Executive Fellowship Program Guidelines

1. STATEMENT OF PURPOSE

IEEE-USA's Executive Fellows program is created to advance IEEE's goal of providing timely technical assistance to government on matters relating to electrical and electronics engineering. The program seeks to provide a resource of private-sector experience and technical knowledge to key government policy makers and aims to broaden the perspectives of both the professional and governmental communities on the value of such interaction.

2. SPONSORSHIP OF FELLOWSHIPS

Each year, IEEE-USA will seek to sponsor one or more Executive Fellows to serve a one year Fellowship with an Executive Branch Department or agency. The Government Fellows Committee has been established as a standing committee of IEEE-USA to manage this program. Any IEEE entity may sponsor IEEE members as Executive Fellows in coordination with the IEEE-USA Government Fellows Committee, subject to that Committee's charter and these policies and procedures.

3. QUALIFICATIONS FOR FELLOWSHIP

To be considered for an IEEE-USA Executive Fellowship, Applicants will be asked to submit an application confirming the following qualifications for the Fellowship:

a. Applicants must be members in good standing of IEEE at Member grade or higher for at least four years prior to application. An applicant who is a Senior Member of Fellow of the Institute will automatically satisfy this condition. Such higher grades are preferred for applicants;

b. Applicants must be United States citizens at the time of application;

c. Applicants must demonstrate technical competence and senior management experience in industrial R&D, technology transfer, manufacturing technologies, or related areas;

d. Applicants must demonstrate a strong interest and/or experience in applying technical knowledge to the formulation of public policies that enhance U.S. technological competitiveness;

e. Applicants must show a history of service to the profession.

f. Applicants may be asked to demonstrate any special qualifications or experience specified by the Executive Branch sponsor.

4. APPLICATION PROCEDURES

4.1 Advance Publicity

The Government Fellows Committee (in coordination with the sponsoring entity) shall publicize a description of the program and the application requirements (and deadline) with sufficient notice to allow reasonable time for response. This shall be done via news releases and/or advertisements placed in IEEE publications with broad distribution to IEEE U.S. members including IEEE Spectrum magazine, the Institute newspaper, and the IEEE-USA News and Views newspaper.

4.2 Application Form

Individuals interested in applying for an Executive Fellowship will be asked to complete an Application Form providing personal history, background, and contact information and to which the following attachments will be required:

a. Statement of Interest and Qualifications -- a brief (one page) statement explaining why the applicant wants to be an Executive Fellow and the relevance of applicant's background to the position.

b. Personal and technical resume; including description of IEEE activities and related group/society affiliations.

c. Statement of Non-Conflict of Interest -- a statement expressing the applicant's willingness to abide by the terms and conditions outlined in these Policies and Procedures. The statement should also describe any actual or apparent conflict-of-interest or absence there-of. Examples of situations to be avoided are:

1. A situation in which a prospective Fellow's employer attaches, as a condition for approval of the Fellowship application, a requirement restricting the prospective Fellow's freedom of choice in pursuing assignments.

2. A situation in which a Fellow uses an assignment to advocate or otherwise promote polices that are of direct, specific personal benefit or benefit to an employer or company in which the Fellow has a substantial personal interest.

d. Statement from employer authorizing leave-of-absence and agreeing to specified salary and benefit support, or a letter giving reasons for the absence of such authorization and for the expectation that it would be available at a later date, or stating other arrangements.

e. Names and addresses of three technical/business references and three professional/community service references who can be contacted on your behalf.

4.3 Applications Process

Upon receipt of requests for information from potential applicants, the Government Fellows Committee (or the sponsoring Committee) will promptly provide an application kit including the application form, a copy of the Policies and Procedures for the Executive Fellows Program, and such additional informational material as may be deemed useful. The Kit should clearly indicate the closing date for receipt of applications. Application Kits may be distributed by first class mail or via electronic means.

Applications for Executive Fellowships, together with required supporting materials, shall be mailed to the designated contact by first class mail and must be post-marked before the published application closing date.

In those cases where an incomplete application is submitted, the Applicant will be advised of those items required to complete the application. Applications will generally not be considered by the sponsoring entity unless completed prior to dates established for review. In those cases where an element cannot be obtained at the time of application (e.g. employer's commitment to provide leave of absence and financial support) but it is fairly certain that it will be available in the event of selection, the applicant may state his reasons for the absence of the required item at the time of application and the expected likelihood of its future availability. The sponsoring entity may choose to entertain such applications on a case by case basis.

5. FELLOW SELECTION PROCEDURES

5.1 Selection Criteria

In evaluating applications, the Government Fellows Committee (or the sponsoring committee) shall consider the Qualifications for Fellowships outlined in Section 2 above.

5.2 Review and Preliminary Selection

The written applications of candidates will be reviewed and ranked by the Government Fellows Committee (or the sponsoring Committee) based on established criteria. From these preliminary rankings, the Committee shall meet to select one or more Finalists to be invited for interviews.

5.3 Finalist Interviews

Applicants selected as Finalists will be required to attend a personal interview at a time and place designated by the Government Fellows Committee (or the sponsoring Committee). Travel and related expenses for participation in the interview will be reimbursed by the IEEE-USA. Finalist(s) shall be interviewed personally by a suitable number of Committee members, cognizant staff members, and as desirable, other Institute officials.

5.4 Final Selection

Based on the results of the interview(s) and the totality of the application process, the Government Fellows Committee (or sponsoring Committee) shall recommend the name(s) of the Fellow(s) selected for approval by IEEE-USA OpCom. In the event that selection is done by the sponsoring Committee, the Government Fellows Committee may add its recommendation for consideration by IEEE-USA OpCom.

5.5 Approval by Executive Branch Sponsor

Upon selection, the names and qualifications of the proposed IEEE-USA Executive Fellow(s) will be presented for approval to the appropriate officials representing the Executive Branch department or agency that is sponsoring the Fellows.

5.6 Notification and Acceptance

Upon approval by the Executive Branch sponsor, the IEEE-USA Staff Director or appropriate staff designee shall arrange for prompt notices to be sent to the selected Fellow(s). The initial announcement may be made by telephone call, telegram, or electronic communication. This shall be followed by a formal letter of notification and acceptance. The Fellow(s) shall return one signed copy of the letter, which serves to formalize the acceptance of the Fellowship. Following acceptance, the Fellow(s) will be presented with the proposed Terms of Appointment (i.e. a formal contract between the Institute, the employer if appropriate, and the Fellow) outlining the terms and conditions of the Fellowship. (see Item 6.1 below). IEEE-USA shall also arrange for such public notices as may be desired and shall issue such letters to the Fellow's employer as are deemed necessary to publicize the award and to clarify financial arrangements.

6. TERMS AND CONDITIONS OF APPOINTMENT

6.1 Generally

Following acceptance, the terms and conditions of appointment shall be specified in a Terms of Appointment letter signed by the Executive Fellow, the Fellow's employer if required, and by appropriate representatives of the IEEE. The standard terms and conditions are outlined in Sections 6.2-6.7 below.

6.2 Term of Appointment

The standard term of appointment shall be for one year (12 months) beginning on a mutually agreed upon date. The term of appointment may be renewed for one additional year based on the mutual agreement of all parties.

6.3 Expense Stipend

IEEE-USA will normally reimburse the Fellow or the Fellow's sponsoring company a negotiated stipend in an amount up to$50,000 to offset living and moving expenses. Normal salaries and additional expenses are the responsibility of the Fellow or his/her employer.

6.4 Reports

Executive Fellows will provide two written reports, which describe the Fellow's responsibilities and on-going activities. The first report ("Mid-Term Report") is due after the sixth month of the Fellowship and should provide an overview of on-going activities and accomplishments. The second report ("Final Report") is due no later than one month after completion of the Fellowship and should recount the Fellow's activities and accomplishments during the Fellowship and offer personal perspectives and recommendations on the Fellowship program.

Executive Fellows will be invited to attend meetings of their sponsoring Committee(s) and may be called upon to make oral reports of their activities at those meetings.

6.5 Presentations

If appropriate and consistent with the Fellow's schedule, the Fellow may be called upon to give oral presentations to the IEEE United States Activities Board or to other Institute members or groups. Reimbursement for related travel must be authorized in advance by the sponsoring entity and will be an allowable expense directly chargeable to IEEE-USA.

6.6 Orientation

If the timing for selection of Executive Fellows permits, the Fellows may be required to participate in the government Fellowship orientation program coordinated by the American Association for the Advancement of Science and generally held in Washington, DC each year during September. IEEE-USA will pay the required registration fee and the Fellow will be reimbursed for related travel and lodging expenses subject to prior authorization of the sponsoring entity and subject to IEEE policies on travel reimbursement.

6.7 Freedom from Influence

The following guidelines are provided to ensure the Fellow's freedom from improper influence:

a. It is clearly understood by all parties that the Fellow is not an employee of IEEE or of the Federal government.

b. The Fellow is free to choose his or her assignments consistent with the purposes of the Fellowship and is not bound to represent the views or positions of IEEE-USA as a condition of the Fellowship, but may call upon the Institute for technical information and any other general support required. IEEE-USA will not attempt to control or regulate the Fellow's independence of thought or service.

c. The Fellow may continue to communicate with past employers and is encouraged to seek technical information from all cognizant sources. However, he or she shall not compromise the integrity of the advice and assistance rendered to the Federal Government by permitting undue influence by any organization or individual nor by actions that would suggest such influence.

d. The Fellow may not accept any other employment or additional reimbursements for services rendered during his or her term of office except as specifically disclosed in the original application and agreed to in writing by the Institute. Unusual situations shall be referred to the Staff Director, Professional Activities, for interpretation and rulings.

e. The Fellow shall not engage in partisan political activities during the term of appointment.

f. As a condition of the Fellowship, the Fellow may be required by the Federal Government to sign a statement declaring adherence to policies and laws governing codes of ethical conduct.

6.8 Modification/Termination

The standard terms and conditions of the Fellowship may be modified or terminated by mutual agreement of the parties or as specified in the related policy on disclaimers (see Section 7).

7. DISCLAIMER POLICIES

The following specific disclaimers are made by the IEEE-USA regarding the Executive Fellows program:

a. The designation of a Fellow and the execution of a Fellowship and stipend agreement does not constitute an employment contract between the Fellow and IEEE, Inc., or any IEEE official. During the fellowship, no employer-employee relationship shall exist between the Fellow and the Institute. However, the Fellow may continue to have an employment relationship with his/her employer at the time of selection in accordance with the employer's established leave policies and provisions of the law. The conditions of the Fellowship agreement shall be binding on both parties only to the extent that both agree in the written agreements.

b. IEEE-USA's total financial liability for reimbursement to the Fellow shall not exceed the agreed upon amount for stipends and other expenses as approved by the sponsoring entity. No person shall have any claim against the Institute for any other expenses nor for the actions of the Fellow.

c. The Fellow serves in each of his/her assignments at the pleasure of the cognizant Executive Branch official. These assignments may be terminated at will without explanation.

d. Although it is the intention of the IEEE-USA to continue this program throughout each term of appointment, circumstances may dictate cancellation at any time. Should this occur, the Institute will provide to the affected Fellows the balance of any agreed-upon stipends in one or more amounts and shall notify the affected Executive Branch sponsor and employers of the reason for termination of the program.

e. In the event of malfeasance on the part of the Fellow as defined by the Institute and determined by a vote of the sponsoring entity, the fellowship and associated grant may be immediately terminated.

f. In the event that illness, disability or urgent personal considerations make it temporarily impossible for the Fellow to serve, IEEE-USA shall continue the stipend for up to thirty days. Should a leave of longer duration be necessary, the sponsoring entity shall, after consultation with the cognizant Executive Branch official and the Fellow's employer, decide whether to continue or terminate the Fellowship. If terminated, the Fellow's employer may institute leave reimbursement in accordance with his policy. Unused stipend money may be applied to relocation expenses.

h. In the event that the Fellow voluntarily terminates for other than illness, disability or urgent personal considerations (as determined by the sponsoring entity), stipend payments will be immediately terminated and no additional expenses will be paid.

Last Modified: 8/20/01

|Top of Page | Government Fellowships | Public Policy Forum | IEEE-USA|

Last Update: 19 December 2008
Staff Contact: Chris Brantley, c.brantley@ieee.org

Copyright © 2001 The Institute of Electrical and Electronics Engineers, Inc.
Permission to copy granted for non-commercial uses with appropriate attribution.