[802SEC] URGENT: IEEE 802 July 2005 VOTING MEMBER TRACKING PROCEDURES and LISTS
Good Afternoon All IEEE 802 Working Group Chairs
Subject: IEEE 802 July 2005 Voting Member Tracking Procedures and Lists
IMPORTANT: PLEASE REVIEW ASAP
For the past few plenary sessions we have begun to implement tracking of
voting member status on the attendee badges at IEEE 802 Plenary Sessions and
at selected Interim Sessions. As the number of groups we support with this
capability has increased, so has the complexity of importing the voting
member lists into the registration system. Over the last several months the
registration system has been enhanced to add the capability of associating
each 'registration' record with a unique 'member' record. Because the
attendee must now log into the system to register using a unique userid, it
is possible to associate the registration record with that person's unique
member record.
The next step is to associate the voting member status with the unique
'member' record, which will in turn uniquely associate the voting member
status with the registration record suitable for printing the badges. In the
past the process of associating the voting status with the registration
record was based on a match between the attendee's name and email address.
Neither of these fields is failsafe, resulting in voters getting badges
without their voting information, as well as attendees receiving badges with
voting marks that belong to other attendees. The problem with the match by
attendee name is that attendee's often have a different first name in the
voting database than that in the registration database (e.g. Bob vs Robert).
The problem with the email match is that people change their email address,
and often the voting member list is not consistent with the registration
information.
The solution to this problem is to base both the voting status and
registration records on the same unique identifier that is the attendee's
member id number. To facilitate this process we will be making available to
the working groups a list of the prior attendees, including their member id
number, name, email address and company affiliation. Using this list, we ask
the working groups to incorporate the member id number into their voting
status information prior to submission for the next plenary session.
While the use of this system at the July IEEE 802 Plenary Session is
optional, we strongly recommend that you adopt it for this session to
minimize the number of badges with incorrect voting member status
information. If you need any additional help during this transition please
feel free to request assistance.
Format for Voting Member File
1. The voting member list should be provided as a Tab Delimited Text file.
One file should be provided for each working group.
2. Please include only the names of attendees whose badges you want marked
as a voting member of your working group.
3. Do not include aspiring voters, etc. If their name is on the list, their
badge will be marked!
4. The file should include as a minimum, in separate columns the attendee's
First Name, Last Name, Email address, and Member ID number.
PLEASE PROVIDE US WITH ANY FEEDBACK ON THIS PROCEDURE NO LATER THAN 8:00AM
PT ON FRIDAY, JUNE 24, 2005.
ALL IEEE 802 WORKING GROUPS VOTING MEMBERS LISTS ARE DUE NO LATER THAN 5PM
PT ON FRIDAY, JULY 1, 2005.
If necessary, please forward this important message to the individual
overseeing your voting member list/database for your specific 802 Working
Group. Please let us know if you have any questions about how this process
will work.
Thank you,
Dawn Slykhouse
IEEE 802 Conference Organizer
Cc: Rick Alfvin and Harry Worstell
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Dawn Slykhouse
President
Face To Face Events, Inc.
2699 Iversen Court
Santa Clara, CA. 95051
Tel: 408/241-8906 Fax: 408/241-8918
Email: <mailto:dawns@facetoface-events.com> dawns@facetoface-events.com
Web: <http://www.facetoface-events.com> www.facetoface-events.com
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