vTools.Voting v2.4.0 has been released

vTools.Voting v2.4.0 provides the following enhancements:

  • Support for motions held by an geographic organizational unit
    • Volunteers may create and manage a motion ballot for a selected geographic organizational unit
    • Functionality includes: Preview, Print /PDF,email voters, view and update results online and downloaded
    • Results for motions include the abstention count online and included in the download
    • Updates to motion results are available, if needed.
    • NOTE:  Volunteers compose and send email to eligible voters using vTools.Voting.
  • Voting for a motion
    • Eligible voters will submit their votes for a motion ballot online using vTools.Voting
    • Every motion ballot includes the option to abstain.
  • Voting in an election
    • Every election includes the option to abstain
    • Volunteers can view the count of abstention online and results downloaded
  • Voter email messages sent through vTools.Voting include ballot-related information:
    • Title of ballot, start/end date/time and timezone and contact email address is automatically provided in the voter email message.
    • Volunteers may customize the voter email message sent to eligible voters using vTools.Voting.
      • On the Manage page there are the options: Email and Email Log
    • Volunteers have the ability to customize the voter email message, if desired
  • Ballot dashboards identify motions (i.e. gavel icon ) and elections (i.e. check icon)

Voting has been upgraded to Rails / Ruby 2.3.3

Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns.

vTools.WebInABox v4.0 has been released

vTools.WebInABox v4.0 provides the following enhancements:

WebInABox has a new look and feel. It is fully responsive to mobile devices

  • This new, more intuitive look and feel, provides new features and enhancements which include:
    – A new home page design
    – Improved navigation for administering a website
    – More help text
  • Support for student branches, student branch chapters and student branch affinity group WebInABox websites is now available

WebInABox has been upgraded to Rails / Ruby 2.3.3

Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns.

vTools.Officer Reporting v2.3.0 has been released

vTools.Officer Reporting v2.3.0 provides the following enhancements:

  • WIE membership validation
    • When reporting officers for Section and Student Branch Women In Engineering (WIE) affinity groups, the IEEE member holding the officer must have a current WIE membership.
  • All new officer reports require a term end date be provided
    • Term limit of six(6) years in a position will be enforced
    • Note: View an officer’s term dates by hovering cursor over the name displayed in the online roster page
  • MGA includes Officer Qualifications information

Officer Reporting has been upgraded to Rails / Ruby 2.3.3

Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns.

Student Branch Report Annual Plan – Signatures

Student Branch Report Annual Plan – Signatures

When completing an annual plan for the Student Branch, please note the following:

  • The SIGNATURES section of the annual plan will include pre-populated email addresses.
  • The system will retrieve the email addresses for all officers that are required for the Student Branch Name/Code annual plan.
  • An informational message indicating what email addresses were found and for what position in SIGNATURES will be displayed to the user
  • There may not be an officer in the position. When there is no email address for a position in SIGNATURES, the user must provide an email address.
  • The SIGNATURES email addresses must be the official email addresses of officers recorded in the IEEE Membership database.
  • Email to approve an Student Branch annual plan uses the email addresses included in SIGNATURES.

Events now supports – One event – multiple HOSTs – one report

Events now supports   “One event – multiple HOSTs – one report”

This enhance provides:

  • Support for multiple OUs hosting a single event allows OU volunteers to cross promote their events/meetings utilizing one single event, efficiently manage the registration process for all registrants, reduce the number of notices sent out by consolidating communication to go to all members of the hosting OUs in one eNotice and simplify and reduce reporting to one report that applies to all hosting OUs.   For more information, see the vTools Blog post.

vTools.Events v6.11 has been released – 30 Jul 2020

On  30 July 2020 Events version 6.11 was released.

Events version 6.11 includes the following enhancements:

                 One event – multiple HOSTs – one report

    • A single event supported by more than one OU (organizational unit)
      • Administration by all current officers for each OU /co-sponsor assigned to event
      • A single report for event supported by multiple OUs
      • One registration list
      • Promote event by sending one eNotice to all members of OUs
      • Feeds to each OUs’ website / calendar  – including Collabratec and IEEE mobile app
      • NOTE: If payments are enabled, funds will be deposited to the Primary OU
    • Reporting
      • Pre-populate member/non-member numbers based on registrations
    • Virtual / web conference information
      • Publicize web conference information in LOCATION – ‘Virtual Info
        • Webex URLs will be obfuscated for anonymous users to protect against fraudulent usage, available upon ReCAPTCHA authorization
        • When using free accounts (i.e. Zoom, Google Meet), please be aware of any maximum numbers of attendees, and any recording must include privacy consideration.
        • NOTE :  Virtual info is required if Physical Location is not included
      • eNotice messages include web conference information or link to event pubic view  in the case of WebEx
      • For more information on MGA recommendations on remote conference options click here
    • Registration – When guest registrations are submitted, a copy will be sent to the signed in user submitting the guest registration
    • Support of Pre-U STEM Programs and reporting
      • STEM Programs :
        • Camp
        • Career Day
        • Competition/STEM Fairs
        • Girls in STEM
        • Industry/Company Tour
        • Mentoring
        • Parent Program
        • Student Workshop
        • Teacher Workshop
      • Reporting for a Pre-U STEM event includes a new STEM report
      • Search for detailed Pre-U STEM report details on Advanced Search option
      • Pre-U STEM events feed to TryEngineering website
    • Advanced Search provides option to include only reported events

IEEE Upgrade 8 August 2020

IEEE Upgrade 8 August 2020

On, 08 August 2020, IEEE is upgrading a number of Web sites and systems to bring you enhanced capabilities and an improved experience.

Starting Saturday, 08 August from 06:00 AM EDT (10:00 UTC-04) to Saturday, 08 August 4:00 p.m. EDT (20:00 UTC-4), the following functions will not be available: IEEE Shop, join and renew IEEE and IEEE societies, article purchasing on IEEE Xplore and some vTools applications. If you need assistance during this time, please direct your inquiry to the IEEE Support Center

Please note that due to this upgrade parts of the vTools will be inaccessible between Saturday 08 August, starting at 6:00 p.m.(10:00 UTC-4) through 3:00 p.m. (19:00 UTC-4):

– there will be no ability to validate member numbers for discounted price levels during registration

– There will be no ability to select target organizations
– There will be no ability to send express eNotices
– Create, updated and save eNotice will be available

– there will be no ability to create new or modify existing sites
– “Officers” and “Other units” pages will not show any officer or unit data

– there will be no ability to create new or modify existing ballots
– Voters should still be able to vote in open elections

vTools.OfficerReporting will not be available

WebEx will not be impacted

-There will be no ability to create new or modify existing annual plans
-Volunteers can view and download submitted plans

vTools.Xtreme Registration
-There will be no ability to create new or modify existing team registrations
-There will be no ability to create new or modify existing proctor registrations
-There will be no ability to confirm/decline team registration

ReviewRoom will not be impacted

If you have any questions, please contact the vTools team at vtools@ieee.org

vTools.Xtreme v3.6 release – 30 April 2020

vTools.Xtreme version 3.6 was released on 30 April 2020

Xtreme Registration v3.6 provides the following enhancements:

  • Home page includes “Proctor Registration” icon
  • Proctor registration allows up to four(4) schools to be selected
  • Selection of Schools includes province/state and country information
  • Administrative page provides easier search options by member number/name for proctor information


  • IEEE mobile app is included in footer

vTools.eNotice v2.1.0 release – 30 April 2020

vTools.eNotice version 2.1.0 was released on 30 April 2020

eNotice v2.1.0 introduces the following enhancements:

Automate the scheduling of reminder eNotices

  • eNotices with reminders are eligible for express delivery
  • Reminders are scheduled for a future delivery date
  • Reminder eNotice includes a link to the original eNotice
  • The listing of eNotices provides a link to the reminder ‘Manage’ page
  • This enhancement removes the dependency on MGA IM staff to schedule the reminders


  • IEEE mobile app is included in footer