1. ASME C&S Training Module A3 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

2. ASME C&S Training Module A3 DATESLIDECHANGE 9/27/02 6 7 7 Notes 11 & Notes 31 Last item, after “via” add “attending meetings,” After the first item, add new item to read, “Same category of interest as member.” After the first item, add new item to read, “The alternate shall have the same category of interest as the member.” Change title to read “Standards Committee Officer Election” Add fourth item to read “Update Contact Information, http://secure.asme.org/codes/addchangeform.cfm” http://secure.asme.org/codes/addchangeform.cfm REVISIONS

3. A3. Membership Maintenance

4. ASME C&S Training Module A3 Slide 3 OBJECTIVES This submodule will –Review the organization and administration of C&S Committee membership

5. ASME C&S Training Module A3 Slide 4 AGENDA I.Committee Structure II.Officer Election Options III.Appointment of Members IV.Membership Records

6. ASME C&S Training Module A3 Slide 5 I. COMMITTEE STRUCTURE

7. ASME C&S Training Module A3 Slide 6 STANDARDS COMMITTEE STRUCTURE Members –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

8. ASME C&S Training Module A3 Slide 7 STANDARDS COMMITTEE STRUCTURE Alternate –Selected by member –Same category of interest as member –Acts for member in member’s absence –Has the privileges of the member –Alternate’s vote only counts if member didn’t vote –Alternate must be approved by the committee if Serving for more than two meetings Voting on standards actions –Service ends at member’s request or return/resignation of member

9. ASME C&S Training Module A3 Slide 8 STANDARDS COMMITTEE STRUCTURE 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

10. ASME C&S Training Module A3 Slide 9 1.Under what conditions must your selection be submitted for approval by the committee and cognizant board? _______ You have just selected an individual to act as your alternate. POP QUIZ #1

11. ASME C&S Training Module A3 Slide 10 II. OFFICER ELECTION OPTIONS

12. ASME C&S Training Module A3 Slide 11 STANDARDS COMMITTEE OFFICER ELECTION Timing –Begin 6 months before expiration of incumbent’s term Chair & Vice Chair Election Options –Weighted ballot –Nominating Committee NOTE: Elections are usually conducted via secret ballot.

13. ASME C&S Training Module A3 Slide 12 ELECTION OPTIONS Chair & Vice Chair by weighted ballot –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

14. ASME C&S Training Module A3 Slide 13 ELECTION OPTIONS Chair & Vice Chair by Nominating Committee –Chair appoints committee of 3+ members –Nominating Committee nominates two candidates –Whole committee votes on candidates

15. ASME C&S Training Module A3 Slide 14 OFFICER TERMS Chair and Vice Chair –3-year term –Terms of Chair and Vice Chair should coincide

16. ASME C&S Training Module A3 Slide 15 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 December of this year. POP QUIZ #2

17. ASME C&S Training Module A3 Slide 16 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 #3 (Extra Credit)

18. ASME C&S Training Module A3 Slide 17 III. APPOINTMENT OF MEMBERS

19. ASME C&S Training Module A3 Slide 18 INTEREST CLASSIFICATION Definition –Identifies interest of member’s primary source of support –Must be approved –Examples Manufacturers Users Regulatory General Interest

20. ASME C&S Training Module A3 Slide 19 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

21. ASME C&S Training Module A3 Slide 20 APPOINTMENT OF COMMITTEE MEMBERS Process –Applicant completes Personnel Form (PF-1) –Committee’s considerations include Committee needs Applicant qualifications Interest category –Next higher committee votes on recommended appointment (cont’d)

22. ASME C&S Training Module A3 Slide 21 APPOINTMENT OF COMMITTEE MEMBERS Process (cont’d) –New member Appointed for 5 years Receives Society Policies on –Ethics (15.7) –Conflict of Interest (15.8) –Society name, etc. (14.6) Receives PAF form Returns signed PAF form

23. ASME C&S Training Module A3 Slide 22 APPOINTMENT OF COMMITTEE MEMBERS Participation Agreement Form (PAF) –Form indicates member… Agrees to adhere to policies Acknowledges ASME ownership of materials –Required for all members –Signed PAF kept on file

24. ASME C&S Training Module A3 Slide 23 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

25. ASME C&S Training Module A3 Slide 24 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 #4

26. ASME C&S Training Module A3 Slide 25 IV. MEMBERSHIP RECORDS

27. ASME C&S Training Module A3 Slide 26 MEMBERSHIP RECORDS ASME Database –Data on all C&S volunteers –Standard Reports Committee Rosters AS-11 Book

28. ASME C&S Training Module A3 Slide 27 MEMBERSHIP RECORDS Committee Rosters –Produced for each committee –Gives, for each committee member Contact Information Membership Expiration Date Interest Classification Code

29. ASME C&S Training Module A3 Slide 28 MEMBERSHIP RECORDS AS-11 Book –Contact information for all C&S volunteers –Alphabetical listing –Listing by committee –Committee charters –Revised and distributed annually NOTE: Members can correct contact information on ASME website

30. ASME C&S Training Module A3 Slide 29 1.Where would you look to find the committee’s charter? a.ASME database b.Committee Roster c.AS-11 Book 2.What is the first step to gaining membership? ______ You are considering applying for membership in a C&S committee. POP QUIZ #5

31. ASME C&S Training Module A3 Slide 30 SUMMARY I.Committee Structure II.Officer Election Options III.Appointment of Members IV.Membership Records

32. ASME C&S Training Module A3 Slide 31 REFERENCES –Personnel Form (PF-1 Form) www.asme.org/cns/departments/General.html –ASME Society Policies (incl. P-15.7 on Ethics, P-15.8 on Conflict of Interest, and P-14.6 on Society Name, Seal, Emblem, Initials, Titles, Identification, and Certificates) www.asme.org/asme/policies/policy.html –AS-11 Book Distributed annually to all C&S Committee Members –Update Contact Information https://secure.asme.org/codes/addchangeform.cfm