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

ASME C&S Training Module A3

REVISIONSDATE SLIDE CHANGE

7/10/07 1919 Notes23 Notes24 Notes

First sentence revised.First answer revised.Second bulleted item revised.First bulleted item revised.

A3. Membership Maintenance

ASME C&S Training Module A3 Slide 4

OBJECTIVES

This submodule will

– Review the organization and administration of C&S Committee membership

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AGENDA

I. Committee Structure

II. Officer Election Options

III. Appointment of Individual Members of the Committee

IV. Appointment of Delegates

V. Membership Records

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I. COMMITTEE STRUCTURE

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COMMITTEE STRUCTURE

• Consensus Committee

– The group composed of the individual members of the Standards Committee

• Standards Committee

– The consensus committee plus delegates

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CONSENSUS COMMITTEE STRUCTURE

• Individual 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

ASME C&S Training Module A3 Slide 9

CONSENSUS COMMITTEE STRUCTURE

• Alternates

– Attends meetings or intends to vote on standards actions

– 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

ASME C&S Training Module A3 Slide 10

CONSENSUS COMMITTEE STRUCTURE

• 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 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

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STANDARDS COMMITTEE STRUCTURE

• 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.

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STANDARDS COMMITTEE STRUCTURE

• Delegates

– Duties

• Consider subjects brought for action• Vote on first consideration recorded

votes on standards actions• Comment on all reviews of standards

actions prior to vote• Contribute expertise

– May participate via attending meetings, correspondence, telephone or other electronic means

ASME C&S Training Module A3 Slide 13

STANDARDS COMMITTEE STRUCTURE

• Delegates

– Alternates

• Delegates are permitted to appoint alternates, to vote in place of the delegate on standards actions.

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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

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II. OFFICER ELECTION OPTIONS

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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.

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ELECTION OPTIONS

• Chair & Vice Chair by weighted ballot

– Letter ballot

– Member assigns numbers to choices

3 = First choice2 = Second choice1 = Third choice

– Run-off ballot for two top scoring candidates

– Winner: candidate with highest total

– Subject to Supervisory Board approval

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ELECTION OPTIONS

• Chair & Vice Chair by Nominating Committee

– Chair appoints committee of 3+ members

– Nominating Committee nominates two candidates

– Consensus committee votes on candidates

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OFFICER TERMS

• Chair and Vice Chair

– 3-year term

– Terms of Chair and Vice Chair should coincide

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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

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a. Chairb. Vice Chairc. Secretaryd. Memberse. Alternates serving for a memberf. Other alternates

Which of the following are NOT voting members of a Standards Committee?

POP QUIZ #2(Extra Credit)

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III. APPOINTMENT OF INDIVIDUALMEMBERS OF THE COMMITTEE

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INTEREST CLASSIFICATION

• Definition

– Identifies interest of member’s primary source of support

– Must be approved

– Examples

• Manufacturers• Users• Regulatory• General Interest

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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.

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APPOINTMENT OF INDIVIDUAL MEMBERS

• Process

– Applicant completes Personnel Form (PF-1)

– If applicant’s first appointment to a C&S Committee:

• Receives Society Policies on

– Ethics (15.7)– Conflict of Interest (15.8)– Society name, etc. (14.6)

• Receives PAF form

• Required to return signed PAF form

(cont’d)

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APPOINTMENT OF INDIVIDUAL MEMBERS

• Process (cont’d)

– Committee’s considerations include

• Committee needs • Applicant qualifications • Interest category

– Next higher committee votes on recommended appointment

– Appointed for 5 years

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APPOINTMENT OF INDIVIDUAL MEMBERS

• Participation acknowledgement Form (PAF)

– Form indicates member…

• Agrees to adhere to policies• Acknowledges ASME ownership of

materials

– Required for all members

– Signed PAF kept on file

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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

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IV. APPOINTMENT OF DELEGATES

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INTEREST CLASSIFICATION

• Delegates

– Delegates are classified in accordance to the predominant interest of the member’s group, for information only.

– The classification will not be used in determining whether the committee has balanced representation.

ASME C&S Training Module A3 Slide 31

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 and 14.6 and are required to sign PAF

– Next higher committee votes on recommended appointment

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REAPPOINTMENTS/ TERMINATIONS/ RESIGNATIONS

• Reappointments

– At the discretion of the committee

• Terminations

– Chair must review delegates annually

– Chair may recommend termination

– Delegate may appeal

• Resignations

– Delegate should notify committee at earliest possible time

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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

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V. MEMBERSHIP RECORDS

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MEMBERSHIP RECORDS

• ASME Database

– Data on all C&S volunteers

– Standard Reports

• Committee Rosters• AS-11 Online Personnel Directory

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MEMBERSHIP RECORDS

• Committee Rosters

– Produced for each committee

– Gives, for each committee member

• Contact Information• Membership Expiration Date• Interest Classification Code

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MEMBERSHIP RECORDS

• AS-11 Online Personnel Directory

– Contact information for all C&S volunteers

– Fully searchable database

– Listing by committee

– Committee charters

– Continuously revised

NOTE: Members can correct contact information on ASME website

ASME C&S Training Module A3 Slide 38

1. Where would you look to find the committee’s charter?

a. ASME databaseb. Committee Rosterc. AS-11

2. What is the first step to gaining membership? ______

You are considering applying for membership in a C&S committee.

POP QUIZ #4

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SUMMARY

I. Committee Structure

II. Officer Election Options

III. Appointment of Individual Members of the Committee

IV. Appointment of Delegates

V. Membership Records

ASME C&S Training Module A3 Slide 40

REFERENCES

– Personnel Form (PF-1 Form)

• http://www.asme.org/Codes/About/Links/Links_Codes_Standards.cfm

– 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/governance/society_policies.cfm

– AS-11

• http://cstools.asme.org/CSConnect/CommitteePages.cfm?View=AS11

– Update Contact Information

• https://secure.asme.org/codes/addchangeform.cfm