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. The formula used included a $50 credit for having at least one team entered in any of the Robotics, Circuits, and Ethics team events as well as participation in the Training sessions.  So a maximum of $200 was available for “participation”.  Team had to be on-site and engaged in the events to receive credit.  Multiple teams in the same event did not change the award.  For mileage, we used a rate of 50 cents per mile for one-way mileage up to 1000 miles.  So a maximum of $500 was available for travel reimbursement.  We did not recognize whether the counselor was present since that was difficult to determine during the event.  There were no additional awards for paper competitions since the students invited to compete were at least reimbursed for travel and might win a place award.

 To better manage the budget, the total award for any school was capped at $500 regardless of the result of the formula.  

The point of the award to the student branch is to encourage the student branch to host a recruiting event and reporting on that branch’s experience at the Annual Meeting.

Activity Region 5 Branch Reimbursement Region 5 Individual Reimbursement and Registration
Robotics $50 for first team  in each competition with a maximum of $200 None
Circuit Design $50 None
Ethics $50 None
Region – Student Paper None Travel reimbursement as described below to the top 3 finalists in each Area that are submitted.
Area – Student Paper $50 None
Group Travel$0.50 per mile one way with a maximum of  $500 None

Individual Reimbursements – Compliance with the established Region 5 Travel Policy is required and it is posted at http://ieeer5.org/excom/treasurer/ .  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 required as part of the R5 Travel Policy, registration fees includes all meals during conference.  Please consult the written travel policy for allowed expenses and procedures for reimbursement.  Items not reimbursed are car rental, entertainment, telephone calls, Internet, etc

Branch Reimbursements are 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 https://www.ieee.org/about/volunteers/tax-administration/related_info.html

IEEE Region 5 Student Competition Winners will be awarded in the following manner:

Activity 1st Place 2nd Place 3rd Place
Robotics $1,300 $800 $250
Circuit Design $500 $250 $150 
Ethics $500 $250 $150
Region – Student Paper $800 $500 $200

Students participating in the Region Paper contest must pass through an Area competition first and the Area Chairs determine which students are invited for participation in the final Region 5 paper contest.  The Awards for Area winners are $125 (1st), $100 (2nd), and $75 (3rd).  We reimburse travel for those Paper Contest students invited to the final Paper contest competition.

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.