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Page © ASME 2012 Standards and Certification Training Module A – Administrative A3. Membership Maintenance
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Standards and Certification Training
Module A – AdministrativeA3. Membership Maintenance
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ASME S&C Training Module A3. Membership Maintenance2
REVISIONS
Reformatted background, updated C&S to S&C throughout, moved course summary to Page 2, revised pages 3,5, 6, 9, 11,13,14 and 17, deleted original slides 5, 18 and 19 and other minor editorial revisions throughout
Removed Pop Quiz material and updated the background format throughout. Added Module Learning Objectives and module Summary.
Revised completely to incorporate changes made to the procedures.
12/28/12
10/4/12
12/15/11
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Module A Course Outline
A1. Tools and ResourcesA2. Codes and Standards ProductsA3. Membership MaintenanceA4. Honors and AwardsA5. Publishing Codes and Standards
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Learning ObjectivesAt the end of this module, you will be able to: – Describe the types of committee membership– Understand the requirements for officer
elections and their term limits– Describe the appointment process for the
individual and contributing members of the committee
– Describe the appointment process for the appointment of Delegates
– Understand ASME’s membership records and be able to access and modify your membership records.
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I. TYPES OF COMMITTEE MEMBERSHIP
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STANDARDS COMMITTEE GROUPS• Standards Committee
– The consensus committee plus delegates and contributing members
• Consensus Committee– The group composed of individual members
of the standards committee that have the responsibility for voting on final approval of standards actions.
• Subordinate Groups– Subcommittee, Project Team etc.– Membership may include individual members,
delegates, alternates and contributing members. ASME S&C Training Module A3. Membership Maintenance6
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INDIVIDUAL MEMBERS• Technically qualified• Participate as individuals not representatives• Duties
– Consider subjects brought for action– Vote on proposals– Contribute expertise– Advise and Vote on personnel
• May participate via attending meetings, correspondence, telephone or other electronic means
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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
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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
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DELEGATES– Individuals representing a group outside of
the US or Canada on the standards committee or subordinate groups
– Working knowledge of committee’s technical work
– Proficient in English– 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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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
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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
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COMMITTEE OFFICERS• Chair
– Presides at meetings– Elected
• Vice Chair– Presides in absence of Chair– Elected
• Secretary– Committees, Boards – appointed
from Directorate; non-voting– Subordinate groups – Secretary may
be a memberASME S&C Training Module A3. Membership Maintenance13
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II. ELECTION OF OFFICERS
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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 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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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.
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III. APPOINTMENT OF INDIVIDUAL AND CONTRIBUTING MEMBERS OF THE
COMMITTEE
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INTEREST CLASSIFICATION• Definition
– Identifies interest of member’s primary source of support
– Must be approved by the Standards Committee and cognizant Supervisory Board
– 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.
• Not required for Contributing Members
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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:• Review 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
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(cont’d)
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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
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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 timeASME S&C Training Module A3. Membership Maintenance22
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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 delegate’s group, for information only.
– The classification will not be used in determining whether the committee has balanced representation.
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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 a PAF 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
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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
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V. MEMBERSHIP RECORDS
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MEMBERSHIP RECORDS• ASME Database
– Data on all S&C volunteers – For Committee Use Only– 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 S&C volunteers– Fully searchable database– Listing by committee– Continuously revised
NOTE: Members can correct contact information on ASME website
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Module Summary• Committee Membership includes the Chair, Vice Chair,
Secretary, Members, Contributing Members, Delegates, Alternates and Representatives
• Officers are elected using the weighted ballot method • Chair and Vice Chair serves 3 year terms which coincide
and are limited to two consecutive terms.• Members, Contributing Members and Delegates serve 5
year terms• Alternate terms expire on request of the member, or
when the member is no longer on the committee. • All appointments and reappointments on to
subcommittees are approved by the parent Consensus Committee, and membership appointments on Standards Committees are approved by the Supervisory Board.
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REFERENCES– Personnel Form (PF-1 Form)
• http://cstools.asme.org/csconnect/public/MemberProfile.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/asm
e-society-policies– AS-11
• http://cstools.asme.org/csconnect/CommitteePages.cfm?View=AS11
– Update Contact Information Button on My Profile Tab• http://cstools.asme.org/csconnect/index.cfm?View
TabMode=ContactInformation
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