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Presentation on theme: "Technical and Program Committee Chair Training Laura McGill, VP - Technical Activities, 520 663-8583 Jim Neidhoefer,"— Presentation transcript:

1 Technical and Program Committee Chair Training Laura McGill, VP - Technical Activities, Jim Neidhoefer, Director – Information Systems, January 2010

2 2 Agenda 8:00-8:15Welcome and Overview: Laura McGill & Jim Neidhoefer 8:15-8:30AIAA and Technical Activities: Laura McGill 8:30-9:50 TC Organization & Chair Responsibilities: Laura McGill 9:50-10:00 Break 10:00-11:55 Tips on Successful TC Operations: Jim Neidhoefer 11:55-12:00 Parting Thoughts

3 3 AIAA and Technical Activities AIAA Vision and Mission Staff Organization Activities and Board of Directors TAC Organization

4 4 AIAA Vision & Mission Statement AIAA Vision Statement: AIAAs vision is to be the shaping, dynamic force in the aerospace profession – the forum for innovation, technical excellence, and global leadership. AIAA Mission Statement: AIAAs mission is to address the professional needs and interests of the past, current, and future aerospace workforce and to advance the state of aerospace science, engineering, technology, operations, and policy to benefit our global society. The world's forum for Aerospace Leadership

5 5 Staff Organization Communications Managing Director Sharon Public Policy Public Affairs Aerospace America Corporate Membership Production Marketing AA Ad Sales Sponsorship List Rental Member & Workforce Services Managing Director Karen T. Member Services Customer Services Educational Services Workforce Development Technical Publications Managing Director Rodger Books Journals Standards Technical Papers Archives Technical Activities Managing Director Megan Events Exhibits TAC Liaison International Technical Papers Operations ED Bob Deputy ED Klaus Strategic Plan COO Angelo Executive Assistant Nora Secretary/ Treasurer Dave Institute Foundation Information Technology Services Jay Human Resources Susan Govt Fellow Financial Services Director Bill Accounting & Payroll Office Srvs ( –2/09) Financial Planning, Analysis & Budget Karen R. Business Development Director Craig D. Consultant Eleanor NOTE: Organizational structure below the Managing Directors is TBD

6 6 The Institute Board of Directors (7) Technical Directors (7) Technical Directors YP Liaison Student Liaison YP Liaison Student Liaison (3) International Directors (3) International Directors (7) Regional Directors (7) Regional Directors President -Elect Past President President -Elect Past President (8) Vice Presidents + VPs-Elect (8) Vice Presidents + VPs-Elect (2) Staff Liaisons (2) Staff Liaisons (3) Directors At Large (3) Directors At Large Education Finance International Activities Member Services Public Policy Publications Standards Technical Activities Aerospace Sciences Group Aircraft and Atmospheric Systems Group Energy and Technology Management Group Information Systems Group Propulsion and Energy Group Space and Missiles Group Aerospace Design and Structures Group

7 7 Standing Committees Academic Affairs Committee Aerospace America Steering Committee Audit Committee Career Enhancement Committee Compensation Committee Corporate Member Committee Educational Activities Committee Emerging Technologies Committee Ethical Conduct Panel Executive Committee Finance Committee Honors and Awards Committee Institute Development Committee International Activities Committee Membership Committee Pre-College Guidance Committee Presidents Advisory Committee Professional Member Education Committee Public Policy Committee Publications Committee Region and Section Activities Committee Standards Executive Council Student Activities Committee Technical Activities Committee Young Professional Committee

8 8 TAC Structure Engineering & Technology Management Basil Hassan Aircraft & Atmospheric Systems Neal Pfeiffer Propulsion & Energy Ashwani Gupta Space & Missile Systems Trevor Sorensen Aerospace Sciences David Riley Information Systems James Neidhoefer Aerospace Design & Structures Kathleen Atkins 70 Technical Committees 12 Program Committees Tony Gross Disciplines and Technologies Systems and Technology Integration New Initiatives Subcommittee Mark Melanson

9 9 Program Committees Aerospace Traffic Management Directed Energy Systems Energy Optimized Aircraft and Equipment Systems Gossamer Spacecraft HyTASP Homeland Security Netcentric Operations Reusable Launch Vehicles Space Exploration Space Station Unmanned Systems Value Driven Design Technical Group Affiliations Aircraft Aircraft, P&E Structures, Space Aircraft, P&E, Space Info Sys, Aerospace Sciences Info Sys, Aircraft Space, P&E, Aero Sciences Space Space, Info Sys Info Sys, Aircraft Eng Tech Mgmt

10 10 TC & Chair Responsibilities/Organization Topics Technical Committee Responsibilities Technical Committee Chairmans Duties and Responsibilities Example of TC Member Expectations TC Report Requirements Example Technical Committee Organization Officer / Committee / Subcommittee Functions Embedded information on Membership and Technical Awards Technical Panels (a.k.a. Working Groups) Creating Synergy

11 11 Technical Committee Responsibilities Add value for AIAA Members, the Institute, and the Aerospace Industry Support AIAA Vision, Mission, and Strategic Plan Represent Technical Area for and on behalf of AIAA Provide Technical Forum/Products that serve your consituency Reach out to/Coordinate with appropriate TCs, PCs, and Standing Committees of AIAA Develop synergistic activities (e.g. Conferences, Working Groups, etc.) Solicit Regional / Local Involvement

12 12 TC Chair Responsibilities Add value for TC, AIAA Members, the Institute, and Aerospace Industry Establish Vision for the Future of the TC Ensure Momentum through Succession Planning Nomination and Election Process for next TC Chair Appointment of Subcommittee Chairmen Engage new Members via Orientation and Mentoring –Significantly increases engagement and productivity Supervise TC Activities Create Synergy across TC Activities Establish and/or Maintain TC Operating Procedures Encourage Member Participation in National AIAA Activities Events, Elections, Regional Student Paper Conferences, etc. Establish TC Member Expectations

13 13 Example of TC Member Expectations Stay in Communication: Attend your appropriate subcommittee/working group meetings (reference matrix on roster workbook) Notify TC and Subcommittee Chairs if you are unable to attend Notify TC Secretary of changes in phone, , etc. Participate Actively: In any combination of two subcommittees, conferences, or working groups Be the major contributor/leader of at least one of these activities Provide Support As: Conference Session Chair (Annually) Reviewer for Outstanding Papers TC Mentor Contributor to TC Newsletter Contributor to AA Highlights article When the Opportunity Arises: Submit TC Member Nominations Submit Nominations for TCs Technical Award

14 14 TC Chair Responsibilities (Continued) Plan for Future Meetings: Agenda, Location, and Time Chair TC Meetings Control Membership Roster – submit annually to AIAA HQ Intervene with non-AIAA Members (identified by AIAA Staff) Work with Subcommittee Chairs to Assign S/C Members Assign TC Tasks to Appropriate Subcommittee Chair of Officer Interface with Director / Deputy Director Submit Annual Report and Other Reports as Appropriate Participate at TC Member (comply with Member Expectations)

15 15 1. Name of Technical Committee 2. Name and address of TC Chair 3. Membership: Associate members - number & names Number of foreign members & countries 4. Meetings: Number of TC meetings this year Special events at TC meetings (plant tours, invited speakers, etc.) Participation in AIAA Natl Techl Conferences: -name of conference -number of sessions sponsored -other conference participation Participation in non-AIAA conferences: -name of conference -number of sessions sponsored 5. Honors and Awards presented by the TC: Name of award To whom awarded Where awarded 6. TC Publication activities: Aerospace America publication Highlights article Handbook Newsletter White papers/position papers Books Journal articles 7. TC participation/activities w/AIAA sections 8. TC participation in other AIAA committees/ activities: Standards Public Policy Honors & Awards Other 9. A paragraph summarizing the most significant achievement or activity of your TC over the past year Annual Report Format Covering 1 May - 30 April

16 16 TAC Director Meeting Reports - January, May, August Highlight any changes in Director, Deputies, TC and Chairs Identify Sponsored Conferences that will occur before next TAC meeting Chairs and their employers, Conference Location, and special events of note Highlight Problems, Issues, and Solutions Identify Sponsored Conferences since last TAC Meeting Chairs and their employers, conference location and special events of note Highlight Problems, Issues, and Solutions Pet VP Technical Topic (will vary each meeting) Technical Group Special Topics – Up to three issues with one per slide

17 17 AIAA Organization (Chair Up) Industry (Small Bus.) Not-For-Profit R&D Academia Industry (Larg Bus.) Government Aerospace Community AIAA TAC YOUR TC YOUR GROUP OTHER TCs YOU OTHER GROUPS OTHER STANDING COMMITTEES ( Publications, Public Policy, Finance, etc.) Vol. & Elected Leaders AIAA STAFF

18 18 Example TC Organization (Chair Down) Chairman (YOU) Secretary Membership Committee Liaison Activities Standards Student Activities Conferences Publications Awards Public Policy Procedures Committee Education Steering Committee Vice Chairman or Chair-Elect Technical Focus Area Subcommittee Technical Focus Area Subcommittee Standard/Guide WG Technical Panel Short Course WG Position Paper WG Technical Panels/Working Groups

19 19 TC Vice Chair/Chair Elect Responsibilities Lead assigned Subcommittees as Chair (e.g. Membership) Participate in development of TC goals Assist TC Chair in executing their responsibilities Demonstrate alignment of TC Leadership As Chair-Elect, develop future strategy - building on current activities Participate as TC Member (comply with Member Expectations)

20 20 TC Secretary Responsibilities Maintain a Current Member and Address List Including list of Current Work Assignments!!! Develop Conflict-free Meeting Schedules Take minutes at the TC meetings Publish and Distribute TC minutes to all TC members Maintain a Calendar of TC Events

21 21 Executive or Steering Committee Develops Committee Action Plans and Addresses Issues Supports Chairman as Ad Hoc Committee for Special Items Chaired by TC Chairman Normally consists of TC Officers Consider including Subcommittee/WG Chairmen The source of all TC Strategy, Plans, and Activities

22 22 Subcommittee Chair Responsibilities Lead the work of the Subcommittee Develop Meeting Agendas Coordinate with the TC Chairman & other Subcommittee Chairmen Coordinate with other TCs and PCs as appropriate Ensure that tasking plans are compatible with resources available and that requirements are met Provide focus through which specific interests and concerns of subcommittee members can be expressed Coordinate w/TC Secretary on subcommittee meeting location and time Chair subcommittee meetings Delegate duties if unable to attend meetings Assist TC Chairman in preparation of Annual Report, etc.

23 23 Membership Subcommittee Plan activities to support new membership process Review membership needs relative to departing members and new TC initiatives (technical discipline, organization, strengths, etc.) Identify inactive members for release Strive for Balance in Membership: Industry / Government / Academia Technical expertise across TCs Charter Diversity in Seniority, Gender, Ethnicity, Geographic location, etc. Solicitation of new members Coordination with other subcommittees (e.g. Conferences, Publications, Working Groups) Review nominations Provide recommendation to TC on selections Membership is critical to TC Success

24 24 Technical Committee Membership AIAA solicitation for nominees each summer (July) via AIAA at large, Technical committees, and Aerospace America Membership limited to 35 Larger membership only with TAC approval Three-year term; 1 May to 30 April Term exceptions (both less than & more than three years) Should maintain a balanced composition o Affiliation (Industry, Government, and Academia) o Professional interest o Gender, Seniority, Ethnicity, and Geographic location Requires Deputy Director approval Opportunity to leverage Associate, International and Ex-Officio members

25 25 Associate Membership Restricted to under age 35 One year term renewable to three years Restricted to current AIAA members Selection is to be based on technical merit May attend any TC or subcommittee meeting and will assist in carrying out committee work May be assigned a volunteer full member as counselor Have no voting privileges but may (with consent) act as a substitute for his counselor Will not count toward the TC membership of 35 Application forms for associate membership will be the same as those of full membership, but a resume will be a required attachment At least two associate members should be appointed to each TC

26 26 Membership Selection Schedule 8/1Call for nominations sent out by AIAA headquarters 11/1Nominations due back to AIAA 11/15Nomination packages sent from AIAA to TC chairmen 1/31TC selection process complete and proposed rosters to Deputy Directors and HQ

27 27 Liaison Activities Identify opportunities to enhance TC activities through Joint Activities: Conferences/Technical Forums Working Groups on Standards, Public Policy, etc. Development of Short Courses Publications Identify External Synergies and Develop Liaison Strategies Liaisons Interface With Other Closely Related TCs/PCs, Societies, etc. Attend meetings Disseminate appropriate information on TC activities Report on other Orgs notable features and activities Look for new ideas that could enhance your TC

28 28 Procedures Committee Maintain TC Charter Changes require approval from TAC Establish and maintain Roles and Responsibilities of Officers and Committees Establish and maintain documented TC processes and procedures: Election Process Conference Planning Guidelines for establishing and conducting Working Groups Award process and criteria Standards Development Public Policy Development Student Activities Properly functioning subcommittees are critical for success Ensure the momentum youve achieved isnt lost when you leave

29 29 Public Policy Subcommittee AIAA has very active Public Policy that need TC support to: Develop and Communicate authoritative position papers on important policy issues Conduct workshops that present their findings to key public opinion leaders Provide timely information in response to breaking events and initiatives Coordinate expert testimony and information presented to Congress Foster relationships with the media and the public to give them a better understanding of how aerospace programs benefit the nation's economy, security, and technological growth Opportunities for TCs to Influence Decision Makers – AIAA Public Policy Resources are available for Guidance

30 30 Awards Subcommittee Establish and execute committee awards Develop and comply with award specifications for major AIAA awards Selection Process – requires Director approval Criteria Ensure best candidates are nominated – actively solicit nominations Must be submitted through AIAA website on standard form Provide nominations for all AIAA awards as appropriate Enhance TC membership status - Senior member - Associate fellow - Fellow - Honorary fellow AIAA Honors and Awards Committee can provide Guidance

31 31 A Note about AIAA Technical Awards AIAA wishes to recognize the most respected individuals worldwide AIAA membership is not required, however AIAA service/participation may be a discriminator between otherwise equal candidates In general, for technical awards, the nominee must not have been a member of the administrating TC for the past two years Under extraordinary circumstances individuals may be considered by adhering to the following process and conditions: After the nomination has been submitted to AIAA, the Vice President- TAC must approve the nomination in advance of it being forwarded to the selection committee, and add a statement of justification. If justified, the nomination may be submitted to the appropriate selection committee, and if selected, the process must be validated by the Chair of the Honors and Awards Committee The TC must have a demonstrated history of selecting non-TC member award recipients, only considering current TC members when truly deserving The individual must be superior as compared to other eligible nominees as determined by the award selection criteria - Selection of current TC members should be the exception and not the rule

32 32 Student Activities Subcommittee Sponsor and conduct student competitions: Design competitions Student papers Coordinate TC resources to support AIAA Student Activities and Events Competition Judges Paper Reviewers Professional Mentors Develop and disseminate Educational Materials Sponsor Student Scholarships Engage Student Chapters local to Conference venues AIAA Education Committee can provide Guidance

33 33 Standards Subcommittee Review Standards in development and provide comments as appropriate Identify new Standards of interest to TC members Identify opportunities to serve Member/Industry needs by developing new Standards - TCs can publish various levels of Standards through AIAA CoS: Guide Recommended Practice Special Report Standard AIAA Committee on Standards can provide Guidance

34 34 Conferences Subcommittee Sponsor papers in technical area at AIAA and other society conferences Cooperate with other TCs for joint sponsored conferences and workshops Overall management and technical program of workshops and conferences Establish technical program themes and session plans Develop expectations for TC resources to support Conference activities Coordination with other TCs/PCs and conference committees for co-located meetings Prepare sponsorship request for approval by AIAA Technical Activities Committee (into HQ three weeks before TAC meetings) - For classified meetings follow DODINST of 16 may 88 Develop and maintain Conference Planning documentation as appropriate AIAA Staff provides Event Planning and Market Analysis – only Staff can contract on behalf of AIAA

35 35 A Note about Conference Planning Conferences must be financially viable for AIAA Registration Fees will reflect the budgeted costs, e.g. Equipment Food and Beverage Promotion (including printing and postage) Staff Support and Travel Decorations Conference Organizing Procedures and Policies are being codified AIAA Staff develop budgets, contract facilities, coordinate support, and manage the activities – an expert resource Provides for flexibility in planning Events within financial constraints

36 36 Publications Subcommittee Promote publications in the technical area Develop highlights article for Aerospace America Due to HQ by 1 September Draft conference overview articles Submit appropriate news items to Aerospace America Coordinate articles for dedicated issue of Journal Publish Newsletters Collect and disseminate Conference Proceedings AIAA Publications Committee can provide Guidance

37 37 Education Subcommittee Support Professional Education activities Develop Short Courses Develop Tutorials Provide/Coordinate Technical Experts to support AIAA Education Activities AIAA Education Committee can provide Guidance

38 38 Technical Panels/Working Groups A Technical Panel / Working Group is a focused team with a defined objective / product and life Examples of objectives: Develop a new standard or practice Address a specific problem in tcs discipline Develop a new TC Structure: Sponsored by TC Chaired by TC member Open to non-TC and non-AIAA members as appropriate

39 39 Technical Panels/Working Groups (continued) Advantages of working groups: Value-added to TC members and home organizations Promotes interests of TC Contributes to synergy of TC Keys to success Have a clear objective and plan Identify a product Identify target audience Include key stakeholders from target audience Establish exit criteria and know when youre done

40 40 Creating Synergy Create overlap of TC activities and subcommittees with communication and cross membership Working groups: develop new products or processes, leads to publications and/or standards, generate topics for conference sessions, provides pool for potential new members, engages new and associate members, and develops future tc leaders Conferences: get new topics from working group activities and products, provides opportunity for distribution of tc publications (newsletters, tc brochure, etc.) And solicitation of new tc members Publications: get source material from working groups, provides advertisement for new tc and working group members TC membership: benefits from all other activities

41 41 Important Dates to Remember January TAC/NIS/BoD Meetings Director Report January 31 Annual Report to VP TAC TC Rosters to AIAA April 15 Associate Fellow Applications May TAC/NIS/BoD Meetings Director Report May 15 Associate Fellow Endorsements June 15 Fellow/Honorary Fellow Applications July Nominations for AIAA Board of Directors July 15 Fellow/Honorary Fellow Endorsements August TAC/NIS/BoD Meetings Director Report September 1 Aerospace America Highlights Article to AIAA Headquarters As Appropriate Conference Proposals (three weeks prior to TAC) AIAA Award Recipient Recommendations Senior Member Applications (anytime)

42 42 TC Chair - In a Phrase Catalyst For TC Activities Encourage And Support New Ideas Communicate Regularly With TC Leadership Use And Teleconferencing Between Meetings Ensure Communications Between TC Leadership Engage Associate Members Develop Future TC Leaders Try New Things – Resist the Status Quo There are no limits on what you can accomplish

43 43 Break BREAK

44 44 Lessons Learned for Successful TC Operations - 1 YOUR CHALLENGE

45 45 Lessons Learned for Successful TC Operations - 2 STAGES OF TC DEVELOPMENT New TC, not to full membership, little structure Little output Year 1: Full membership, partial participation, little structure Moderate output Year 2: Full membership, partial participation, adequate structure Good output Year 3: Full membership, good structure, full participation Excellent output

46 46 Lessons Learned for Successful TC Operations - 3 OPERATE AT THE MEMBERSHIP LIMIT Why? Volunteer hours = your main resource Reaching full membership is very easy with a little initiative Ask your current members for nominations Call potential members directly Solicit membership from new Organizations

47 47 Lessons Learned for Successful TC Operations - 4 OPTIMIZE YOUR MEMBERSHIP After reaching full membership, begin replacing non-active members Key is to keep track of member participation Give new members a chance In time, the full membership will be active Be up front with new members about what is expected Call new members regarding the TC and send charter/TC brochure Hold orientation for all new members Go over TC organization and charter and AIAA organization Try and keep balance in your membership Govt., large business, small business, academia Geographic location Age/experience level

48 48 Lessons Learned for Successful TC Operations - 5 DEVELOP AND FORMALIZE YOUR TC PROCEDURES Properly functioning subcommittees are critical for success Insist subcommittee chairman or alternate attend meetings Submit subcommittee report Do most subcommittee work outside TC meetings Executive committee Use an already established TCs procedures as a starting point Ensure the momentum youve achieved isnt lost when you leave

49 49 Lessons Learned for Successful TC Operations - 6 DEVELOP A STRATEGIC PLAN FOR YOUR TCS FUTURE Living document similar to a business plan Goals/projects that will involve the entire TC Conferences, AIAA membership education/outreach Goals/projects that will involve subcommittees Books, special issues, awards, reviews, TC development, etc

50 50 Lessons Learned for Successful TC Operations - 7 Make meetings rewarding/challenging/interesting/fun Host facilities with pertinent speakers/tours available Encourage full membership to attend Location of meetings should consider AIAA Sponsored meetings Travel budgets of members employers Local section participation Food requirements (Note: Meeting room, beverage and luncheon available at AIAA sponsored conferences)

51 51 Lessons Learned for Successful TC Operations - 8 Meeting notice agenda out early Members planning Special Arrangements Recognize meeting hosts and activity sponsors

52 52 Lessons Learned for Successful TC Operations - 9 LOOK FOR WAYS TO ADD VALUE FOR YOUR MEMBERS AND SUPPORTERS AIAA membership upgrades Letters of recommendation Recognize TC members in their home organizations Awards

53 53 Lessons Learned for Successful TC Operations - 10 CHOOSING YOUR SUCCESSOR Have nomination and election procedures in place You have a lot of influence on this decision Start thinking about this right away

54 54 Lessons Learned for Successful TC Operations - 11 Potential sources for TC funds: Tutorials/short courses Workshops Company grants Where to Spend Scholarships Meeting Rooms Coffee/Refreshments Lunches Conference Amenities Plaques GENERATE TC FUNDS

55 55 Lessons Learned for Successful TC Operations - 12 TAC FUNDING (USE IT) Each Technical Director is given an allotment based on the number of TCs in their group VP TAC has additional funds which may be allocated to Technical Directors Any TC may apply for funds from its Director Directors approve funding Funds must be expended by September 30 th Used for a one-time expense.

56 56 Example TC Organization (Chair Down) Chairman (YOU) Secretary Membership Committee Liaison Activities Standards Student Activities Conferences Publications Awards Public Policy Procedures Committee Education Steering Committee Vice Chairman or Chair-Elect Technical Focus Area Subcommittee Technical Focus Area Subcommittee Standard/Guide WG Technical Panel Short Course WG Position Paper WG Technical Panels/Working Groups

57 57 Industry (Small Bus.) Not-For-Profit R&D Academia Industry (Larg Bus.) Government Aerospace Community AIAA TAC YOUR TC YOUR GROUP OTHER TCs YOU OTHER GROUPS OTHER STANDING COMMITTEES ( Publications, Public Policy, Finance, etc.) Vol. & Elected Leaders AIAA STAFF AIAA Organization (Chair Up)

58 58 Lessons Learned for Successful TC Operations - 13 MAKE YOUR TERM MAKE A DIFFERENCE TO THE INSTITUTE Longstanding issues within AIAA Stovepiping New group formation Conference formation and conference deconfliction Information is currently lost with individuals Does your membership know which Technical Group you are a part of? Regularly emphasize that your TC is part of a larger team! You can have a huge positive influence on the Institute!

59 59 Lessons Learned for Successful TC Operations - 14 CONCEIVE AND IMPLEMENT NEW IDEAS AIAA TOPICS DATABASE Tool to integrate/coordinate activities of various AIAA groups Provide understanding of what areas different groups address Enable and encourage a spirit of cooperation and interaction Integrates the efforts of 10 TCs and PCs Has had many benefits beyond the conference itself JACIC Special Issues Intelligent Systems, several other TCs Information Systems Group Strategic Plan Improving the individual TCs Improving communications/interactions within the IS Group

60 60 Discussion ADDITIONAL LESSONS LEARNED (Your Opportunity to Share!)

61 61 Parting Thoughts AIAA Staff Is A Very Valuable Resource Betty Knows All Take Advantage Of AIAA Resources (Deputy Director, Director, Website, Staff, Etc.) Stagnation Is Death Look For Opportunities To Share, Borrow, Copy, Steal, Enhance, Expand, Collaborate, And Innovate Create Synergy Within The TC And Within TAC Remember That You Are Working With Volunteers Do What Works For You - Make It Your Own Add Value! Leave The TC Healthier And Happier Than You Found It!

62 62

63 Additional Committee Information

64 Duties of AIAA Technical Committee Chairs Meetings - Determines meeting agenda, location and time - If meeting with an AIAA sponsored conference, sends request to Staff Liaison for Technical Activities - Meeting announcements out early (minimum of 1 month) - Chairs meetings - Thank you letters to meeting hosts Awards - Actively seek quality nominees for AIAA national awards - Establish and support committee awards - Develop award specifications for major AIAA awards in your technical area - Support AIAA awards as appropriate - Establish and support Best Paper Awards 64

65 Duties of AIAA Technical Committee Chairs - 2 Membership - Control and maintain the membership roster - Selects membership from a broad spectrum of candidates (industry, government, academia, youth, women, minorities, retired) - Recruit one or two Associate member(s) each year - Provides membership roster for forthcoming year to Deputy Director by 31 January - Assure TC members are AIAA members or are applying for membership - Promote membership upgrade (e.g. senior, associate fellow, fellow) - Promote TC participation in AIAA nomination process and participation in annual elections Education - Develop short courses, tutorials and colloquia as needed - Liaise with academic community and support AIAA student membership 65

66 Duties of AIAA Technical Committee Chairs - 3 TC Operation - Assign members to subcommittees - Appoint subcommittee chairs - Delegate duties to the subcommittee chairs - Coordinate selection election of succeeding chair - Annual report to the Deputy Director no later than 31 January - Progress reports to Deputy Director two weeks prior to each TAC meeting (approximately 1 January, 15 April & 15 July) - Keep Deputy Director apprised of TC progress and invite Deputy Director to all TC meetings - Submit position papers via TAC - Develop committee long-range plans - Liaise with other closely related TCs - Liaise with appropriate local sections - Liaise with Deputy Director - Timely distribution of minutes with copies to Technical Directors and Deputy Directors 66

67 Duties of AIAA Technical Committee Chairs - 4 Publications - Maintain TC orientation material - Develop annual highlights article for Aerospace America by 1 September - Publish TC newsletters - Promote publications in the technical area - Submit appropriate TC news items to Aerospace America - Provide editors to appropriate AIAA journals Conferences - Sponsor papers, sessions, or full conferences as appropriate - Coordinate with other TCs for joint sponsorship of meetings - Submit AIAA sponsored or co-sponsored conference proposals to Deputy Director one month prior to TAC meeting during which issue will be addressed 67

68 Structuring the Technical Committee Officers A TC Chair has the authority to structure the committee as he/she chooses. It is recommended that each TC have officers responsible for the overall operation of the committee. The officers of a TC are typically the Chair, Vice-Chair, and Secretary. Terms of office for the Chair are usually two years. The Vice-Chair and Secretary may be either appointed or elected. It is recommended that the Chair-elect serve as least one year as Vice- Chair prior to taking over as TC Chair. 68

69 Structuring the Technical Committee Vice-Chair or Chair-Elect Support the Chairperson in all duties as assigned Serve in the absence of the Chairperson Chair the Steering Subcommittee Should be elected by the end of the TC chairs first year Secretary Take minutes at the TC meetings Publish and distribute the TC minutes to all TC members Maintain an external distribution list and mail minutes to them Maintain a current member list Maintain a calendar of TC events and publish yearly Maintain and publish a list of current work assignments Maintain Annual Report and Three-Year Plan 69

70 Electing a New Chairperson One of the responsibilities of a TC Chairperson is to preside over the election of his/her successor. This should be done by December of the year in which the TC Chairperson takes office (i.e., if your tour as Chairperson begins in May 2009, you should elect your successor by December 2009). There are two reasons for this: 1)It allows the Chairperson-elect to serve one and a half years as Vice-Chairperson of the TC (using the example above, the Chairperson-elect would serve from December 2009 to April 2011 as Vice-Chairperson before taking over as Chairperson in May 2011). 2)The Chairperson-elect can participate in the TC Chairs Workshop typically held in January before taking on the responsibilities of Vice-Chairperson. Although TC Chairpersons have the authority to unilaterally appoint their replacements, it is recommended that new TC Chairs be elected by the full TC membership. TC members should be advised at the first full TC meeting of an election year and nominations are being accepted for the positions of TC Chair. Nominations should be closed by the end of September and the ballot should be prepared by the steering subcommittee in the October/November time frame. The election can take place by written vote (distribute and collect ballots), oral vote (telephone), by e- mail, or at a full TC meeting (through either secret or open ballots). Only officially approved TC members are permitted to vote and each member gets only one vote. 70

71 TC Account Procedures We try to keep the TC fund management as simple as possible. Here is our general procedure. Any TC may choose to have their funds held at AIAA Headquarters AIAA Headquarters holds the funds in a specially designated custodial account on our books. (We do not open a separate bank account for your funds). Headquarters handles all the tax issues, accounting, paperwork etc. When the TC needs a bill paid, the TC chairperson sends a check request (by mail, fax or , no verbal orders accepted) to the Staff Liaison who has a check made out to the vendor on our next check run. (We normally cut checks on Tuesdays and Thursdays). We can mail the check either directly to the vendor or back to the TC chairperson. Checks can only be requested by the TC Chairperson and cannot be made out to the TC chairperson. The requests should go to Betty Guillie, Staff Liaison Additional income can be submitted by sending the funds to Headquarters with a short explanation. Be sure to mention which TC the funds are for. The TC does not get credited with interest on their funds. They also do not get charged any administrative or handling fees. Balance information will be sent out sporadically by the staff liaison, and you may request a balance or activity report at any time. If someone wants to give the TC a check, please have him or her make it out to AIAA, or to the AIAA ___ TC. It can be forwarded to the attention of Betty Guillie, AIAA, 1801 Alexander Bell Drive, Reston VA If the check is made out only to AIAA, be sure the name of the TC is on the check or on the stub. 71

72 International Members As international cooperation has become more and more a part of the aerospace community, AIAA has worked to increase its international membership, make its products available internationally, and to meet the needs of its international members and customers. The TCs are no exception. You are strongly encouraged to have international members on your TC. You may want to identify particular companies or associations from which you would like to have a representative. Many times potential members will approach you from other countries interested in your technical area. These members, although they are full voting members of your committee, do not count against the 35-person limit. This is due to the difficulty that international members may encounter in attending each TC meeting. If they are active and enthusiastic, whether or not they can attend all the meetings, they should be considered for membership. On the other hand, if they do little or nothing to enhance the committee, are hard to communicate with, and show little interest in current activities, they should be dropped (as should domestic members who show the same characteristics.) There are some TCs with security concerns, and others with trade restriction concerns. Certainly, you are not forced to have international members on your committee. All non-US members should be aware that they probably will not be able to attend many classified conferences, but of course no classified material is discussed at TC meetings. There are also some concerns regarding trade restrictions, even among U.S. members. In order to ensure that TC business can function and no FCC or ITAR or any other rules are violated, TAC suggests that you or the TC secretary send out an agenda ahead of time and stick to the agenda throughout the meeting. In this way, the TC can function without problems. 72

73 Current Forms found on the TAC SharePoint Site TAC Funding Request Form Cosponsor Conference Request Form TC Branding SharePoint Extranet Packet 73

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