What is eNotice?

• IEEE eNotice is an electronic newsletter subscription service that has been developed for IEEE organizational units to facilitate email distribution of newsletters, meeting notices and IEEE conference materials.
• The source of email addresses for eNotice is the IEEE Membership Database, new members are automatically added, members who move to a new Section are automatically moved, and past members are excluded by default.
• Each message gives the member an opportunity to opt-out of future eNotices.
• When an IEEE officer requests an eNotice, it is sent to the organizational unit (OU) to which that officer belongs (e.g., when IEEE Boston PES Chapter Chair requests an eNotice, it is sent to IEEE Boston PES Chapter members only).

ACCESS and AUTHORIZATION

Who can access eNotice?

To use eNotice, you must be an officer of the 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, please submit your officer information to https://officers.vtools.ieee.org. If your officer position does not appear in the online rosters, approval from the appropriate officers would be required.

Automatic access to eNotice is granted for the following officers:
–Region Directors; Section Executive Committee Members, MD Chairs, SAMIEEE Recipients, Newsletter Editors, Webmasters; Chapter Chairs and eNotice Coordinators

How can I request access to send eNotices?

Please sign on to eNotice with your IEEE account. Use the “Contact Staff” form to request to be authorized to send an eNotice to an organizational unit. Please include the following information in your request:

– Email address where confirmation is to be sent
– Member number
– Member’s role (designation)
– Member’s organizational unit

How do I send to an organizational unit that I am not authorized to send to?
Please sign on to eNotice with your IEEE account. Use the “Contact Staff” form to request permission to send to an organizational unit that you are not an officer of. Please include the following information in your request:

– The target organizational unit you would like to send to
– Email address where confirmation is to be sent
– Member number
– Member’s role (designation)
– Member’s organizational unit

CREATING AN ENOTICE

How do I create an eNotice?

Selection of the “Create eNotice” button on the left of the web page will open a new window with “Add eNotice” form displayed.

What is a Target OU?

The Target OU is the organizational units (OUs) selected by an authorized user that specifies where the eNotice may be sent. The Target OUs available for selection is based on the authorized user’s Technical and Geographical organizational units (OUs) established upon sign in to eNotice with their IEEE account.

eNotices may be sent to a Region, Section/Subsection/Chapter/Affinity Group/Student Branch.

What are additional filters?

These are optional selections that further refine the Target OU selection for an eNotice. The following are available for selection:

• Membership Grades – All IEEE members, Associate Members, Members, Senior Members, Fellow, Life Fellow, Life Members, Life Seniors, Student Members, Graduate Student Members, Life members only, Include Society Affiliate, Higher grades only, Honorary.
Note: Life Members are automatically included in the Target OU

• Membership status – Active, Arrears

What is the ‘Send By’ date?

The ‘Send By’ date is the date that the eNotice will be sent to the selected organization units.

What is mailing priority?

eNotice mailing priority can be set to any of the following: Normal, High, Critical. Note selection of “Critical” (e.g. cancellations), are for eNotices that must go out today. We will do our best to accommodate your request during business hours.

How do I send my eNotice?

If your eNotice is eligible to be sent express, upon selection of the “Send” button, you will be presented with a preview of the eNotice. You must click on “Confirm” to send the eNotice by express.

If your eNotice is not eligible to be sent express: Upon selection of the “Submit” button, your eNotice will be sent to eNotice Admin for moderation.

The List of eNotices will display the new eNotice with updated status of “Submitted”.

eNotices sent express will have “Express” listed in the Type column.

How do I cancel the eNotice I have submitted?

Select “Contact Staff” option for the eNotice to be canceled. Complete the “Contact Staff” form and please include the following information in your request:

Email address where confirmation is to be sent
In “Subject” include the words: “Cancel request”

Upon approval, the eNotice status will be updated to “Canceled”.

How long does it take to process my eNotice request?

For eNotices sent express, delivery will be within two (2) hours.

For eNotices that require moderation by eNotice Admins, processing time can be up to five (5) business days due to the volume of requests we receive daily.

How often can an eNotice request be submitted?

IEEE organizational units using this service are strongly encouraged to limit mailings to one per week.

What is included in the eNotice dashboard?

This is a list of all eNotices created for an organizational unit. For authorized users of an organizational unit, all eNotices created and owned by the signed in user will be listed. Included in the listing will be eNotices created for organization unit(s) the authorized user has authority to send to.

What are the Action options on the Manage dashboard?

o Preview – preview of an eNotice content in view-only mode, including filters selected
o Edit – create/edit an eNotice
o Duplicate – will create a new eNotice from a saved eNotice
o Delete – only available for a “Draft” eNotice
o Send Test eNotice – an enotice will be sent to the signed in user only; use this to view how your recipients will receive your eNotice message.
o Copy Message Source – copies message to clipboard
o Contact Staff – form to contact staff for the selected eNotice

What is the eNotice status?

The status of an eNotice may be one of the following:
o Draft – the eNotice is available to edit and access is available to the authorized user only.
o Submitted – the eNotice has been submitted (by the authorized user) for further processing.
o Sent– the eNotice has been delivered.
o Pending – the eNotice does not contain all required data or requires additional information from the authorized user.
o Canceled – the authorized user has requested the submitted eNotice be canceled.

More info on status:

When the status of an eNotice is set to “Pending”, eNotice Admins require more information for the submitted eNotice. The authorized user may need to provide additional information in order for the eNotice to be sent. Use the “Contact Staff” icon to obtain more information.

How do I search for an eNotice?

Enter a term in the search box. A search for the term will be performed on the eNotices currently displayed for the selected status filter only. If you want to expand the search to include all eNotices and all statues, select the “Show All” status filter.

Any of the following can be used to search for an eNotice:
Recipients or Organizational Unit name or Geocode and Subject

You may sort on columns to display in ascending or descending order the columns. Examples: sort on ‘Send by’ date, Updated date, Status, Priority, Reminder date, Type (Express or Blank).

How can I include an RSS feed of eNotices on an external site?

Information on how to include an RSS feed of eNotices can be found here.

For more information on vTools.eNotice – Express, view eNotice Express.