PRESENTS

vTools Voting:Getting Voter List

Table of Contents

Tutorial Introduction

SAMIEEE Homepage

SAMIEEE Training

Access SAMIEEE

SAMIEEE: Use Statement

Logging into SAMIEEE

SAMIEEE Landing Page

Geographic Pre-defined Queries

Table of Contents

Select an Appropriate Pre-defined Query

Select a Section

Export Results

Save the Voter List

Get a List of Chapter Voters

List of Society Acronyms and Descriptions

Run the Query for Chapter Voter List

Export the Chapter Voter List

Example of voter list template

Tutorial Introduction

SAMIEEE Homepage

On the Homepage, we will list any notification to the users regarding any information/special notices that might be valid at the time. [New features, system downtime due to scheduled maintenance, etc.]

Always enter SAMIEEE through the SAMIEEE Homepage. Do not save the address of the tool itself as your favorite.

http://www.ieee.org/samieee

SAMIEEE Training

SAMIEEE Home Page contains various training resources from a detailed training webcast to a quick starting guide. If you have questions with regard to using SAMIEEE, please e-mail samieee@ieee.org or use the SAMIEEE Online Community.

Click on the “Training” link.

Access SAMIEEE

To login to SAMIEEE, click on “Access SAMIEEE.”

SAMIEEE: Use Statement

Please read the “Use Statement” before proceeding to the login screen.

Logging into SAMIEEE

Use your IEEE account credentials to login. If you do not recall your username or password, or need to create an account, visit the account portal at http://www.ieee.org/web/accounts

An IEEE Account provides easy access to a variety of online services. IEEE Accounts are available to IEEE members and IEEE Society members, customers, and visitors. Access to services varies based on membership and subscription status.

After entering your credentials, hit the “Log In” button.

All new members and Society members that join online choose an IEEE Account as part of the process. If you have recently applied for membership by postal mail or fax, then you will be able to obtain an IEEE Account once you receive your IEEE member number by mail. Need immediate access? Contact the IEEE Support Center.

Please note that only volunteers who are listed on the section roster will have access to the creating and editing meetings. This ensures that only authorized IEEE members can edit meeting data. Use the reporting form located at http://officers.vtools.ieee.org/ to report new volunteers.

SAMIEEE Landing Page

We have found the best way to get a voter list is to use “Predefined Queries” that have already been built for the volunteer users.

When you open the “Catalog” with the queries, on the left side of the screen, under “Shared Folders” is a folder named “SAMIEEE.” Within this folder, you will find “Geographic Predefined Queries.” You will use one of these predefined queries.

The queries are named to describe the results they would produce. Using any of these queries will “automatically” limit you to only the members in your Organizational Unit and what you’re authorized to view.

Geographic Pre-defined Queries

1) Open “Shared Folders”

2) Open “SAMIEEE”

3) Select “Geographic Predefined Queries”

Select an Appropriate Pre-defined Query

Scroll down

Select an appropriate pre-defined query, depending on what election you are running: Section, sub-section, affinity group, or a chapter election.

Let us select the query for retrieving section voter list.

Click “Open”

Select a Section

Based on your access, you might be prompted to select a section.

Then, click “OK.”

Export Results

When the results are ready for download, first click on the “Export” link.

Select “Data,” then “Tab delimited Format.” It is VERY IMPORTANT to use this file format! This is the file format expected by the Voting tool, and the only one that can be successfully loaded.

Save the Voter List

When prompted, save the file locally. This is the voter list that you will upload in the Voting tool.

Get a List of Chapter Voters

Getting a list of chapter voters is very similar.

Click on the “Catalog” menu option to get back to the predefined queries.

Get a List of Chapter Voters

1) Open “Shared Folders”

2) Open “SAMIEEE”

3) Select “Geographic Predefined Queries”

Get a List of Chapter Voters

Scroll down

Open the predefined query for chapters

Click “Open”

Get a List of Chapter Voters

Select the appropriate section

Provide a chapter code, such as “MEMC016,” for Computer Society Chapter.

The List of Society Membership Codes is available under “Reference Materials” on the SAMIEEE Page (http://www.ieee.org/samieee)

List of Society Acronyms and Descriptions

Open “List of Society Acronyms and Descriptions.”

List of Society Acronyms and Descriptions

Find the relevant code. In our examples, we will use IEEE Computer Society, so the code is C016.

Run the Query for Chapter Voter List

Prefix the code with “MEM” for membership and type in the full Society Membership Code. “MEMC016.”

Notice that the “OK” button is not active at this point. However, if you click off the text box, that will enable the “OK” button. Clicking anywhere in the white area of the screen will work.

Click “OK” to run the query.

Export the Chapter Voter List

After you download the data file, you can logout by clicking on the “Sign Out” link.

Results can be exported in the same fashion as what was shown for a section.

Remember to always click on “Export,” then “Data,” and then select “Tab delimited format.

It is VERY IMPORTANT to use this file format! This is the file format expected by the Voting tool and the only one that can be successfully loaded.

Example of a voter list

This is an example of a voter list

Thank you!

Thank you for viewing the tutorial. Please remember to visit vTools’ site (http://vtools.ieee.org) to learn more about our projects. If you have any questions regarding vTools.Meetings, please e-mail us at: vtools@ieee.org.

Thank you!