1. MODULE A - ADMINISTRATIVE SUBMODULES A1. Tools and Resources A2. Codes and Standards Products A3. Membership Maintenance A4. Honors and Awards A5. Publishing Codes and Standards ASME S&C Training Module A3 0

2. 1 REVISIONS First sentence revised. First answer revised. Second bulleted item revised. First bulleted item revised. Added new revisions sheet Revised titles and notes Added contributing members Revised title for clarity Revised title for clarity and first bullet Added policy names to notes and revised title Revised title and notes Revised title, slide and notes including consolidated of information from former Slide 11 and 12 Added Slide and Notes on Contributing Members Revised notes Title revised Slide deleted, there are no longer options for Standards Committee Officer Elections Slide revised to add timing of ballots Notes and officer term limits were added Former slide 17 “Nominating Committee” deleted 19 19 Notes 23 Notes 24 Notes 2 5 & 6 7 8 9 10 11 12 13 14 15 Formerly 15 16 17 Formerly 17 7/10/07 12/15/11 CHANGESLIDEDATE

3. ASME S&C Training Module A3 2 REVISIONS Title and notes revised to add contributing members Revised to note that interest classification does not apply to contributing members Added Contributing Members, supplemental forms and revised PAF policies to include Policy 15.9 to slide and notes Conformity Assessment confidentiality agreement added and revised notes Slide deleted, it was redundant to Slide 24 Pop Quiz #3 moved from Part IV to Part III Added 5 year term and Policy 15.9 to Slide and notes Revised notes entirely Revised notes Revised C&S to S&C and Codes and Standards to Standards and Certification Revised titles Updated links and added Policy 15.9 20 22 23 24 Formerly 26 26 28 29 33 34 and 35 36 37 12/15/11 Continued CHANGESLIDEDATE

4. A3. Membership Maintenance

5. ASME S&C Training Module A3 4 OBJECTIVES This submodule will –Review the organization and administration of S&C Committee membership

6. ASME S&C Training Module A3 5 AGENDA I.Types of Committee Membership II.Officer Elections III.Appointment of Individual and Contributing Members of the Committee IV.Appointment of Delegates V.Membership Records

7. ASME S&C Training Module A3 6 I. TYPES OF COMMITTEE MEMBERSHIP

8. ASME S&C Training Module A3 7 COMMITTEE STRUCTURE Consensus Committee –The group composed of the individual members of the Standards Committee Standards Committee –The consensus committee plus delegates and contributing members

9. ASME S&C Training Module A3 8 INDIVIDUAL MEMBERS Requirements –Technically qualified –Participate as individuals not representatives –Duties Consider subjects brought for action Vote on proposals Contribute expertise Advise on personnel –May participate via attending meetings, correspondence, telephone or other electronic means

10. ASME S&C Training Module A3 9 ALTERNATES Alternates for Individual Members –Attend meetings or vote on ballots –Proposed by member, subject to approval of the committee and board –Same category of interest as member or interest class that maintains balance –Acts for member in member’s absence –Has the privileges of the member –Alternate’s vote only counts if member didn’t vote –Service ends at member’s request or return/resignation of member

11. ASME S&C Training Module A3 10 REPRESENTATIVES –Intended to act on the member’s behalf at a meeting –Proposed by member, subject to approval by the Committee Chair –Must have already signed or must sign Participation Acknowledgement Form –May only vote on actions other than standards actions –Service ends at conclusion of meeting at which the individual is representing the member

12. ASME S&C Training Module A3 11 DELEGATES –Not required to be technically qualified –Participate as individuals representing a group outside of the US or Canada –Each group represented shall be a recognized organization within its country. –The method for selecting a prospective delegate is at the discretion of each group. –The appointment of a delegate may be limited in scope relative to the charter of the standards committee, as determined by the consensus committee.

13. ASME S&C Training Module A3 12 DUTIES OF DELEGATES AND THEIR ALTERNATES Duties of Delegates –Vote on first consideration recorded votes on standards actions –Contribute expertise of the group –May participate via attending meetings, correspondence, telephone or other electronic means Alternates for Delegates –Delegates are permitted to appoint alternates, to vote in place of the delegate on standards actions

14. ASME S&C Training Module A3 13 CONTRIBUTING MEMBERS –Technically qualified –An individual non-voting member –Review and Comment vote on all standards action ballots –Contribute expertise –May participate via attending meetings, correspondence, telephone or other electronic means –Attendance at meetings is optional –Not assigned an interest classification

15. ASME S&C Training Module A3 14 STANDARDS COMMITTEE OFFICERS –Chair Presides at meetings Elected –Vice Chair Presides in absence of Chair Elected –Secretary Standards Committees, Boards – appointed from Directorate; non-voting Subordinate groups – Secretary may be a member

16. ASME S&C Training Module A3 15 II. OFFICER ELECTIONS

17. ASME S&C Training Module A3 16 STANDARDS COMMITTEE OFFICER ELECTION Begin 6 months before expiration of incumbent’s term Weighted Ballot Method –Secretary submits to members the names of those who are qualified and willing to serve. Members may be excluded from this list if requested. –Secret Letter ballot –Member assigns numbers to choices 3 = First choice 2 = Second choice 1 = Third choice –Run-off ballot for two top scoring candidates –Winner: candidate with highest total –Subject to Supervisory Board approval

18. ASME S&C Training Module A3 17 OFFICER TERMS Chair and Vice Chair –3-year term –Terms of Chair and Vice Chair should coincide –No more than two consecutive, three year terms shall be held in each office. –Limit may be exceeded for special circumstances, i.e. no other qualified candidate who is willing to serve. –Special circumstance are subject to approval by at least 2/3 of the cognizant supervisory board members.

19. ASME S&C Training Module A3 18 1.When should the process of electing a new Chair begin? _______ 2.How many officer positions will probably have to be filled for this committee? _______ The Chair’s term is scheduled to end in June of next year. POP QUIZ #1

20. ASME S&C Training Module A3 19 a.Chair b.Vice Chair c.Secretary d.Members e.Alternates serving for a member f.Other alternates Which of the following are NOT voting members of a Standards Committee? POP QUIZ #2 (Extra Credit)

21. ASME S&C Training Module A3 20 III. APPOINTMENT OF INDIVIDUAL AND CONTRIBUTING MEMBERS OF THE COMMITTEE

22. ASME S&C Training Module A3 21 INTEREST CLASSIFICATION Definition –Identifies interest of member’s primary source of support –Must be approved –Examples Manufacturers Users Regulatory General Interest

23. ASME S&C Training Module A3 22 INTEREST CLASSIFICATION Purpose –Used to ensure balanced representation –Requirements: Safety Standards: not more than 1/3 from any single category Product standards: no majority Member/Alternate must be same category or alternate shall have an interest classification that maintains the required balance. Not required for Contributing Members

24. ASME S&C Training Module A3 23 APPOINTMENT OF INDIVIDUAL AND CONTRIBUTING MEMBERS Process –Applicant completes Personnel Form (PF-1) Some Committees require additional supplemental forms or resumes –If applicant’s first appointment to a S&C Committee: Receives Society Policies on –Ethics (15.7) –Conflict of Interest (15.8) –Policy Against Discrimination(15.9) –Society name, etc. (14.6) Receives PAF form Required to return signed PAF form (cont’d)

25. ASME S&C Training Module A3 24 APPOINTMENT OF INDIVIDUAL AND CONTRIBUTING MEMBERS Process continued –Committee votes on membership either in a meeting or by membership ballot after considering: Committee needs Applicant qualifications Interest category –Once approved, next higher committee votes on recommended appointment –Appointed for 5 years –Conformity Assessment Committee Members must complete a signed Confidentiality Form

26. ASME S&C Training Module A3 25 REAPPOINTMENTS/ TERMINATIONS/ RESIGNATIONS Reappointments –At the discretion of the committee Terminations –Chair must review members annually –Chair may recommend termination –Member may appeal Resignations –Member should notify committee at earliest possible time

27. ASME S&C Training Module A3 26 1.Would this be a good choice? _______ 2.Why or why not? _______ You work for an equipment manufacturer and serve on a committee whose standards affect your company’s equipment. You are considering as an alternate a friend who works for a user of your company’s equipment. POP QUIZ #3

28. ASME S&C Training Module A3 27 IV. APPOINTMENT OF DELEGATES

29. ASME S&C Training Module A3 28 INTEREST CLASSIFICATION Delegates –Delegates are classified in accordance to the predominant interest of the delegate’s group, for information only. –The classification will not be used in determining whether the committee has balanced representation.

30. ASME S&C Training Module A3 29 APPOINTMENT OF DELEGATES Process –Each group recommends an individual to represent them. –The group also provides an explanation of their interest in participating. –Delegates are sent PF-1 application and Society Policies 15.7, 15.8, 15.9 and 14.6 and are required to sign PAF –Next higher committee votes on recommended appointment –Appointed for a term not to exceed 5 years

31. ASME S&C Training Module A3 30 REAPPOINTMENTS/ TERMINATIONS/ RESIGNATIONS Reappointments –At the discretion of the committee Terminations –Chair must review delegates annually –Chair may recommend termination –Committee should contact Delegate’s group prior to termination –Delegate may appeal Resignations –Delegate should notify committee at earliest possible time

32. ASME S&C Training Module A3 31 V. MEMBERSHIP RECORDS

33. ASME S&C Training Module A3 32 MEMBERSHIP RECORDS ASME Database –Data on all S&C volunteers –Standard Reports Committee Rosters AS-11 Online Personnel Directory

34. ASME S&C Training Module A3 33 MEMBERSHIP RECORDS Committee Rosters –Produced for each committee –Gives, for each committee member Contact Information Membership Expiration Date Interest Classification Code

35. ASME S&C Training Module A3 34 MEMBERSHIP RECORDS AS-11 Online Personnel Directory –Contact information for all S&C volunteers –Fully searchable database –Listing by committee –Committee charters –Continuously revised NOTE: Members can correct contact information on ASME website

36. ASME S&C Training Module A3 35 1.Where would you look to find the committee’s charter? a.ASME database b.Committee Roster c.AS-11 2.What is the first step to gaining membership? ______ You are considering applying for membership in a S&C committee. POP QUIZ #4

37. ASME S&C Training Module A3 36 SUMMARY I.Types of Committee Membership II.Officer Elections III.Appointment of Individual and Contributing Members of the Committee IV.Appointment of Delegates V.Membership Records

38. ASME S&C Training Module A3 37 REFERENCES –Personnel Form (PF-1 Form) http://cstools.asme.org/csconnect/public/MemberPro file.cfmhttp://cstools.asme.org/csconnect/public/MemberPro file.cfm –ASME Society Policies (incl. P-15.7 on Ethics, P-15.8 on Conflict of Interest, P-15.9 Policy Against Discrimination (including Discriminatory Harassment) and P-14.6 on Society Name, Seal, Emblem, Initials, Titles, Identification, and Certificates) http://www.asme.org/about-asme/governance/asme- society-policieshttp://www.asme.org/about-asme/governance/asme- society-policies –AS-11 http://cstools.asme.org/csconnect/CommitteePages.c fm?View=AS11http://cstools.asme.org/csconnect/CommitteePages.c fm?View=AS11 –Update Contact Information Button on My Profile Tab http://cstools.asme.org/csconnect/index.cfm?ViewTa bMode=ContactInformationhttp://cstools.asme.org/csconnect/index.cfm?ViewTa bMode=ContactInformation