Technical and Program Committee Chair Training Laura McGill, VP - Technical Activities,...

Technical and Program Committee Chair Training

Laura McGill, VP - Technical Activities, [email protected] 520 663-8583

Jim Neidhoefer, Director – Information Systems, [email protected] 678 756-45943 January 2010

mailto:[email protected]

mailto:[email protected]

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Agenda

8:00-8:15 Welcome and Overview: Laura McGill & Jim Neidhoefer

8:15-8:30 AIAA 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

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AIAA and Technical Activities

• AIAA Vision and Mission• Staff Organization• Activities and Board of Directors• TAC Organization

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AIAA 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

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Staff Organization

CommunicationsManaging Director

Sharon•Public Policy•Public Affairs

•Aerospace America•Corporate Membership

•Production•Marketing

•AA Ad Sales•Sponsorship•List Rental

Member &Workforce Services

Managing DirectorKaren T.

•Member Services•Customer Services

•Educational Services•Workforce

Development

TechnicalPublicationsManaging Director

Rodger•Books

•Journals•Standards

•Technical Papers Archives

TechnicalActivities

Managing DirectorMegan•Events•Exhibits

•TAC Liaison•International

•Technical Papers Operations

EDBob

Deputy EDKlaus

• Strategic Plan

COOAngelo

ExecutiveAssistant

Nora

Secretary/Treasurer

Dave•Institute

•Foundation

InformationTechnology

ServicesJay

Human Resources

Susan

Gov’t Fellow

Financial ServicesDirector

Bill•Accounting & Payroll

•Office Srvs ( –2/09)

Financial Planning,Analysis & Budget

Karen R.

Business DevelopmentDirectorCraig D.

ConsultantEleanor

NOTE: Organizational structure below the Managing Directors is TBD

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The Institute

Board of Directors

(7) TechnicalDirectors

(7) TechnicalDirectors

YP LiaisonStudent Liaison

YP LiaisonStudent Liaison

(3) InternationalDirectors

(3) InternationalDirectors

(7) RegionalDirectors

(7) RegionalDirectors

PresidentPresident-ElectPast President

PresidentPresident-ElectPast President

(8) VicePresidents+ VPs-Elect

(8) VicePresidents+ VPs-Elect

(2) StaffLiaisons(2) StaffLiaisons

(3) DirectorsAt Large

(3) DirectorsAt Large

EducationFinance

International ActivitiesMember Services

Public PolicyPublicationsStandards

Technical Activities

Aerospace Sciences GroupAircraft and Atmospheric Systems GroupEnergy and Technology Management Group

Information Systems GroupPropulsion and Energy Group

Space and Missiles GroupAerospace Design and Structures Group

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Standing Committees

Standing CommitteesAcademic Affairs Committee

Aerospace America Steering CommitteeAudit Committee

Career Enhancement CommitteeCompensation Committee

Corporate Member CommitteeEducational Activities Committee

Emerging Technologies CommitteeEthical Conduct PanelExecutive CommitteeFinance Committee

Honors and Awards CommitteeInstitute Development CommitteeInternational Activities Committee

Membership CommitteePre-College Guidance CommitteePresident’s Advisory Committee

Professional Member Education CommitteePublic Policy CommitteePublications Committee

Region and Section Activities CommitteeStandards Executive CouncilStudent Activities Committee

Technical Activities CommitteeYoung Professional Committee

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TAC Structure

Engineering & Technology Management

Basil Hassan

Aircraft & Atmospheric Systems

Neal Pfeiffer

Propulsion & EnergyAshwani Gupta

Space & MissileSystems

Trevor Sorensen

Aerospace SciencesDavid Riley

Information Systems

James Neidhoefer

Aerospace Design & Structures

Kathleen Atkins

70Technical

Committees

12Program

CommitteesTony Gross

Dis

cipl

ines

and

Tec

hnol

ogie

s

Systems and Technology Integration

New Initiatives SubcommitteeMark Melanson

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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 AffiliationsAircraft

Aircraft, P&E

Structures, SpaceAircraft, P&E, SpaceInfo Sys, Aerospace SciencesInfo Sys, AircraftSpace, P&E, Aero SciencesSpaceSpace, Info SysInfo Sys, AircraftEng Tech Mgmt

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TC & Chair Responsibilities/Organization Topics

• Technical Committee Responsibilities

• Technical Committee Chairman’s 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

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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

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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

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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, email, 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 TC’s Technical Award

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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)

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1. Name of Technical Committee2. Name and address of TC Chair3. Membership:

Associate members - number & namesNumber of foreign members & countries

4. 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 participation

Participation in non-AIAA conferences:- name of conference- number of sessions sponsored

5. Honors and Awards presented by the TC:Name of awardTo whom awardedWhere awarded

6. TC Publication activities: Aerospace America publication Highlights article Handbook Newsletter White papers/position papers Books Journal articles7. TC participation/activities w/AIAA sections8. TC participation in other AIAA committees/ activities:

Standards Public PolicyHonors & AwardsOther

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

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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

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AIAA Organization (Chair “Up”)

Industry (Small Bus.)

Not-For-Profit R&DAcademia

Industry (Larg Bus.) Government

Aerospace Community

AIAA

TAC

YOUR TC

YOUR GROUP

OTHERTCs

YOUOTHER GROUPS

OTHER STANDING

COMMITTEES(Publications, Public Policy,Finance, etc.)

Vol. & ElectedLeaders

AIAA STAFF

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Example TC Organization (Chair “Down”)

Chairman(YOU)

Secretary

Membership Committee

Liaison Activities

StandardsStudentActivities

Conferences PublicationsAwardsPublicPolicy

Procedures Committee

Education

SteeringCommittee

Vice Chairmanor Chair-Elect

Technical Focus AreaSubcommittee


Standard/Guide WG

Technical Panel Technical Panel

Short Course WGPosition Paper WG

Technical Panels/Working Groups

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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)

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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

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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

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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.

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Membership 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 selections

Membership is critical to TC Success

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Technical Committee Membership

AIAA solicitation for nominees each summer (July)via AIAA at large, Technical committees, and Aerospace America

Membership limited to 35Larger membership only with TAC approvalThree-year term; 1 May to 30 April

Term exceptions (both less than & more than three years)Should maintain a balanced composition

oAffiliation (Industry, Government, and Academia)oProfessional interestoGender, Seniority, Ethnicity, and Geographic location

Requires Deputy Director approvalOpportunity to leverage Associate, International and Ex-Officio members

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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

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Membership Selection Schedule

8/1 Call for nominations sent out by AIAA headquarters

11/1 Nominations due back to AIAA

11/15 Nomination packages sent from AIAA to TC chairmen

1/31 TC selection process complete and proposed rosters

to Deputy Directors and HQ

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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

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Maintain TC CharterChanges require approval from TAC

Establish and maintain Roles and Responsibilities of Officers and Committees

Establish and maintain documented TC processes and procedures:Election ProcessConference PlanningGuidelines for establishing

and conducting Working GroupsAward process and criteriaStandards DevelopmentPublic Policy DevelopmentStudent Activities

Properly functioning subcommittees are critical for successEnsure the momentum you’ve achieved isn’t lost when you leave

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Public 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 growth

Opportunities for TCs to Influence Decision Makers – AIAA Public Policy Resources are available for Guidance

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Awards 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 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

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A 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 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

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Student Activities Subcommittee

Sponsor and conduct student competitions:Design competitionsStudent papers

Coordinate TC resources to support AIAA Student Activities and EventsCompetition JudgesPaper ReviewersProfessional Mentors

Develop and disseminate Educational MaterialsSponsor Student ScholarshipsEngage Student Chapters local to Conference venues

AIAA Education Committee can provide Guidance

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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:

GuideRecommended PracticeSpecial ReportStandard

AIAA Committee on Standards can provide Guidance

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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 5200.12 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

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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

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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

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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

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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 tc’s discipline

Develop a new TC

Structure:

Sponsored by TC

Chaired by TC member

•Open to non-TC and non-AIAA members as appropriate

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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 you’re done

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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

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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)

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TC Chair - In a Phrase

Catalyst For TC Activities

Encourage And Support New Ideas

Communicate Regularly With TC Leadership

Use Email 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

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Break

BREAKBREAK

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Lessons Learned for Successful TC Operations - 1

YOUR CHALLENGE

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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

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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

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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

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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 TC’s procedures as a starting point

Ensure the momentum you’ve achieved isn’t lost when you leave

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DEVELOP A STRATEGIC PLAN FOR YOUR TC’S 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

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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 member’s employers

Local section participation

Food requirements

(Note: Meeting room, beverage and luncheon available at

AIAA sponsored conferences)

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Meeting notice agenda out early

Member’s planning

Special Arrangements

Recognize meeting hosts and activity sponsors

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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

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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

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Potential sources for TC funds:Tutorials/short coursesWorkshopsCompany grants

Where to SpendScholarshipsMeeting RoomsCoffee/RefreshmentsLunchesConference AmenitiesPlaques

GENERATE TC FUNDS

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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 Directors Any TC may apply for funds from it’s DirectorDirectors approve fundingFunds must be expended by September 30th Used for a one-time expense.

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Example TC Organization (Chair “Down”)

Chairman (YOU)

Secretary

Membership Committee

Liaison Activities

StandardsStudentActivities

Conferences PublicationsAwardsPublicPolicy


Education

SteeringCommittee

Vice Chairmanor Chair-Elect



Standard/Guide WG

Technical Panel Technical Panel

Short Course WGPosition Paper WG


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Industry (Small Bus.)

Not-For-Profit R&DAcademia

Industry (Larg Bus.) Government

Aerospace Community

AIAA

TAC

YOUR TC

YOUR GROUP

OTHERTCs

YOUOTHER GROUPS

OTHER STANDING

COMMITTEES(Publications, Public Policy,Finance, etc.)

Vol. & ElectedLeaders

AIAA STAFF

AIAA Organization (Chair “Up”)

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MAKE YOUR TERM MAKE A DIFFERENCE TO THE INSTITUTE

Longstanding issues within AIAA“Stovepiping”New group formationConference formation and conference deconflictionInformation 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!

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CONCEIVE AND IMPLEMENT NEW IDEAS

AIAA TOPICS DATABASETool to integrate/coordinate activities of various AIAA groupsProvide understanding of what areas different groups addressEnable and encourage a spirit of cooperation and interaction

Infotech@AerospaceIntegrates the efforts of 10 TCs and PCsHas had many benefits beyond the conference itself

JACIC Special IssuesIntelligent Systems, several other TCs

Information Systems Group Strategic PlanImproving the individual TCsImproving communications/interactions within the IS Group

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Discussion

ADDITIONAL LESSONS LEARNED

(Your Opportunity to Share!)

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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!

Additional Committee Information

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

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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

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• 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

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• 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

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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.

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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 chair’s 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

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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 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 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.

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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 e-mail, 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 ([email protected]).• 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 20191. 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

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.

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Current Forms found on the TAC SharePoint Site

• TAC Funding Request Form• Cosponsor Conference Request Form• TC Branding• SharePoint Extranet Packet

https://info.aiaa.org/tac/AIAA%20Documents/Forms/AllItems.aspx

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https://info.aiaa.org/tac/AIAA%20Documents/Forms/AllItems.aspx

Technical and Program Committee Chair Training Laura McGill, VP - Technical Activities,...

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Transcript of Technical and Program Committee Chair Training Laura McGill, VP - Technical Activities,...