Eligibility and Reimbursement Policy

This is the most current information for the IEEE Region 5 Student Conference!

Student Competitions Participants Eligibility Requirements
Participants must be an:

  • An IEEE Undergraduate Student Member enrolled at a University within the geographical boundaries IEEE Region 5.
  • An IEEE Undergraduate Student at the time of registration.
  • An active IEEE Region 5 Student Branch or IEEE-Eta Kappa Nu Student Chapter Member at the time of registration.

IEEE Undergraduate Student and IEEE Student Branch Reimbursement Policy the IEEE Region 5 Student Conference

IEEE Region 5 supports several Student Competitions and Student Conference Activities as a vital part of the IEEE Region 5 Annual Meeting.  IEEE Region 5 provides monetary support to offset some of the expenses for participating.  This support budgeted and allocated in the following manner:

ActivityRegion 5 Branch ReimbursementRegion 5 Individual Reimbursement and Registration
Robotics$50 for at least oneNone
Circuit Designteam in any competitionNone
Ethicssee aboveNone
Region – Student Papersee aboveTravel reimbursement as described below to the top 3 finalists in each Area that are submitted.
Area – Student Papersee aboveNone
Counselor ParticipationStill in discussionNone

Individual Reimbursements – Compliance with the established Region 5 Travel Policy is required and it is posted at .  Two nights of lodging at the Conference Hotel via the IEEE website will be allowed.  Please confirm the rate as being the conference rate.  Registration IS part of the R5 Travel Policy, however meals are included in the registration fee.  Please consult the written travel policy for other allowed expenses and process to reimburse.  Items not reimbursed include car rental, entertainment, telephone calls, Internet, etc. Please see IEEE Region 5 Travel Policy for details and process for reimbursement.

Branch Reimbursements – To be disbursed at the competitions.  Each branch registered will be called and the Treasurer, Chair or Counselor will be handed the check to deposit in their branch’s checking account.  A substitute from the school is allowed.   They will not be mailed. The branch reimbursement is for participation and if you’re not there, it would indicate you are not participating.

Student Award Policy for IEEE Region 5 Student Conferences

IEEE Region 5 established the following cash awards for IEEE Region 5 Student Competitions.  All Region 5 Awards are taxable income by the US IRS.  Therefore a W-8 (foreign person) or W-9 (US person) withholding form is required by the IEEE Region 5 Treasurer prior to disbursement to the winner.  Please use the forms on the links above or the IEEE substitute forms at this website

IEEE Region 5 Student Competition Awards

Activity1st Place2nd Place3rd Place
Circuit Design
Region – Student Paper$800$500$200

Winners will be awarded in the following manner:

IEEE Region 5 Area Student Paper Competition Awards will be disbursed to the winner through US Mail once the Region 5 Treasurer is notified.

All Other Awards will be disbursed upon conclusion of the IEEE Region 5 Awards Banquet. The winners will be informed at the Awards Banquet where to pick up their check and they will be given a W-8 or W-9 to complete onsite.  The student should come prepared with their Tax ID number.