing Rules and Regulations, and among others the following, viz:
Attended at least one (1) general membership of the chapter;
Attended at least one (1) chapter activity or national or regional conference in a year;
Is not involved in any investigation for unethical practices of electrical engineering;
Not a subject to any form of sanction, suspension, or disciplinary censure from his or her
respective chapter and/or the Institute.

(A UNIVERSAL CERTIFICATE WILL BE ISSUED BY THE NATIONAL OFFICE WITH CONTROL NUMBER)

SECTION 6.0 UPGRADE TO LIFE MEMBERSHIP

Life Registered Master Electrician (RME) or Life Registered Electrical Engineer (REE), as the case
may be, who qualifies and intends to upgrade his or her membership grade from the foregoing to
Life REE or Life Professional Electrical Engineer (PEE), respectively, as the case may be, must
coordinate with his or her Chapter and/or the National Office and fill-up the Membership Update
Form (Annex B) or its equivalent form following the guidelines on the updating of membership.

SECTION 7.0 RIGHTS OF MEMBERS

All members of the Institute in good standing shall be entitled to all rights and privileges within the
context of the IIEE By-Laws.

SECTION 8.0 ADMISSION AND EXPULSION OF MEMBERS

8.1 Admission
Applicants for membership may apply in their respective localities wherein an IIEE Chapter exists
or at the IIEE National Office by online registration prescribed by the Institute and by paying the
corresponding membership dues.

Chapter affiliation will be the sole discretion of the applicant considering his work place or
residence.

Membership shall be effective upon compliance with the requirements, payment of the
membership dues and approval of the application.

Membership UID (Universal Identification Card) shall be available immediately after the completion
of registration and payment at the National Office.

8.2 Expulsion
Any member maybe expelled from the Institute based on Sec. 4 Article IV of IIEE By-Laws.

SECTION 9.0 TRANSFER OF MEMBERSHIP

Any member who wishes to transfer to another Chapter shall be permitted. Provided, That the
following requirements and conditions are complied with:
Must fill-up and submit the Waiver Form, herewith provided as “Annex C”, following the
procedural for the Transfer of Membership;
The reason for transfer is due to relocation of his or her residence outside of the Chapter’s
area of jurisdiction, or;
The reason for transfer is due to a change in working conditions;

MANUAL OF OPERATIONS FOR IIEE CHAPTERS | 7

Within seven (7) days from the receipt of the request, confirmation and approval from the current
Chapter and the desired Chapter or their duly authorized representative shall be secured.
Otherwise, the request shall be deemed approved. Provided, that both Chapters are properly
notified at least twice (2) through email, a system-generated notification, or any other acceptable
means.

ARTICLE IV ELECTION OF CHAPTER OFFICERS

SECTION 1.0 ELECTION OF CHAPTER OFFICERS

1.1 Election of Chapter Officers shall be held on the month of September during the Chapter’s
Annual General Membership Meeting. Provided, That in the event the election cannot be
conducted during the month of September for a valid, reasonable, and justifiable causes as
identified hereinunder, the Chapter shall endorse a board resolution to the Regional Governor
for deliberation, confirmation and approval of the Board of Governors, or otherwise as may be
deemed proper and just by the Board.;
a. Act of God;
b. Act of Man; and
c. Fortuitous events or force majeure that shall totally render the conduct of election
impossible.

1.2 Only regular licensed members in good standing and who are registered in that particular
Chapter are qualified to vote or be voted upon and qualified according to Art. II Sec. 1 of this
manual.

SECTION 2.0 ELECTION COMMITTEE

2.1 Not less than thirty (30) calendar days prior to the Chapter Election the incumbent Regional
Governor, shall appoint at least three (3) former Chapter Presidents or former Regional
Governor from the Chapter to act as Election Committee, whose primary functions are as
follows:

I. To review select from among the nominated members viz:

a. 9 for small chapter
b. 12 for big chapter a maximum of 15 final candidates,
II. To disseminate to all bonafide members of the Chapter the short list of at least 15
candidates at least fifteen calendar days prior to Election;
III. To conduct the election during the Annual Meeting by secret balloting;
IV. To canvass and proclaim the Eleven (11) winning candidate for Big Chapter or Nine (9)
winning candidates for Small Chapter; and
V. As a collegial body together with the Regional Governor, act and decide on any protest
related to the Conduct of Election.

SECTION 3.0 ELECTION PROCEDURE

3.1 Candidates must be nominated by at least three (3) active members of the Chapter.
3.2 Candidates shall fill up the Election Forms:
a. Form A: Application for Certificate of Candidacy / Nomination; and
b. Form B: Candidate Platform /Achievement.
3.3 The Election Form A must be signed and approved by the Chairperson of the Election
Committee

MANUAL OF OPERATIONS FOR IIEE CHAPTERS | 8

SECTION 4.0 SCREENING PROCEDURE

4.1 All submitted candidates for election will be reviewed by the Committee.
4.2 Candidates maybe called for an interview if the Committee deemed necessary.
4.3 The Committee will evaluate every candidate based on the questionnaires and its equivalent
points per question/answer
4.4 The candidates who will pass the screening will be included in the official list of nominees.

SECTION 5.0 CONDUCT OF ELECTION

5.1 Members will choose eleven (11) successful nominees among the candidates for Big Chapters
and nine (9) for small chapters.
5.2 The top eleven (11) candidates for Big Chapters and top nine (9) candidates for Small Chapters
with highest votes shall comprise the board.
5.3 Election can be done physically or virtually as needed.

SECTION 6.0 COMPOSITION OF CHAPTER OFFICERS

Under the supervision of the Chapter Election Committee (Chapter ELECOM) the newly elected
members of the Board shall elect from among themselves as follows:

6.1 Small Chapter - Chapter President, Chapter Vice-President, Chapter Secretary, Chapter
Treasurer, and Chapter Auditor. The remaining four (4) shall act as Members of the Board;
6.2 Big Chapter - Chapter President, Chapter Vice-President for Internal Affairs, Chapter Vice-
President for External Affairs, Chapter Vice-President for Technical Affairs, Chapter Secretary,
Chapter Treasurer, and Chapter Auditor. The remaining four (4) shall act as Members of the Board;

SECTION 7.0 INDUCTION OF OFFICERS

The incumbent Regional Governor or its duly authorized representative shall facilitate the
induction of newly elected officers:
7.1 Induction of new set of officers must be done on or before December 31 of the year of the
election.
7.2 The Chapter Presidents may take their oath of office during the Annual National Convention.
7.3 Induction of other Officers maybe done during the Annual National Convention or on a date
set by the officers.

ARTICLE V FORMATION OF CHAPTERS

SECTION 1.0 A chapter may be formed in the provinces, chartered cities, metro-manila, and in
other countries, provided that each chapter will not overlap in territorial jurisdictions and shall not
have less than twenty (20) members;

SECTION 2.0 Before any Chapter is created in the same area, it shall be endorsed first by the
existing chapter as a separate and independent chapter through the Regional Governor the
formation of a new chapter shall require the approval of the Board of Governors.

SECTION 3.0 Chapters are prohibited to register as a corporate entity with the Securities and
Exchange Commission and such other regulating agency/ies with the end view of creating a
distinct and separate juridical personality from the IIEE

SECTION 4.0 A Chapter created out of an existing chapter shall ensure the sustainability of its
existence to avoid being relegated into a dormant chapter.

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SECTION 5.0 Distinction of Chapters:

1) Big Chapter - a Chapter comprises of one hundred (100) members and above;
2) Small Chapter - a Chapter comprises of ninety-nine (99) members or less;
3) Overseas - IIEE Chapters established and operating in foreign lands.

Refer to Article XV, Rule 84 of the Constitution and Bylaws Implementing Rules and Regulations for
the Procedure on the Creation of Chapters.

ARTICLE VI MERGER AND DISSOLUTION OF CHAPTERS

SECTION 1.0 MERGER OF CHAPTERS

Existing Chapters whose membership is below the minimum number of twenty (20) members and
has been dormant for the past two (2) years shall be merged with any adjacent chapter in the
region as endorsed by the Regional Governor and approved by the IIEE Board of Governors.

SECTION 2.0 DISSOLUTION OF CHAPTERS

Dormant Chapters for two (2) years merged with another chapter shall be considered abolished
after the merger.

Refer to Article XV, Rule 86 of the Constitution and Bylaws Implementing Rules and Regulations for
the Procedure on the Division or Merger of Chapters and/or Regions.

ARTICLE VII CHAPTERS OPERATIONS

SECTION 1.0 EXECUTIVE COMMITTEE

1) Composition - The Executive Committee (EXCOM) shall be composed of the following:

a. President
b. Vice-President –Internal Affairs
c. Vice-President – External Affairs
d. Vice-President – Technical Affairs
e. Secretary
f. Treasurer
g. Immediate Former Chapter President (ex-officio)

The President shall chair the EXCOM meetings to be held once a month regularly.

2) Functions - The Executive Committee shall act on matters of general administration and
deliberate on matters that need Board of Directors approval in the next Board meeting.
3) Quorum - Attendance of four (4) Executive Committee Members shall constitute a quorum,
excluding the Ex-officio.
4) Conduct of Meeting - The Robert’s Rule of Order shall be adopted in the conduct of the meeting.

SECTION 2.0 BOARD OF DIRECTORS MEETING

Members of the Board of Directors shall meet regularly once a month at a date and time they
deemed most convenient and fitting. Special board meetings may be set if there are urgent
matters to be discussed. It can be done physically or virtually depending on the situation.

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1) Conduct of Meeting - The Robert’s Rule of Order shall be adopted in the conduct of the meeting.
2) Proposed Agenda
a. Invocation
b. Lupang Hinirang(optional)
c. IIEE Hymn (optional)
d. Declaration of Quorum
e. Call to Order
f. Approval of the Agenda
g. Reading and Approval of the Minutes of the Previous Meeting
h. Business Arising from the Previous Meeting
i. New Business
j. Committee Reports
k. Treasurer’s Report
l. President’s Report
m. Other Matters
n. Schedule of the Next Meeting
o. Adjournment

3) Minutes of the Meeting - Minutes of the meeting shall be circulated among the members
regularly and/ or during the chapter activities / general membership meeting. Likewise, a copy
shall be given to the National Office thru the Regional Governor so the National Board would know
the activities of the different chapters and to facilitate the exchange and monitoring of information
between the National and the Chapter offices.

4) Absences - Any member of the Board of Directors who has been absent from three (3)
consecutive or a cumulative of four (4) absences shall be automatically considered resigned from
the Board, but not necessarily from the Chapter or Institute.

SECTION 3.0 VACANCY

3.1 Should there be a vacancy in the Board (either by resignation, death, incapacity or removal
through the processes mentioned in this manual), the Chapter President, on the concurrence of
the Board of Directors, may appoint from among the active members of the chapter in good
standing. The appointed officer shall serve only the unexpired term of the position.

3.2 In case of vacancy including resignation or incapacity of an Immediate Former Chapter

President, the immediately preceding former Chapter President shall function as Ex-Officio
Member of the Board of Directors.

SECTION 4.0 GENERAL MEMBERSHIP MEETING

The Chapter shall conduct a general membership meeting at least twice a year attended by not
less than 20% of the chapter membership. It can be done physically or virtually depending on the
situation.

SECTION 5.0 REPORTORIAL REQUIREMENTS

Chapters are mandated to report all its activities to the Regional Governor within 30 days from the
conclusion thereof.

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 ARTICLE VIII CHAPTERS ACTIVITIES

At a minimum, the Chapter must have the following activities in a calendar year stated herein.
Each activity must be covered by a budget proposal to ensure that (1) income generating activity is
self-sufficient and/or has a net surplus and (2) other activities are within the prescribed budget,
using the herewith attached Budget Form, “Annex D”.

SECTION 1.0 PLANNING SESSION

The effectiveness and life of the Chapter depends greatly on the programs of the existing Board of
Directors and how these programs are carried out through the cooperative efforts of every Board
Member, therefore, the Chapter must have a planning session at least once a year. It shall be done
on or before January of each year.

SECTION 2.0 TECHNICAL / EDUCATIONAL SEMINARS

Organized technical seminars and/or trainings including webinars must be conducted at least
three (3) times a year for the interchange of technical information and experience among
members as well as for the discussion of technical subjects of current interest.

SECTION 3.0 CIVIC ACTIVITIES

Participation on worthwhile community projects related to Electrical Engineering Profession and

aligned with the programs of Oplan Dagitab. Provided, That the Chapter has the operational and
financial capability to conduct such, namely;

a. Bigay Liwanag
To help the government in its electrification program, "Bigay Liwanag" offers alternative
electrification to depressed areas in the country
b. Balik Liwanag
In response to the call for assistance during calamities, IIEE responds by helping in the
restoration of damaged electrical systems in the areas devastated by calamities.
c. Bantay Kuryente
As an organization of electrical practitioners, IIEE is concern with the condition of electrical
systems specially on public buildings and establishments as well as in the less developed
communities & barangays in the country. IIEE thru its chapters and the Electrical Safety Committee
conducts free electrical inspections and consultations.
d. Brigada Eskwela
To ensure safety and adequacy of public-school building through the conduct of electrical
wiring inspection preferably before the opening of classes.

Further, Chapters are enjoined to partake on the suggested monthly activities provided for in the
IIEE Monthly Calendar, herewith attached as “Annex F”.

SECTION 4.0 STUDENT ACTIVITIES

Student Activities pertaining to student affairs must be done at least once (1) a year for Chapters
with Student Chapters in their area of responsibility.

SECTION 5.0 INDUCTION OF NEW MEMBERS

New members must be inducted during the regular meetings / activities of IIEE or chapters by the
incumbent Chapter President or the incumbent Regional Governor or its duly authorized
representative.

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 ARTICLE IX ACCOUNTING FOR CHAPTERS

All Chapters of the Institute must keep books of account (ledger) or at least cash receipts and
disbursement books where they can record cash received and disbursed by the Chapters. These
books updated on a daily basis must be kept for record purposes and must always be opened for
inspection by any member who would like to look into the financial standing of the Chapter where
he is a member. In addition, they must have a book of assets where they could list the assets and
investments acquired by them.

SECTION 1.0 FINANICAL REPORTS

a) Financial Statement must be presented during the monthly board meetings.

b) Statement of Income and Expenses Form A (Annex G) must be submitted to the National Office
on a quarterly basis.
c) Statement of Asset and Liabilities Form B (Annex H) must be submitted to the National Office on
a yearly basis.
d) Audited Financial Statement must be submitted to National Office every year.
e) Financial reports to be submitted to the National Office must have the approval of the Regional
Governor.
f) Refer to the e-financial system’s user manual

SECTION 2.0 SOURCES OF FUNDS

a) Membership Dues:
• Outright 70% share from the regular membership dues of their member
• 70% share of the 75% annual earnings from Life Membership Fund.

b) Technical Seminars/Webinars:
Reasonable registration fees may be charged for short and long-term courses in the different
areas of electrical engineering and allied technologies offered regularly by the Chapter for
knowledge upliftment, skills advancement and productivity enhancement of the members.

c) Regional Conferences:
The yearly regional conference gives the Chapter concerned an opportunity to increase their funds
since the event also include sponsorships and paid technical seminars as well as delegate
registration fees. The proceeds of the event are then apportioned as follows:

• Host Chapter – 50%

• Regional Governor’s Fund – 28%
• Regional Trust Fund – 9%
• Chapters comprising the region – 10%
• Dagitab – 3%

It shall be the duty of the Host Chapter to submit to the National Office the Financial Reports of the
Regional Conference within a 30-day period after the date of the Regional Conference. Financial
Reports shall include Income Statement (Result of Operations), Balance Sheet and Statement of
Cash Flows, prepared by the Chapter Treasurer, duly noted by the Chapter President and
approved by the Regional Governor. Submission of official receipts and other income/expenses
used in the conduct of the conference is also required. Other reports other than stated above may
also be required to submit when deemed necessary and/or upon request of the Board of
Governors.

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SECTION 3.0 FUND RAISING PROJECTS

The Chapter may engage in any fund-raising project provided it has the approval of the Board of
Directors and the project does not violate any legal laws of the Republic of the Philippines as well
as the IIEE – Code of Ethics and Constitution and By-Laws.

SECTION 4.0 FUNDING REQUIREMENTS FOR ACTIVITIES / PROJECTS

A formal request/ proposal to the National Office with corresponding cash flow shall be submitted
by the Chapter whenever a need for funding requirement/loan for projects and activities arises.

SECTION 5.0 REMITTANCE OF MEMBERSHIP DUES

Appropriate membership dues collected by the Chapter shall be remitted to the National Office
together with the accomplished membership form not more than seven (7) working days from the
time the collection was made. Collection of dues shall be covered by the proper IIEE Official
Receipt (OR). The Chapter Treasurer handles the remittance of the membership dues.

SECTION 6.0 IIEE OFFICIAL RECEIPT (OR) FOR CHAPTER

The Chapter shall only use the IIEE Official Receipt (OR) for Chapter obtained from the National
Office. No other OR shall be used by the chapter in any of its transactions involving the Chapter’s
fund and resources.

The National Office shall issue a maximum of three (3) IIEE OR booklets only at a given time to a
Chapter. Re-issuance of IIEE OR is allowed provided used OR shall be surrendered to the National
Office with attached collection report and letter of request signed by either the Chapter President
or the Chapter Treasurer. However, chapter/s hosting the Regional Conference may obtain
additional IIEE OR upon submission of written request one month prior to the conduct of the
conference.

SECTION 7.0 BANK ACCOUNTS

The Chapter shall have a bank account for proper management of the Chapter’s fund.
a) Opening of bank account shall be covered by a Board Resolution
b) The President and any two officers except the auditor shall be the authorized bank signatories
of the Chapter.
c) Closing of bank accounts shall be covered by a Board Resolution.

SECTION 8.0 CHAPTER INCOME

Income or money received by the Chapter shall be deposited within twenty-four (24) banking
hours upon receipt by the authorized Chapter Officer.

SECTION 9.0 REVOLVING FUND

The Chapter must have a revolving fund not more than five thousand (Php 5,000.00) pesos at any
given time subject to monthly liquidation. Petty Cash must be one thousand (Php 1,000.00) pesos
maximum subject to liquidation within 15 days.

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SECTION 10.0 BUDGET

A yearly budget must be prepared as a guide in the usage of the Chapter’s fund.
Any expenses not stipulated in the yearly budget should be covered by a board resolution.

See Budget Form – Consolidated (Annex E)

SECTION 11.0 ACCOUNTS RECEIVABLES AND PAYABLES

These are receivables/payables from/to National Office from Regions/Chapters out of sales of
merchandise items, membership dues, sponsorships, among others, from Regional Conferences..
The Chapter can claim its receivable from National Office upon submission of Letter of Request,
Board Resolution, Bank Account Details and Financial Report, and other pertinent requirements
prescribed by the Board of Governors

Refer to the IIEE Accounting Manual for this purpose.

ARTICLE X CHAPTER RECORDS

At a minimum, the following shall form part of the Chapter records.

a) Board Resolution
• Opening & Closing of Accounts
• Policies and Guidelines
• Expenses not included in the yearly budget
b) Minutes of the Meeting
c) Attendance Sheet per Activities
d) Financial Records
e) Members Record
f) Duplicate Copy of Membership Form

Retention period of the above-mentioned records will be determined by the Chapter. However, it
is recommended that the Chapter should have an electronic back up, so that the records will be
preserved longer.

ARTICLE XI REGIONAL REPORT

The Chapter thru its President shall submit a monthly report to the Regional Governor with the
following minimum requirements.

• Technical seminars conducted

• Financial performance of the chapter
• Socio-Civic activities of the chapter
• Other activities conducted by the chapter

The report of the previous month shall be submitted every second week of the current month.

See Monthly Chapter’s Report Form

ARTICLE XII CHAPTER COMMITTEES

SECTION 1.0 REGULAR COMMITTEES

a. Ways and Means Committee – Assist the Executive Committee and the Board of Directors in all
matters directly and principally relating to the fiscal, monetary, and financial matters of the
chapters;

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a.Membership Committee – Assist the Executive Committee and the Board of Directors in
developing programs and strategies for the interest and development of its members;
b.Training & Professional Development Committee – Assist the Executive Committee and the
Board of Directors in planning, conducting, monitoring, and evaluating training and professional
development programs for its members;
c.RME Affairs & Electricians Academy Committee – Assist the Executive Committee and the Board
of Directors in initiating programs and activities for non-licensed but experienced electricians to
become licensed practitioners.

SECTION 2.0 AD HOC COMMITTEE

The Chapter may create an Ad-hoc committee for special projects and purposes as the need
arises, such as, but may not be limited to the following:
a. Professional Upgrade and Mentoring Committee
b. Community Affairs Committee
c. Sports and Wellness Committee
d. Student Committee
e. Electrical Safety Committee

ARTICLE XIII REGIONAL CONFERENCE

The regional conference holds many internal purposes of the organization.

a) A conference allows members to assemble in a setting that increases and affords the
opportunity to share ideas that encompass technical as well as management, business and
finance, develop leaders, promote friendships and provide service.
b) Conferences are also an opportunity to conduct the business of the chapters in the region and
allow members to meet the national leaders.
c) Conferences provide a unique learning experience for all who attend most especially for first
time attendees and the new board passers.
d) Conference attendance additionally reinforces visitations by the national leaders and policy
makers to take a closer look at the ground level for them to study the prevalent conditions that
need the establishment of sound policies which will redound to the overall betterment of the
general membership.
e) Lastly, it will allow the members to comply the requirements of the Professional Regulation
Commission at affordable costs.

ORGANIZATION

Organizing a regional conference requires a tremendous amount of time and cooperation among
the team headed by the Regional Governor. The important aspects in the holding of a regional
conference are herein outlined. The entire process actually starts right after the election of the
Regional Governor and can take a couple of months depending on the cohesiveness of the group
involved.

1. Theme
This is formulated by the Board of Governors usually before the start of the year. The approved
theme shall be used for all the regional conferences the entire year. All activities and topics during
the regional conference shall be in accordance or related to the theme. This will serve as the
unifying message that the speakers will deliver. The theme is more than just a rallying cry for all
members and participants, it will also guide in the promotion, from designing a conference logo to
coming up with social media hashtags to printing posters, brochures, invitations, activities like fun
run, local government coordinated activities and other similar undertakings.

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2. Conference Team Formation
2.1 The regional governor shall convene the chapter presidents to agree on who will be the host
chapter for the regional conference. To develop capabilities, co-host chapters may also be agreed.
The main job of the regional governor will be to coordinate the teams or committees, set priorities,
and delegate tasks.
2.2 There is a need of dedicated team of people to assume responsibility for different aspects of
the planning, negotiations, and promotion. The core team includes the composition of working
committees with members from different chapters, such as:
2.2.1 Ways and Means
2.2.2 Souvenir Program and Invitation
2.2.3 Food and Venue
2.2.4 Operation and Technical Session
2.2.5 Social, Entertainment and Fellowship Night
2.2.6 Plant and Site Tour
2.2.7 Sponsors and Product Booth
2.2.8 Electrician’s Forum
2.2.9 Skills Competition
2.2.10 Awards
2.2.11 Transportation and Accommodation
2.2.12 Promotions and Publications
2.2.13 Sports
2.2.14 Raffles
2.2.15 Marketing

2.3 Volunteers
Should there be further need to help with all on-site activities on the days of the conference like
ingress and egress management, ticket scanning, keeping track of the guest list, guiding people,
monitoring attendance, arrivals and departures and others, volunteers may be tapped. This may
come from members or non-members who are willing and student chapter members.

3. Budget Preparation

IIEE is a non-profit organization so there is a need to balance the budget to maintain this status,
avoid financial loss and maximize the opportunity of members to attend. The major aspects that
will comprise the budget items include venue, accommodation of guests and speakers,
transportation, food and catering, speaker expenses, plant tour and marketing.

Funds come from the conference fee, booth exhibitors, sponsors and donations. These are the
major sources of fund that can be used to tackle the programmed expenses.

Preparing a budget with realistic estimates will also come in handy when the regional governor will
request for an advance amount to initially finance the regional conference activities.

4. Booth Exhibitors, Sponsors and Donors

IIEE enjoys the support of contractors, manufacturers, suppliers and traders of products and
services most especially electrical in nature. These are companies willing to show exhibits of their
products by way of availing booths provided during regional conferences. Others who do not take
part in the booth presentation will support by way of advertising respective products and services
in the souvenir program. Cost of booth locators shall be configured in such a way that companies
can be enticed to avail to showcase their products. There is also a need to decide whether booth
exhibitors can be allowed as technical speakers during the conference proper.

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Regional governors can start finding booth exhibitors and sponsors while attending other regional
conferences and other events supported by IIEE.

For donors, there are individuals who by sheer goodness of their hearts choose to support the
organization during regional conferences. There are Local Government Units who are willing to
offer financial support to connect their tourism efforts with that of the regional conference
activities.

5. Set the Date

The dates of the regional conferences are normally agreed by the Board of Governors. The
regional conference is usually scheduled on a Friday and Saturday. However, sometimes there are
preliminary activities that may be undertaken a day or two before the formal commencement of
the conference.

Some ideas that may be adopted in setting the date are:

1.1 Pick a date that does not conflict with other major events like fiestas and festivals. City-wide
events make booking flights more expensive and generally hinder transportation to and from the
conference. Besides, it will be challenging that the conference will compete for attention with big
events.
1.2 To schedule the conference toward the end of the week, Friday and Saturday, will give a bit of
balance to participants. For participants from the government service, this allow only a day away
from their work so that disruption is at minimal. This will be the same with participants who are
private practitioners, only a day out from work and business. Following the last day is Sunday,
traveling attendees get the chance to have sightseeing before heading home.
1.3 The most important is to set the date in advance so that everybody in the team can start the
planning and preparations.

6. Book the Venue

The cost of the venue is just one part of the package in selecting. Here are some other factors to
consider when looking for the right venue:
6.1 Size Booking a small venue where everybody has to squeeze into a tiny room is clearly a bad
idea. Similarly, securing a big venue for a relatively modest crowd will not only hurt the budget but
also make the conference feel empty and poorly attended. The venue selected should
accommodate comfortably the expected number of participants while also giving ample space for
the booth exhibitors and sponsors.
6.2 Location
It is best to select a location that is accessible to commute and with ample parking space. Even
better if the venue has calming and picturesque surroundings to help participants relax.
6.3 Atmosphere
It’s crucial that the vibe of the venue suits your target audience – electrical practitioners.
6.4 Facilities
Venues must have the proper layout and the right technical conference setting for attendees
needs. It must have the necessary facilities like internet, proper ventilation, illumination, and
smaller rooms for breakout sessions.
6.5 Accommodation
The venue should provide suitable and affordable accommodation for the delegates and guests.
Also, there should be other hotels nearby. This will save time and transportation expenses.
6.6 Catering
Catering may be included in the package or an external catering service may be hired. Also, there
are suitable restaurants and cafes in the area. Keep in mind that there are special dietary
restrictions.

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6.7 Transportation
Ease for participants to travel to the venue by public transport. There are enough parking areas for
participants’ vehicles. Consider also plane flights from other places especially from Manila and
other major cities.
6.8 Technical aspects
The venue should have the right IT, audio, and video equipment. In addition, there is a need for
projection screens, projectors, microphones, plenty of charging spots for participants, and efficient
Wi-Fi access.

When negotiating with potential venues, try to arrange for early access to the place so that you can
do a “dry run” or a walkthrough with your team prior to the regional conference. This is to ensure
that every detail is in place before the big day.

7. Arrange Catering and Other Vendors or Suppliers

Typically, a dedicated conference venue will also provide on-site catering. If it is not the case, then
it is advisable to bring in external vendors or food suppliers.

Be sure that the catering company can handle the logistics on the day of the event. The best option
is to find a local company close to the conference venue to avoid potential traffic-related issues
and delays. Inform the caterer in advance on the headcount, menu, and any special dietary
requirements for their compliance.

Think about any other external suppliers you might need, such as event coordinating company,
light and sound band, dance instructors, suppliers of special IT equipment and transportation
companies.

8. Line-up of Speakers

This may just be the most critical step of all. The speakers are the stars of the regional conference.
It is best to have a solid lineup in order to attract attendees and guarantee a professional
experience.

One sure way to gain head start here is to first secure well-known or big-name speakers. Someone
who is very conversant and respected in their respective field of expertise. This will boost
credibility in the eyes of other potential speakers and make them more likely to sign up.

Look for leaders or advocates that focus on the same themes as the regional conference. Create a
prioritized list of potential speakers that can be invited. Start making calls, send emails or talk to
them during other regional conferences where they are also speakers.

Coordination with the national office can also be done because IIEE has advocacies that need to be
communicated to the chapters that are better presented in the regional conference.
Send formal invitation(s) to prospective speakers, duly acknowledged and received.

Here are a few things to address:

1. Expense (i.e. Speaker’s fee, Fuel expense or any other incidental expense)
2. Supporting Equipment – Ensure the use of reliable and efficient IT equipment
3. Transportation and accommodation
4. Special Requirements – Food/dietary preference
5. V.I.P. mobile security assistance

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Work through the list of priority speakers as it is gradually filled-up in the allotted time slots.
Maintain the list for any unforeseen circumstances to have plenty of backup speakers in case
some of your first-priority ones cancel. There should always be a Plan B.
Consider recruiting local speakers and from the Board of Governors who are in attendance on the
regional conferences. The host chapter can save transportation and accommodation expense.

9. Prepare the Program

With the key elements in place, it is time to make/prepare a detailed program. Ideally, the program
should be in place at least three (3) months before the regional conference starts. Keeping in mind
that the regional conference’s main objective is to inspire the members and expand their technical
horizons.

Get an insight of a typical member/attendee and consider the following:

• Expectations
• Knowledge they already have
• What to learn about
• What types of sessions (presentations, workshops, etc.) could best help them absorb the ideas
discussed?

Presentations and discussions will typically range from 1 to 2 hours and depend on the conference
theme. There is also need to decide whether to have everyone participate in all sessions or have a
number of this seminars running in parallel and to enable participants to choose their preferred
topics.

For presenters who are members of the Board of Governors, the slot to be allotted to them should
not coincide with their schedule of meetings. Other times a speaker may come from the local
chapters, so their slot should not coincide with the schedule of chapter officers meeting.
In all of these, preparation should be in place to address last minute changes in the presentation
of lecturers. This is to keep the slack and delays to a minimum or none at all.

10. Registration of Participants

The information should include the following:

• Details about the conference
• Conference calendar and program
• Registration procedures
• Conference fee
• Early registrant discounts and deadline

Visit IIEE website (www.iiee.org.ph) for the schedule of regional conferences and national
conventions for the year.

Participants may be paying and non-paying depending on the terms and conditions set by the
region and conference host.

11. Promotion

• IIEE Website (www.iiee.org.ph)

• Regional / Chapter social media accounts
• Print media (tarpaulin, letters of invitation, fliers, newspaper etc.)
• Personal invitation to agency/company of interest (National and Local Government Agencies,
Industry partners, Schools and Institutions, etc.)
• Mass media (radio and television)

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12. Conference Checklist

As a reminder, review on the following

• Dress code
• Attendance and CPD points
• Room /space allocation for meetings, seminars, exhibitors, other activities, etc.
• Food and drinks provisions
• Safety protocol
• Accommodation arrangement (BOG, guests, support personnel, speakers and others)

13. Conference Proper

Opening Ceremony

➢ Marching protocol
✓
Conference Committee Members
✓
Host Chapter Officers
✓
Chapter Presidents of the Region
✓
Former Regional Governors
✓
Board of the Electrical Engineering
✓
Council of Former National Presidents
✓
Regional Governors
✓
National Officers
• National Auditor
• National Treasurer
• National Secretary
• National Vice President for Technical Affairs
• National Vice President for External Affairs
• National Vice President for Internal Affairs
✓
Host Regional Governor, National President and Guest Speaker

➢ Entrance of Colors
Provided that all the above steps have been followed and there is a team in charge of on-the-day
activities, there should not be much to worry about.

Here are a few situations that might require attention:

Calling up backup speakers in case of any last-minute cancellations or rearranging
schedules due to swapping of slots
Personally, opening the regional conference, introducing the opening and closing
inspirational speakers
Making sure presentations don not run past the allotted time
Participating in networking and facilitating conversations
Gathering in-person attendee feedback as the conference unfolds
Communicating with journalists and others reporting on the conference
Making sure the PRC monitors are in place and comfortable

14. Follow-up After the Conference

After it’s all over, there are still a bit of work to do.

For the Regional Governor, there is a need to follow-up with all the people involved namely, the
teams, speakers, volunteers, vendors, suppliers and of course, the attendees. This must be done
for two main reasons:

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14.2 To collect feedback since this is the perfect opportunity to hear what people thought of the
conference and what could be done better in the future. The easiest way to gather input is to email
everyone a link to an online survey. Keep it relatively short and focus on a few main themes: What
did they like the most about the conference? How would they rate the different elements
(presentations, refreshments, accommodation, etc.)? What would they change or improve?

Try to follow up within a few days at most, while the conference is still fresh in everyone’s mind.
People have busy schedules and a limited attention span, so don’t wait too long to get in touch.

ARTICLE XIV IIEE PROTOCOLS

The Institute including its Regions and Chapters shall adhere to certain customs and established
rules in order that the meeting may go on smoothly and avoid any possible embarrassment or
misunderstanding.

Foremost among the rules of protocol is the adherence to the order of precedence at all functions
where officials are in attendance. The rank of order of precedence of an official must at all times
be properly recognized. Be it in-his seating or introduction at banquets and other gatherings.

a) Order of Precedence
• National President
• National Vice President for Internal Affairs
• National Vice President for External Affairs
• National Vice President for Technical Affairs
• National Secretary
• National Treasurer
• National Auditor
• Regional Governors
• Former National Presidents
• Former Board of Governors
• IIEE Incorporators
b) Officers at formal functions should be address according to protocol only once.
c) When calling the meeting to order IIEE advocate the virtue of punctuality.
d) During National Convention the National President calls the meeting to order.
e) During Regional Conference the Regional Governor calls the meeting to order
f) During Chapter Meeting the Chapter President calls the meeting to order.
g) During Regional Conference the National President is the Guest of Honor. The Regional
Governor sits at the center and the Guest of Honor sits to his right.
h) An invocation should be ecumenical in nature in deference to other members and guest who
may profess other religious beliefs and deals.
i) The National Anthem should not be rendered inappropriately with different tempos, melodies,
harmonies. It should never be jazzed up to compete with modern music.
j) Seating Arrangement
8–6–4–2–1–3–5–7-9
AUDIENCE
9–7–5–3–1–2–4–6-8
See PRIMER on Regional Conferences

k) Cards placed on the table indicate the seating arrangements.

l) Protocol demands that everyone at the head table should be acknowledged.

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 ARTICLE XV MISCELLANEOUS PROVISIONS

SECTION 1.0 COMMUNICATIONS

Aside from the regular means of communication such as telephone, text messaging, individual e-
mails, telegram, fax or messenger service, the Chapter shall establish a permanent Chapter e-mail.
The Chapter e-mail shall be made known to the IIEE National Office to ensure continuous
communications to the Chapter even with the changes in the lineup of officers.

Web services is available to all Chapters thru the IIEE Website; www.iiee. [email protected]

SECTION 2.0 STUDENT CHAPTERS

IIEE Chapters may extend services/assistance to all CSC activities in their area of responsibility.

Refer to Council of Student Chapter IRR

SECTION 3.0 DISPUTE RESOLUTION

Any dispute arising from Chapter operation must be settled in the Chapter level before it is
elevated to the Regional Governor and then to the National Board of Governors thru the National
President if no resolution has been made or agreed upon by the parties involved.

SECTION 4.0 EXTERNAL LINKAGES

Memorandum of Agreements (MOA), Memorandum of Understanding (MOU) and similar

agreements entered into by the Chapter shall be reviewed and approved by the IIEE Board of
Governor.

SECTION 5.0 REGIONAL COLOR

The Chapter shall use the standard color set by the IIEE for each region for their uniforms.

See below regional colors for reference.

Northern Luzon – Green (#008000)
Central Luzon – Red ( #FF0000)
Metro Manila – Navy Blue (#000080)
Southern Luzon – Orange (#FFA500)
Bicol – Aqua Blue (#00FFFF)
Western Visayas – Gold (#FFD700)
Eastern and Central Visayas – Black (#000000)
Northern Mindanao – Gray (#808080)
Southern Mindanao – Royal Blue (#4169e1)
Western Mindanao – Maroon (#800000)
Foreign Region – Red Brown (#A52A2A)

SECTION 6.0 IIEE AWARDS

Various awards are being given annually to motivate and recognize individuals, chapters or regions
in the performance of their duties and obligations as members and as electrical engineering
practitioners.

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6.1 Chapter Level
a. Chapter Excellence Award

b. Most Outstanding Chapter of the Year (Big, Small & Overseas Chapter Categories)
The criteria for selecting the outstanding chapters of the year are based on the various activities
that the Chapter has undertaken in order to meet the professional needs of the members and to
improve the public image of the Chapter in the community.
See Selection Criteria for the Most Outstanding Chapter of the Year (Big and Small Category)

c. Hall of Fame Award

A chapter who can achieve the Most Outstanding Chapter in its category for three (3) consecutive
years. A Hall of Fame Awardee will be exempted for the selection of the Most Outstanding Chapter
for the next two years.

d. Oplan Dagitab Awards

Chapters are recognized based on the different Oplan Dagitab projects undertaken during the
year.

6.2 Regional Level

a) Most Outstanding Regional Conference

b) Most Outstanding Regional Governor

Both are Presidential awards being given during the Annual National Convention

Regions and Chapters may establish and give other awards they deemed appropriate in their
respective areas of responsibility.

6.3 National Level

a) Grade of Fellow
The Grade of Fellow recognized unusual distinction in the electrical engineering profession and
shall be conferred only by invitation of the Board of Governors upon a person of outstanding
qualifications and experience in IIEE designated fields who has made important individual
contributions to one or more of these fields.
See Criteria/Nomination Form for the Selection of Fellows

b) Most Outstanding Practitioners in Electrical Engineering (Various Fields)

In recognition of the outstanding performance and contributions of IIEE members in various fields
of Electrical Engineering.
See Criteria/Application Form for the Most Outstanding Practitioners in Electrical Engineering
(Various Fields)

c) Senior Member
The Grade of Senior Member is the highest professional grade for which application maybe made
and shall require experience requiring professional maturity.

See Selection/Various Forms in the Selection of Senior Members

SECTION 7.0 IIEE LOGO

All chapters shall only use one IIEE logo as shown below.

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SECTION 8.0 IIEE CHAPTERS

The Membership Department shall issue and publish an updated list of accredited IIEE Chapters.

MANUAL OF OPERATIONS FOR IIEE CHAPTERS | 25

ANNEX A: MEMBERSHIP FORM

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ANNEX A: MEMBERSHIP FORM

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ANNEX B: MEMBERSHIP UPDATE FORM

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ANNEX C: MEMBERSHIP WAIVER FORM

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ANNEX D: BUDGET FORM

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ANNEX E: BUDGET FORM - CONSOLIDATED

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ANNEX F: IIEE CALENDAR OF ACTIVITIES

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ANNEX G: STATEMENT OF INCOME AND EXPENSES (FORM A)

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ANNEX H: STATEMENT OF ASSETS AND LIABILITIES (FORM B)

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ELECTION FORM A:

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ELECTION FORM B:

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MANUAL OF OPERATIONS FOR IIEE CHAPTERS
www.iiee.org.ph