Nomination Committee Report Jane Lehr, Chair November 6, 2010

Four Elections President, Vice President (President Elect) and Elected AdCom and TC members. President: The Nominations committee makes a motion to elevate our Vice President, Bob Reinovsky, to the office of NPSS President. Vice President: Two outstanding candidates to stand for Vice President: Janet Barth from the Radiation Effects TC and Jean Luc Leray from the Transnational Committee. Voting was conducted via ballot. Our next President will be announced by the NPSS Secretary at the end of this AdCom meeting.

Election Adcom and TC elections: AdCom positions: RE, RI, NMISC and PAST. TC elections were held for NMISC, RITC and PSAC. Last year printed materials were sent to all voting members. This year, printed materials were sent only to members without as well as to members who specifically request not to receive s from IEEE. The number of members receiving printed materials will be very low. All members (even those that receive the printed materials) are permitted to cast their vote electronically. The TCs each had a nomination chair: George Kontaxakis (NMISC), Patrick LeDu (RITC) and Steve Gold (PSAC Secretary ). This worked out very well overall and I might recommend that every TC have a nominations chair.

New TAB Rule The Society Nominating Committee shall be responsible for assembling a slate of candidates for Society Officer, AdCom/BoG elections, the submission of nominations for the office of Division Director to the Division Nominating Committee, and the annual solicitation of names of potential candidates to be considered by the TAB Nominations and Appointments Committee for service on TAB Committees, as well as IEEE Committees and Boards. The number of candidates on a slate for Society Officer, AdCom and BoD elections shall be no less than one and a half times the number of vacant positions. In the event that this cannot be reasonably accommodated, the Vice President, Technical Activities may at his/her discretion allow a smaller slate. The last statement “required” the NMISC Nominations Chair to have 8 candidates for the NMISC elected positions. The NMISC Nominations Chair, George Kontaxakis, managed to comply.

What is next? Second year of NPSS electronic elections. Overall: successful. The naming of TC nomination chair has greaty streamlined the process. Other TCs may want to appoint one. However, any SNAFU in an part of the election delays the whole election. The issue has been getting every candidate ready & eligible. Do we want to split the TC and AdCom elections? It roughly doubles the cost but … splits the number of people who have to have their election materials in order. If we keep the AdCom/TC election together the first page of the electronic ballot must first identify the TCs the voter is identified with. This should eliminate some confusion.

The Election Timeline Request for NominationsMarch AdCom meeting Nominee Names due: July 1NPSS C&BL Nominee Bios due to IEEEJuly 31NPSS C&BL Election Materials to IEEE August 3 Election Material Finalized August 13 Election Proofs Available August 18 Bios/Ballot to Intelliscan August 18 eNotice from IEEE August 23 Pre Blast week of August 30 Website testedSeptember 9 Election Begins September 17 e-minder sOctober 15 and November 9 Election Ends November 16 NPSS C&BL Election Results byNovember 23 The election materials went to IEEE 3 days late and the election doesn’t end until 23 Nov. The NPSS C&BL required the election to last 60 days The electronic voting adds time to the election cycle.

Election Duration The electronic election adds a few weeks to the start date of the election. The date of the election end, then, is determined by the NPSS Constitution and Bylaws, since it states the election will be open for 60 days, yielding the Nov 23 deadline. IEEE doesn't have a specific requirement for the duration of elections. The average duration for a society election is 6 weeks although we have worked with a couple of societies whose elections were open for only 5 weeks. On the other hand, a few societies allow for voting for 8 weeks or 60 days as NPSS does. If the governing documents of the society do not specify the duration of the election IEEE typically allows 6 weeks for the voting period. This is more than enough time for voting especially since electronic voting is an option for everyone including those that receive paper ballots and the paper ballots are mailed out with First Class Postage. The duration of the election does not need to be in the NPSS Constitution and Bylaws at all. NPSS should consider revising its Bylaws to remove the requirement that the election is open for voting for 60 days.