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Here you will find all the information you need about event funding opportunities! If you have any questions, please reach out to us at ypfunding@ieee.org.
Introduction
IEEE Young Professionals (YP) is committed to helping young professionals evaluate and solidify career goals, polish their professional image, and build a lifelong and diverse professional network. Globally, we support IEEE Organization Units (OUs) to conduct events aligned with YP initiatives that target young professionals as an audience. The Program provides financial assistance to event organizers. Read on for details about the types of funding available, potential award amounts, and funding processes including application submission, review, and approval. IEEE YP events must follow all local health authority protocols and guidelines.
Timelines for Submission, Approval, Reporting, Funds Distribution
Applications can be submitted at any time throughout the year; however, application evaluation takes place only in 4 cycles as listed below. Please make sure to submit within the suitable cycle.
Cycle
One
Closed
Cycle
Two
Closed
Cycle
Three
Open
Cycle
Four
Upcoming
Cycle One
15 Feb
Deadline for Proposal Submission
16 Feb – 28 Feb
Evaluation Period
1 Mar
Result Announcement
5 Mar
Earliest Event to Fund within Cycle 1
Cycle Two
15 April
Deadline for Proposal Submission
16 Apr – 30 Apr
Evaluation Period
1 May
Result Announcement
5 May
Earliest Event to Fund within Cycle 2
Cycle Three
30 Jun
Deadline for Proposal Submission
1 Jul – 14 Jul
Evaluation Period
15 Jul
Result Announcement
20 Jul
Earliest Event to Fund within Cycle 3
Cycle Four
15 Sep
Deadline for Proposal Submission
16 Sep – 30 Sep
Evaluation Period
1 Oct
Result Announcement
5 Oct
Earliest Event to Fund within Cycle 4
Report Deadline: Reports must be submitted within 30 DAYS following the event’s conclusion. Volunteers are required to adhere to this timeframe to avoid disqualification. Late submissions will not be accepted and will result in the rejection of funding by the YP committee.
Report Evaluation: The evaluation process for the report commences immediately after submission and can take up to 4 WEEKS. Reports and associated receipts are thoroughly reviewed in this period. Transfer of funding is contingent on report approval from the YP Committee. Should any deficiencies be identified, this may lead to the disqualification of the fund. Additionally, if further communication is necessary to address these deficiencies, the timeline will be extended by an additional four weeks for each identified deficiency.
Fund Transfer: Following report approval, the transfer of funds to the respective Section/Society/Council can take up to 8 WEEKS.
If you have applied but have not yet received any notification yet, please check your email, including your spam folder. You may also reach out to us at ypfunding@ieee.org with any inquiries regarding your application status.
Timeline Clarifications
Submissions are reviewed in four distinct cycles. For instance, events submitted by 15 February 2024 fall into the first evaluation cycle, with results announced on 1 March 2024. It is important to note that events scheduled earlier than 5 March 2024 will be rejected due to the insufficient lead time between the announcement of results and the event date.
The submission portal is accessible year-round, but evaluations are conducted in the previously mentioned cycles. It is crucial to allow sufficient time between your event date and the proposal submission date. For instance, a proposal submitted on 17 February or 2 March 2024 will be reviewed in the second cycle, which takes place from 15 April to 30 April 2024. As a result, your event should not be scheduled before 5 May 2024 to ensure adequate preparation time following the evaluation.
For events planned for mid-year or later, you have the flexibility to submit in the cycle preceding your event. Alternatively, you can submit earlier if you prefer an advanced evaluation of your proposal.
Proposals received during the current evaluation period will be reviewed in the following cycle.
Who Can Submit an Event Funding Request?
Any IEEE OU can submit a funding request provided the event directly and positively impacts young professionals. Please note that each funding category has specific requirements for approval.
Funding Categories
Student Transition and Elevation Partnership (STEP) Funding
This funding stream is designed specifically to bring together students (mainly IEEE Graduate Student Members) and young professionals. It aims to introduce current and potential IEEE Members to IEEE Young Professionals, provide context about the Committee’s work to benefit young professionals, and give details on how to become involved. STEP events must ease and/or assist the student-to-professional transition.
Consider the following:
- IEEE Student and/or Graduate Student Members’ attendance is required at STEP events. Event organizers must clearly document all event attendees’ full names, email address, and IEEE Member Numbers. Attendees’ membership status/data must be made available to the YP Committee and/or IEEE staff upon request. Data may be used to confirm attendees’ membership status/identities.
- Events may take the form of what their organizers believe to be most effective. Potential examples include lectures, interactive workshops, and networking sessions.
Endorsement
Event endorsement is required. One endorser is required. The following individuals may endorse STEP funding requests: Section YP Affinity Group Chair; Section YP Affinity Group Vice-Chair; Section Chair; Section Vice Chair; Subsection Chair; Subsection Vice-Chair; Society/Council Representatives. One endorser is required. The endorser must ensure that the event is in the interest of young professionals and will positively impact the Student-to-Young Professional transition.
Endorsement letter is REQUIRED if the submitter is not one of the authorized endorsers. Letter template is available on the portal.
Eligibility
STEP events must be organized by one or more local Student Branches. Student Branches are encouraged to apply for this type of event and highly encouraged to collaborate with the YP AG in their section.
Funding amount
Maximum amount: $500
2- Local Activity Funding
This funding stream is designed specifically to assist Young Professional volunteers develop and implement initiatives, programs, and activities at the local level. It aims to engage members’ local YP communities. Local Activity events may be technical or non-technical in nature. Organizers may format the event at their discretion.
Consider the following:
- Local Activity funding may be used in conjunction with other events, activities, or initiatives.
- It is recommended that events occur in concert with local YP Affinity Groups’ and Sections’ activities.
- Event organizers are strongly encouraged to collaborate closely with IEEE OUs, industry representatives, and local institutions (businesses, schools/universities, etc.) when planning. Ideally, events organized through new partnerships should increase attendees’ professional networks.
Endorsement
Event endorsement is required. One endorser is required. YP Affinity Groups applying for local activity funding must receive endorsement from their group’s Chair or Vice-Chair. Other OUs, including Sections and Subsections, applying for local activity funding may receive endorsement from the following individuals: Section YP Affinity Group Chair; Section YP Affinity Group Vice-Chair; Section Chair; Section Vice-Chair; Subsection Chair; Subsection Vice-Chair. Technical events may also receive endorsement from Society/Council Representatives as an alternative. The endorser must ensure that the event is of interest to young professionals and/or has young professionals as its target audience.
If the applicant is a qualifying endorser and reported officer in vTools, no additional endorsement is required. The applicant will not be required to submit a .PDF endorsement letter.
Endorsement letter is REQUIRED if the submitter is not one of the authorized endorsers. Letter template is available on the portal.
Eligibility
All IEEE OUs, with the exception of Student Branches, may apply for Local Activity funding.
Funding amount
Maximum amount: $750
3-Meet-up Funding
This funding stream is designed specifically to engage members and volunteers living in shared geographical locations to grow their professional networks. The opportunity to network with others is critical to a Meet-up’s success. Organizers may format the event at their discretion; qualifying events include but are not limited to technical talks, presentations panels with Q&A sessions etc.
Consider the following:
- It is strongly encouraged that Meet-ups take place in conjunction with large-scale events (e.g. conferences, technical congresses, Regional events, cross-Section congresses, etc.).
- It is recommended that events occur in concert with local YP Affinity Groups’ and Sections’ activities.
- Organizers are encouraged to collaborate with local technical chapter representatives and YP Affinity Groups
Endorsement
Event endorsement is required. One endorser is required. YP Affinity Groups applying for Meet-up funding may receive endorsement from the following individuals: YP Affinity Chair; YP Affinity Group Vice-Chair. Other OUs, including Sections and Subsections, applying for Meet-up funding may receive endorsement from the following individuals: Section YP Affinity Group Chair; Section YP Affinity Group Vice-Chair; Society/Council Representatives; Section Chair; Section Vice-Chair; Subsection Chair; Subsection Vice-Chair. The endorser must ensure that the event is of interest to young professionals and/or has young professionals as its target audience.
If the applicant is a qualifying endorser and reported officer in vTools, no additional endorsement is required. The applicant will not be required to submit a .PDF endorsement letter.
Endorsement letter is REQUIRED if the submitter is not one of the authorized endorsers. Letter template is available on the portal.
Eligibility
All IEEE OUs, with the exception of Student Branches, may apply for Meet-up funding.
Funding amount
Maximum amount: $1,500
Funding Application Endorsement Requirement
It is expected that event organizers personally verify qualifying endorsers as outlined in the funding application categories above. Events applications endorsed by non-qualifying individuals will not be considered.
Consider the following:
An individual’s endorsement will only be considered valid if their Member profile accurately reflects their current Officer status. vTools Officer Reporting may be used to confirm Officer status.
An individual’s endorsement will not be considered valid if their Member profile does not accurately reflect their current Officer status.
A list of Society/Council Representatives is available here.
Funding Qualification Criteria
Event organizers are expected to review and adhere to the following stipulations. Please email ypfunding@ieee.org with questions.
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Funding is not available for travel expenses, accommodation, visa applications, gifts (including IEEE membership gift), honorarium etc.
- Initial funding approval does not guarantee funds will be provided. Awarded amounts may be higher or lower than initially requested.
- Applications will only receive the maximum available funding available if such is appropriately justified by the event’s final expense report, number of attendees, quality of follow-up materials, and overall impact of the event.
- An event’s overall impact will be determined by the number of attendees, the presence of significant participants/speakers, potential partnership/collaboration with IEEE OUs and/or industry entities, along with reach on social media (posts, amount of views, the number of unique engagements). All information concerning these points must be included in the event’s follow-up event report.
- Funding will only be issued after an event has concluded and the required follow-up materials are received by the Subcommittee.
- Fund transfers typically take 14 days to complete. An individual transfer may require additional time.
- A summary of the event’s final budget and financial report must be submitted for an application to receive approved funding. The final budget/financial report should include both the event’s tentative budget and actual spending in USD. All income, including surplus income, must be documented. Official recipients must be included as spending justification per line item. An expense submitted without a vendor’s official receipt shall not be considered for reimbursement.
- All IEEE OUs submitting an event funding application are required to adhere to IEEE Young Professionals branding requirements
- Applicants that fail to submit an application’s required follow-up materials within 4 weeks after the event (or by the expressed deadline) are ineligible to receive funding. Those who consistently do not submit follow-up materials may be temporarily prohibited from applying for YP event funding.
- Branding compliance checks will be conducted on applicants: online presence will be reviewed to ensure the correct use of the YP logo and terminology. Applicants must adhere to all branding rules as described in the branding document.
- In the event an application is not approved by the YP Events and Funding Subcommittee, its applicant may appeal the decision for reconsideration by emailing ypfunding@ieee.org
Event Reporting Requirements
- Approved event funding will only be distributed once follow-up materials have been received and reviewed for quality. Follow-up materials must be submitted within 4 weeks after the event takes place/by the deadline set in the proposal call window. The required follow-up materials include:
- Event description and outcomes
- Attendance report in Microsoft Excel Format:
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- Attendees’ first and last names
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- Attendees’ IEEE Member Numbers (as applicable)
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- Attendees’ email addresses
- Number of attendees categorized by IEEE membership/non-member status
- Event’s impact on young professionals in as much detail as possible
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- Photos and/or videos from the event
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- Final budget summary/financial report, in USD, detailing expenses and surplus income (if applicable). Official vendor recipients must be provided for each line item expense. Expenses submitted without a vendor’s official receipt shall not be considered for reimbursement.
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- Copies of all advertising/promotional/marketing materials used (flyers, posters, email invitations etc.)
- Link to the vTools event report
- Event’s impact on young professionals in as much detail as possible
- A maximum 500-word submission for the YP IMPACT Blog detailing your successful event. This write-up will be collected via the funding porlal
Important Reminders for Online Application Submission
The IEEE YP Funding Portal is accessible here. Please note the following important reminders:
- All required submission form fields must be accurately completed.
- Applicants are required to obtain a qualified endorsement as described herein and provide such in the form of a letter signed by the endorser in .PDF format.
- Applicants must attach their endorsement letter to their application and select “Save and Finalize.” This required action will complete and submit their applicant.
- After saving and finalizing an application, the applicant will receive an on-screen confirmation message. The submitted application will be accessible under the funding portal’s “Complete” tab on its left-hand navigation bar.
Ready to Submit?
Please ensure that you have read all of the above information. By submitting an application, you recognize and agree to act in accordance with the YP event and funding procedures detailed above.
FAQs
- The main event organizer is not eligible to apply for funding, such as an SB applying for a Local Activity or Meetup or a Non-SB applying for STEP Funding. Please refer to our website for further details.
- The main event organizer is an OU that is not recognized by IEEE.
- The application lacks an endorsement from an authorized person, nor was it submitted by an authorized person to endorse.
- The endorsement is not from an authorized person or the endorser is not reported on vTools.
- The submitter or endorser has inactive IEEE membership.
- The expenses that are ineligible for IEEE YP Funding include travel expenses, accommodations, visa applications, gifts (including IEEE membership gifts), honorarium, and other similar items. Please note that while you may cover these expenses from other sources, they cannot be covered by the fund given by IEEE YP.
The following individuals may endorse funding requests: Section YP Affinity Group Chair; Section YP Affinity Group Vice-Chair; Section Chair; Section Vice Chair; Subsection Chair; Subsection Vice-Chair; Society/Council Representatives.
Yes, the endorsement is required for all funding categories.
Only one endorser is required for each funding category.
If the applicant is a qualifying endorser and reported officer in vTools, no additional endorsement is required. The applicant will not be required to submit a .PDF endorsement letter.
STEP Funding is exclusively available to Student Branches, whereas Local Activity and Meetup Funding are accessible to all IEEE OUs except for Student Branches.