03 Apr

How to include eNotices in RSS feeds

eNotice Feeds

RSS feeds include eNotices

What eNotices will be included in RSS feeds?

The RSS feed will only include eNotices that have been sent explicitly to a specific organizational unit .

Only eNotices that have been sent, and are not set as private, will appear in public feeds.

What content will be included in RSS feeds?

The RSS feed will include the title based on the subject of an eNotice , a link to preview an eNotice ‘s content based on the first 50 characters.

How do I construct an RSS Feed and include in external sites?

An atom feed can be accessed to produce a list of eNotices for one or more organizational units.

The URL for a specific organizational unit is:


where SPOID is the SPO ID for the organizational unit.

Multiple organizational units can also be included:


*Note that only eNotices that have been sent, and are not set as private, will appear in public feeds.

09 Jul

Want to know who has access to vTools?

The current security model automatically allows use of the tools by any volunteer who appears on the organizational roster. Volunteers can create meetings/events, WebInABox sites, run elections, etc., while members and in many cases general public can view meeting/event information, visit WebInABox sites, etc.
Volunteers should use their IEEE web account username and password to login. If you do not recall your Web Account information, you may go to: http://www.ieee.org/web/accounts to recover your username or password online.

For more information, please view the post Automatic Access Information.

To report officers in order to have access to vTools, use vTools.Officer Reporting

04 Jan

Are local elections results automatically reported once the election has ended?

The reporting of the election results (conducted in vTools.Voting for local geographic units) to IEEE headquarters is not automatically done at the end of the election period.

The election manager or any other officer reports the results in vTools.Officer Reporting and updates the geo unit’s roster. Once the reporting has been submitted, the geo unit’s roster will be updated overnight as well as the member’s record.

Refer to the IEEE Geographic Unit Officer reporting for guidelines

15 Dec

New Events – eNotice Integration is here

We are happy to announce the integration of Events with eNotice is available for all your events and meetings.

With this new feature, you can create an eNotice using the meeting information entered in vTools.Events.

Follow these steps:

  • View your meeting or event in vTools.Events
  • Select the new option “Create eNotice from Event
  • The contents of the meeting will be copied into a new eNotice.
    The eNotice message will include all of the key details of your announcement including

      Title and image, if applicable.
      Header, if applicable
      Date / Time
      Contact email
      Extra Contact Information, if applicable
      Footer, if applicable
      Location info and map
      Registration link, if applicable
      Registration Information (dates and menu items not pricing info found in the tooltip) , if applicable
      Speaker – Display Name and Topic and image if applicable
  • Edit the eNotice, if needed. This includes message content, filters (mailing target audience, grade/status).
  • eNotice automatically assigns the mailing target audience using the organization selected (HOST) on the meeting/event.
  • Submit the eNotice – SEND EXPRESS rules will continue to be enforced.

Click here for more information – Events-eNotice Integration.

08 Dec

eNotice Access – List of volunteer positions that have access to eNotice automatically

To use eNotice online web application, you must be an officer of the geo organizational unit to which you want to send notices.  If you are an officer of the organizational unit and your information does not appear in the online rosters, then please submit your officer information to http://officers.vtools.ieee.org. If your officer position does not appear in the online rosters, then approval from the appropriate officers would be required.

Note access to online roster is limited to current officers.

Access is automatically granted for the following positions:

  • Chair
  • Vice Chair
  • Secretary
  • Treasurer
  • Secretary/Treasurer
  • Newsletter editor
  • Webmaster
  • SAMIEEE Recipient
  • Membership Development Chair
  • Region Director
  • Chapter Chair, Vice Chair, Secretary, Treasurer
  • Affinity Group Chair, Vice Chair, Secretary, Treasurer
  • Council Chair

If you have further questions regarding access, please email enotice-admins@ieee.org.


01 Dec

vTools Voting Overview

What it is

vTools.Voting is a free tool that enables volunteers to setup electronic ballots to allow members to submit votes in their Section, Sub-Section, Chapter, or Affinity Group officer elections online. Please note that this is different from the general IEEE elections. Based on the feedback from some of the over 250 elections conducted using the system, when conducted electronically, elections can double the voter participation rate. System features include:

  • on demand availability (no webmaster  involvement needed)
  • intuitive user interface for creating election ballots
  • online tutorials for voters and volunteers
  • professionally looking ballots
  • printable ballots
  • ability to send email to voters from the Voting tool
  • IEEE branded look and feel
  • secure access
  • voter authentication via IEEE web accounts


Who can create ballots

The current security model automatically allows use of the tool by any volunteer who appears on the section roster including section, sub-section, chapter, and affinity group officers. Only the original ballot creator has ability to modify data, while all other officers have a read only access to the ballot data. This ensures transparency and data integrity at the same time.


What is needed to create ballots

Assemble required candidate data, including positions they are running for, their biographies, and pictures (optional). Login at https://voting.vtools.ieee.org and create a ballot in 7 quick steps using simple user interface:

– Specify ballot name

– Specify election start and end time

– Provide custom voter instructions or use default text provided as the election introduction

– Provide contact email address in case voters have any questions

– Add positions and associated candidates (write-in option is available and recommended)

– Auto-load a voter list. Please note there is an option available to retrieve voter list from SAMIEEE database using pre-defined query.

– Save and activate the ballot


High level process for running elections after ballot is activated

–       Contact voters via email directly from the Voting tool to announce the election. As election manager, compose the email content and Voting will email the voters.
Please note that the tool will not email those voters who requested IEEE not to contact them via e-mail. Those voters will need to be informed of the election via other means, such as paper mail.

–       Monitor voter participation rate and adjust election end date if necessary

–       Print paper version of the ballot if requested

–       Once election is over, view and certify the results. If necessary, update the results based on the votes received offline (for example paper ballots).

–       Report results to IEEE headquarters using vTools.Officer Reporting.


Requirements and limitations

–       Security model automatically allows use of the tool by any volunteer who appears on the section roster including section, sub-section, chapter, and affinity group officers. 

–       Only one volunteer has access to manage the election. This is aimed at maintaining the integrity of the election.

–       vTools.Voting does not currently provide functionality to support nominations process.