Presentation on theme: "Technical and Program Committee Chair Training"— Presentation transcript:
1Technical and Program Committee Chair Training Laura McGill, VP - Technical Activities,Jim Neidhoefer, Director – Information Systems,3 January 2010
2Agenda 8:00-8:15 Welcome and Overview: Laura McGill & Jim Neidhoefer 8:15-8:30 AIAA and Technical Activities: Laura McGill8:30-9:50 TC Organization & Chair Responsibilities: Laura McGill9:50-10:00 Break10:00-11:55 Tips on Successful TC Operations: Jim Neidhoefer11:55-12:00 Parting Thoughts
3AIAA and Technical Activities AIAA Vision and MissionStaff OrganizationActivities and Board of DirectorsTAC Organization
4AIAA Vision & Mission Statement AIAA Vision Statement: AIAA’s vision is to be the shaping, dynamic force in the aerospace profession – the forum for innovation, technical excellence, and global leadership.AIAA Mission Statement:AIAA’s 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
5ED Staff Organization COO Bob Angelo Deputy ED Technical Activities Klaus• Strategic PlanStaff OrganizationGov’t FellowExecutiveAssistantNoraSecretary/TreasurerDave•Institute•FoundationHumanResourcesSusanInformationTechnologyServicesJayBusiness DevelopmentDirectorCraig D.ConsultantEleanorFinancial Planning,Analysis & BudgetKaren R.Financial ServicesDirectorBill•Accounting & Payroll•Office Srvs ( –2/09)COOAngeloTechnicalActivitiesManaging DirectorMegan•Events•Exhibits•TAC Liaison•International•Technical PapersOperationsTechnicalPublicationsManaging DirectorRodger•Books•Journals•Standards•Technical PapersArchivesMember &WorkforceServicesManaging DirectorKaren T.•Member Services•Customer Services•Educational Services•WorkforceDevelopmentCommunicationsManaging DirectorSharon•Public Policy•Public Affairs•Aerospace America•Corporate Membership•Production•Marketing•AA Ad Sales•Sponsorship•List RentalNOTE: Organizational structure below the Managing Directors is TBD
6The Institute Board of Directors (7) Technical Directors YP Liaison Student Liaison(3) International(7) RegionalPresident-ElectPast President(8) VicePresidents+ VPs(2) StaffLiaisons(3) DirectorsAt LargeEducationFinanceInternational ActivitiesMember ServicesPublic PolicyPublicationsStandardsTechnical ActivitiesAerospace Sciences GroupAircraft and Atmospheric Systems GroupEnergy and Technology Management GroupInformation Systems GroupPropulsion and Energy GroupSpace and Missiles GroupAerospace Design and Structures Group
7Standing Committees Standing Committees Academic Affairs Committee Aerospace America Steering CommitteeAudit CommitteeCareer Enhancement CommitteeCompensation CommitteeCorporate Member CommitteeEducational Activities CommitteeEmerging Technologies CommitteeEthical Conduct PanelExecutive CommitteeFinance CommitteeHonors and Awards CommitteeInstitute Development CommitteeInternational Activities CommitteeMembership CommitteePre-College Guidance CommitteePresident’s Advisory CommitteeProfessional Member Education CommitteePublic Policy CommitteePublications CommitteeRegion and Section Activities CommitteeStandards Executive CouncilStudent Activities CommitteeTechnical Activities CommitteeYoung Professional Committee
10TC & Chair Responsibilities/Organization Topics Technical Committee ResponsibilitiesTechnical Committee Chairman’s Duties and ResponsibilitiesExample of TC Member ExpectationsTC Report RequirementsExample Technical Committee OrganizationOfficer / Committee / Subcommittee FunctionsEmbedded information on Membership and Technical AwardsTechnical Panels (a.k.a. Working Groups)Creating Synergy
11Technical Committee Responsibilities Add value for AIAA Members, the Institute, and the Aerospace IndustrySupport AIAA Vision, Mission, and Strategic PlanRepresent Technical Area for and on behalf of AIAAProvide Technical Forum/Products that serve your consituencyReach out to/Coordinate with appropriate TCs, PCs, and Standing Committees of AIAADevelop synergistic activities (e.g. Conferences, Working Groups, etc.)Solicit Regional / Local Involvement
12TC Chair Responsibilities Add value for TC, AIAA Members, the Institute, and Aerospace IndustryEstablish Vision for the Future of the TCEnsure Momentum through Succession PlanningNomination and Election Process for next TC ChairAppointment of Subcommittee ChairmenEngage new Members via Orientation and MentoringSignificantly increases engagement and productivitySupervise TC ActivitiesCreate Synergy across TC ActivitiesEstablish and/or Maintain TC Operating ProceduresEncourage Member Participation in National AIAA ActivitiesEvents, Elections, Regional Student Paper Conferences, etc.Establish TC Member Expectations
13Example 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 attendNotify TC Secretary of changes in phone, , etc.Participate Actively:In any combination of two subcommittees, conferences, or working groupsBe the major contributor/leader of at least one of these activitiesProvide Support As:Conference Session Chair (Annually)Reviewer for Outstanding PapersTC MentorContributor to TC NewsletterContributor to AA Highlights articleWhen the Opportunity Arises:Submit TC Member NominationsSubmit Nominations for TC’s Technical Award
14TC Chair Responsibilities (Continued) Plan for Future Meetings: Agenda, Location, and TimeChair TC MeetingsControl Membership Roster – submit annually to AIAA HQIntervene with non-AIAA Members (identified by AIAA Staff)Work with Subcommittee Chairs to Assign S/C MembersAssign TC Tasks to Appropriate Subcommittee Chair of OfficerInterface with Director / Deputy DirectorSubmit Annual Report and Other Reports as AppropriateParticipate at TC Member (comply with Member Expectations)
15Annual Report Format Covering 1 May - 30 April 1. Name of Technical Committee2. Name and address of TC Chair3. Membership:Associate members - number & namesNumber of foreign members & countries4. Meetings:Number of TC meetings this yearSpecial events at TC meetings(plant tours, invited speakers, etc.)Participation in AIAA Nat’l Tech’l Conferences:- name of conference- number of sessions sponsored- other conference participationParticipation in non-AIAA conferences:5. Honors and Awards presented by the TC:Name of awardTo whom awardedWhere awarded6. TC Publication activities:Aerospace America publicationHighlights articleHandbookNewsletterWhite papers/position papersBooksJournal articles7. TC participation/activities w/AIAA sections8. TC participation in other AIAA committees/ activities:StandardsPublic PolicyHonors & AwardsOther9. A paragraph summarizing the most significant achievement or activity of your TC over the past year
16TAC Director Meeting Reports - January, May, August Highlight any changes in Director, Deputies, TC and ChairsIdentify Sponsored Conferences that will occur before next TAC meetingChairs and their employers, Conference Location, and special events of noteHighlight Problems, Issues, and SolutionsIdentify Sponsored Conferences since last TAC MeetingChairs and their employers, conference location and special events of notePet VP Technical Topic (will vary each meeting)Technical Group Special Topics – Up to three issues with one per slide
19TC Vice Chair/Chair Elect Responsibilities Lead assigned Subcommittees as Chair (e.g. Membership)Participate in development of TC goalsAssist TC Chair in executing their responsibilitiesDemonstrate alignment of TC LeadershipAs Chair-Elect, develop future strategy - building on current activitiesParticipate as TC Member (comply with Member Expectations)
20TC Secretary Responsibilities Maintain a Current Member and Address ListIncluding list of Current Work Assignments!!!Develop Conflict-free Meeting SchedulesTake minutes at the TC meetingsPublish and Distribute TC minutes to all TC membersMaintain a Calendar of TC Events
21Executive or Steering Committee Develops Committee Action Plans and Addresses IssuesSupports Chairman as Ad Hoc Committee for Special ItemsChaired by TC ChairmanNormally consists of TC OfficersConsider including Subcommittee/WG ChairmenThe source of all TC Strategy, Plans, and Activities
22Subcommittee Chair Responsibilities Lead the work of the SubcommitteeDevelop Meeting AgendasCoordinate with the TC Chairman & other Subcommittee ChairmenCoordinate with other TCs and PCs as appropriateEnsure that tasking plans are compatible with resources available and that requirements are metProvide focus through which specific interests and concerns of subcommittee members can be expressedCoordinate w/TC Secretary on subcommittee meeting location and timeChair subcommittee meetingsDelegate duties if unable to attend meetingsAssist TC Chairman in preparation of Annual Report, etc.
23Membership Subcommittee Plan activities to support new membership processReview membership needs relative to departing members and new TC initiatives (technical discipline, organization, strengths, etc.)Identify inactive members for releaseStrive for Balance in Membership:Industry / Government / AcademiaTechnical expertise across TC’s CharterDiversity in Seniority, Gender, Ethnicity, Geographic location, etc.Solicitation of new membersCoordination with other subcommittees (e.g. Conferences, Publications, Working Groups)Review nominationsProvide recommendation to TC on selectionsMembership is critical to TC Success
24Technical Committee Membership AIAA solicitation for nominees each summer (July)via AIAA at large, Technical committees, and Aerospace AmericaMembership limited to 35Larger membership only with TAC approvalThree-year term; 1 May to 30 AprilTerm exceptions (both less than & more than three years)Should maintain a balanced compositionAffiliation (Industry, Government, and Academia)Professional interestGender, Seniority, Ethnicity, and Geographic locationRequires Deputy Director approvalOpportunity to leverage Associate, International and Ex-Officio members
25Associate Membership Restricted to under age 35 One year term renewable to three yearsRestricted to current AIAA membersSelection is to be based on technical meritMay attend any TC or subcommittee meeting and will assist in carrying out committee workMay be assigned a volunteer full member as counselorHave no voting privileges but may (with consent) act as a substitute for his counselorWill not count toward the TC membership of 35Application forms for associate membership will be the same as those of full membership, but a resume will be a required attachmentAt least two associate members should be appointed to each TC
26Membership Selection Schedule 8/1 Call for nominations sent out by AIAA headquarters11/1 Nominations due back to AIAA11/15 Nomination packages sent from AIAA to TC chairmen1/31 TC selection process complete and proposed rostersto Deputy Directors and HQ
27Liaison ActivitiesIdentify opportunities to enhance TC activities through Joint Activities:Conferences/Technical ForumsWorking Groups on Standards, Public Policy, etc.Development of Short CoursesPublicationsIdentify External Synergies and Develop Liaison StrategiesLiaisons Interface With Other Closely Related TCs/PCs, Societies, etc.Attend meetingsDisseminate appropriate information on TC activitiesReport on other Orgs notable features and activitiesLook for new ideas that could enhance your TC
28Procedures Committee Maintain TC Charter Changes require approval from TACEstablish and maintain Roles and Responsibilities of Officers and CommitteesEstablish and maintain documented TC processes and procedures:Election ProcessConference PlanningGuidelines for establishingand conducting Working GroupsAward process and criteriaStandards DevelopmentPublic Policy DevelopmentStudent ActivitiesProperly functioning subcommittees are critical for successEnsure the momentum you’ve achieved isn’t lost when you leave
29Public Policy Subcommittee AIAA has very active Public Policy that need TC support to:Develop and Communicate authoritative position papers on important policy issuesConduct workshops that present their findings to key public opinion leadersProvide timely information in response to breaking events and initiativesCoordinate expert testimony and information presented to CongressFoster 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 growthOpportunities for TCs to Influence Decision Makers – AIAA Public Policy Resources are available for Guidance
30Awards Subcommittee Establish and execute committee awards Develop and comply with award specifications for major AIAA awardsSelection Process – requires Director approvalCriteriaEnsure best candidates are nominated – actively solicit nominationsMust be submitted through AIAA website on standard formProvide nominations for all AIAA awards as appropriateEnhance TC membership statusSenior memberAssociate fellowFellowHonorary fellowAIAA Honors and Awards Committee can provide Guidance
31A Note about AIAA Technical Awards AIAA wishes to recognize the most respected individuals worldwideAIAA membership is not required, however AIAA service/participation may be a discriminator between otherwise equal candidatesIn general, for technical awards, the nominee must not have been a member of the administrating TC for the past two yearsUnder 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 CommitteeThe TC must have a demonstrated history of selecting non-TC member award recipients, only considering current TC members when truly deservingThe 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
32Student Activities Subcommittee Sponsor and conduct student competitions:Design competitionsStudent papersCoordinate TC resources to support AIAA Student Activities and EventsCompetition JudgesPaper ReviewersProfessional MentorsDevelop and disseminate Educational MaterialsSponsor Student ScholarshipsEngage Student Chapters local to Conference venuesAIAA Education Committee can provide Guidance
33Standards Subcommittee Review Standards in development and provide comments as appropriateIdentify new Standards of interest to TC membersIdentify opportunities to serve Member/Industry needs by developing new Standards - TCs can publish various levels of Standards through AIAA CoS:GuideRecommended PracticeSpecial ReportStandardAIAA Committee on Standards can provide Guidance
34Conferences Subcommittee Sponsor papers in technical area at AIAA and other society conferencesCooperate with other TCs for joint sponsored conferences and workshopsOverall management and technical program of workshops and conferencesEstablish technical program themes and session plansDevelop expectations for TC resources to support Conference activitiesCoordination with other TCs/PCs and conference committees for co-located meetingsPrepare sponsorship request for approval by AIAA Technical Activities Committee (into HQ three weeks before TAC meetings) - For classified meetings follow DODINST of 16 may 88Develop and maintain Conference Planning documentation as appropriateAIAA Staff provides Event Planning and Market Analysis – only Staff can contract on behalf of AIAA
35A Note about Conference Planning Conferences must be financially viable for AIAARegistration Fees will reflect the budgeted costs , e.g.EquipmentFood and BeveragePromotion (including printing and postage)Staff Support and TravelDecorationsConference Organizing Procedures and Policies are being codifiedAIAA Staff develop budgets, contract facilities, coordinate support, and manage the activities – an expert resourceProvides for flexibility in planning Events within financial constraints
36Publications Subcommittee Promote publications in the technical areaDevelop highlights article for Aerospace AmericaDue to HQ by 1 SeptemberDraft conference overview articlesSubmit appropriate news items to Aerospace AmericaCoordinate articles for dedicated issue of JournalPublish NewslettersCollect and disseminate Conference ProceedingsAIAA Publications Committee can provide Guidance
37Education Subcommittee Support Professional Education activitiesDevelop Short CoursesDevelop TutorialsProvide/Coordinate Technical Experts to support AIAA Education ActivitiesAIAA Education Committee can provide Guidance
38Technical Panels/Working Groups A Technical Panel / Working Group is a focused team with a defined objective / product and lifeExamples of objectives:Develop a new standard or practiceAddress a specific problem in tc’s disciplineDevelop a new TCStructure:Sponsored by TCChaired by TC memberOpen to non-TC and non-AIAA members as appropriate
39Technical Panels/Working Groups (continued) Advantages of working groups:Value-added to TC members and home organizationsPromotes interests of TCContributes to synergy of TCKeys to successHave a clear objective and planIdentify a productIdentify target audienceInclude key stakeholders from target audienceEstablish exit criteria and know when you’re done
40Creating SynergyCreate overlap of TC activities and subcommittees with communication and cross membershipWorking 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 leadersConferences: 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 membersPublications: get source material from working groups, provides advertisement for new tc and working group membersTC membership: benefits from all other activities
41Important Dates to Remember JanuaryTAC/NIS/BoD MeetingsDirector ReportJanuary 31Annual Report to VP TACTC Rosters to AIAAApril 15Associate Fellow ApplicationsMayMay 15Associate Fellow EndorsementsJune 15Fellow/Honorary Fellow ApplicationsJulyNominations for AIAA Board of DirectorsJuly 15Fellow/Honorary Fellow EndorsementsAugustTAC/NIS/BoD MeetingsDirector ReportSeptember 1Aerospace America HighlightsArticle to AIAA HeadquartersAs AppropriateConference Proposals (three weeks prior to TAC)AIAA Award Recipient RecommendationsSenior Member Applications (anytime)
42TC Chair - In a Phrase Catalyst For TC Activities Encourage And Support New IdeasCommunicate Regularly With TC LeadershipUse And Teleconferencing Between MeetingsEnsure Communications Between TC LeadershipEngage Associate MembersDevelop Future TC LeadersTry New Things – Resist the Status QuoThere are no limits on what you can accomplish
44Lessons Learned for Successful TC Operations - 1 YOUR CHALLENGE
45Lessons Learned for Successful TC Operations - 2 STAGES OF TC DEVELOPMENTNew TC, not to full membership, little structureLittle outputYear 1: Full membership, partial participation, little structureModerate outputYear 2: Full membership, partial participation, adequate structureGood outputYear 3: Full membership, good structure, full participationExcellent output
46Lessons Learned for Successful TC Operations - 3 OPERATE AT THE MEMBERSHIP LIMITWhy? Volunteer hours = your main resourceReaching full membership is very easy with a little initiativeAsk your current members for nominationsCall potential members directlySolicit membership from new Organizations
47Lessons Learned for Successful TC Operations - 4 OPTIMIZE YOUR MEMBERSHIPAfter reaching full membership, begin replacing non-active membersKey is to keep track of member participationGive new members a chanceIn time, the full membership will be activeBe up front with new members about what is expectedCall new members regarding the TC and send charter/TC brochureHold orientation for all new membersGo over TC organization and charter and AIAA organizationTry and keep balance in your membershipGovt., large business, small business, academiaGeographic locationAge/experience level
48Lessons Learned for Successful TC Operations - 5 DEVELOP AND FORMALIZE YOUR TC PROCEDURESProperly functioning subcommittees are critical for successInsist subcommittee chairman or alternate attend meetingsSubmit subcommittee reportDo most subcommittee work outside TC meetingsExecutive committeeUse an already established TC’s procedures as a starting pointEnsure the momentum you’ve achieved isn’t lost when you leave
49Lessons Learned for Successful TC Operations - 6 DEVELOP A STRATEGIC PLAN FOR YOUR TC’S FUTURELiving document similar to a business planGoals/projects that will involve the entire TCConferences, AIAA membership education/outreachGoals/projects that will involve subcommitteesBooks, special issues, awards, reviews, TC development, etc
50Lessons Learned for Successful TC Operations - 7 Make meetings rewarding/challenging/interesting/funHost facilities with pertinent speakers/tours availableEncourage full membership to attendLocation of meetings should considerAIAA Sponsored meetingsTravel budgets of member’s employersLocal section participationFood requirements(Note: Meeting room, beverage and luncheon available at AIAA sponsored conferences)
51Lessons Learned for Successful TC Operations - 8 Meeting notice agenda out earlyMember’s planningSpecial ArrangementsRecognize meeting hosts and activity sponsors
52Lessons Learned for Successful TC Operations - 9 LOOK FOR WAYS TO “ADD VALUE” FOR YOUR MEMBERS AND SUPPORTERSAIAA membership upgradesLetters of recommendationRecognize TC members in their home organizationsAwards
53Lessons Learned for Successful TC Operations - 10 CHOOSING YOUR SUCCESSORHave nomination and election procedures in placeYou have a lot of influence on this decisionStart thinking about this right away
54Lessons Learned for Successful TC Operations - 11 GENERATE TC FUNDSPotential sources for TC funds:Tutorials/short coursesWorkshopsCompany grantsWhere to SpendScholarshipsMeeting RoomsCoffee/RefreshmentsLunchesConference AmenitiesPlaques
55Lessons 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 groupVP TAC has additional funds which may be allocated to Technical DirectorsAny TC may apply for funds from it’s DirectorDirectors approve fundingFunds must be expended by September 30thUsed for a one-time expense.
56Technical Panels/Working Groups Example TC Organization (Chair “Down”)Chairman (YOU)Vice Chairmanor Chair-ElectSteeringCommitteeSecretaryMembershipLiaisonProceduresCommitteeActivitiesCommitteeTechnical Focus AreaSubcommitteeTechnical Focus AreaSubcommitteePublicPolicyAwardsStudentActivitiesStandardsConferencesPublicationsEducationTechnical PanelTechnical PanelPosition Paper WGStandard/Guide WGShort Course WGTechnical Panels/Working Groups
58Lessons Learned for Successful TC Operations - 13 MAKE YOUR TERM MAKE A DIFFERENCE TO THE INSTITUTELongstanding issues within AIAA“Stovepiping”New group formationConference formation and conference deconflictionInformation is currently lost with individualsDoes 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!
59Lessons Learned for Successful TC Operations - 14 CONCEIVE AND IMPLEMENT NEW IDEASAIAA TOPICS DATABASETool to integrate/coordinate activities of various AIAA groupsProvide understanding of what areas different groups addressEnable and encourage a spirit of cooperation and interactionIntegrates the efforts of 10 TCs and PCsHas had many benefits beyond the conference itselfJACIC Special IssuesIntelligent Systems, several other TCsInformation Systems Group Strategic PlanImproving the individual TCsImproving communications/interactions within the IS Group
60ADDITIONAL LESSONS LEARNED (Your Opportunity to Share!) DiscussionADDITIONAL LESSONS LEARNED(Your Opportunity to Share!)
61Parting Thoughts AIAA Staff Is A Very Valuable Resource Betty Knows AllTake Advantage Of AIAA Resources (Deputy Director, Director, Website, Staff, Etc.)Stagnation Is DeathLook For Opportunities To Share, Borrow, Copy, Steal, Enhance, Expand, Collaborate, And InnovateCreate Synergy Within The TC And Within TACRemember That You Are Working With VolunteersDo What Works For You - Make It Your OwnAdd Value! Leave The TC Healthier And Happier Than You Found It!
64Duties 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 hostsAwards- 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
65Duties 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 electionsEducation- Develop short courses, tutorials and colloquia as needed- Liaise with academic community and support AIAA student membership
66Duties 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
67Duties 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 journalsConferences- 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
68Structuring the Technical Committee OfficersA 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.
69Structuring the Technical Committee Vice-Chair or Chair-ElectSupport the Chairperson in all duties as assignedServe in the absence of the ChairpersonChair the Steering SubcommitteeShould be elected by the end of the TC chair’s first yearSecretaryTake minutes at the TC meetingsPublish and distribute the TC minutes to all TC membersMaintain an external distribution list and mail minutes to themMaintain a current member listMaintain a calendar of TC events and publish yearlyMaintain and publish a list of current work assignmentsMaintain Annual Report and Three-Year Plan
70Electing 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 Chair’s 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 , 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.
71TC Account ProceduresWe 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 LiaisonAdditional 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.
72International 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.
73Current Forms found on the TAC SharePoint Site TAC Funding Request FormCosponsor Conference Request FormTC BrandingSharePoint Extranet Packethttps://info.aiaa.org/tac/AIAA%20Documents/Forms/AllItems.aspx