Technical and Program Committee Chair Training Basil Hassan, VP - Technical Activities,...

Technical and Program Committee Chair Training

Basil Hassan, VP - Technical Activities, [email protected] 505.844.4682

Tom Duerr, Deputy VP – Technical Activities, [email protected] 571.307.37068 January 2012

mailto:[email protected]

mailto:[email protected]

2

Agenda

8:00-8:15 Welcome and Overview: Basil Hassan & Tom Duerr

8:15-8:30 AIAA and Technical Activities: Basil Hassan

8:30-9:50 TC/PC Organization & Chair Responsibilities: Basil Hassan

9:50-10:00 Break

10:00-11:55 Tips on Successful TC Operations: Tom Duerr

11:55-12:00 Parting Thoughts

3

AIAA and Technical Activities

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

4

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

5

6

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

7

Standing Committees

Standing CommitteesAcademic Affairs Committee

Aerospace America Steering CommitteeAudit Committee

Career and Workforce Development CommitteeCompensation Committee

Corporate Member CommitteeEducational Activities Committee

Emerging Technologies CommitteeFinance Committee

Honors and Awards CommitteeInstitute Development CommitteeInternational Activities Committee

Membership CommitteeProfessional Member Education Committee

Public Policy CommitteePublications Committee

Region and Section Activities CommitteeStandards Executive Council

Stem K-12 CommitteeStudent Activities Committee

Technical Activities CommitteeYoung Professional Committee

8

TAC Structure

Engineering & Technology Management

Allen Arrington

Aircraft & Atmospheric Systems

Neal Pfeiffer

Propulsion & EnergyAshwani Gupta

Space & MissilesTrevor Sorensen

Aerospace SciencesDavid Riley

Information Systems

James Neidhoefer

Aerospace Design & Structures

Kathleen Atkins

69Technical

Committees

14Program

CommitteesMark Melanson

Dis

cipl

ines

and

Tec

hnol

ogie

s

Systems and Technology Integration

New Initiatives Subcommittee

James Keenan

Strategic Technologies CoordinatorAnthony Gross

Public Policy Coordinator

Leon McKinney

Managing Director, Technical Activities

Megan Scheidt

Staff Liaison, Technical Activities

Betty Guillie

9

Program Committee Affiliations with Technical Groups

• Program Committees Technical Group Affiliations• Aerospace Traffic Management Aircraft Group• Directed Energy Systems Space Group• Energy Optimized Aircraft and Aircraft Group, P&E Group

Equipment Systems• Green Engineering P&E Group• Gossamer Spacecraft Structures Group, Space Group• HyTASP Aircraft, P&E, Space Groups• Homeland Security Info & Aerospace Sciences Groups• Netcentric Operations Info Group, Aircraft Group• Reusable Launch Vehicles Space, P&E, Aero Sci Groups• Space Environmental Systems Space Group• Space Exploration Space Group• Space Station Space Group, Info Group• Unmanned Systems Info Group, Aircraft Group• Value Driven Design Eng Tech Mgmt Group

10

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

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 2011, you should elect your successor by December 2011). 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 2011 to April 2013 as Vice-Chairperson before taking over as Chairperson in May 2013).

• 2) The Chairperson-elect can participate in the TC/PC Chair’s Workshop typically held in January before taking on the responsibilities of Vice-Chairperson.

11

12

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

13

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

14

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

15

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)

16

1. Name of Technical Committee:2.Officers: Include a description of how officers were elected and contact information.3.Membership: Include a description of the total membership.4.Subcommittee and Working Group Chairs/Leads: Include the names of individuals that chair or lead the subcommittees or working groups.5. Meetings and Conference Activities: Include a description of any meetings/telecons and associated conferences for the year.6.Honors and Awards Activities: Include an overview of any awards for the year. Note if none were given.7. Publications Activities: Include a description of any publication activities during the year.8. Public Policy and White Paper Activities: Include a description for the year of any policy ideas/white papers put forth or written by your committee.

9. Standards Activities: Include a description of any Standards activities during the year.10. Education Activities: Include a description of any Education activities during the year.11.TC Interaction with AIAA Sections Activities: Include a description of any Section activities during the year.12. TC Interaction with other AIAA TCs/PCs Activities: Include a description of interaction with other committees including TAC.13.TC Interaction with other Societies Activities14. Use of TAC Funds: List or describe any items the TC has asked and/or received TAC Funding.15. Most Significant TC Achievement16. Best Practices/Lessons Learned17. Other Items to Note18. Current Roster

https://info.aiaa.org/SC/TAC/Shared%20Documents/Forms/AllItems.aspx

Annual Report Format Covering 1 May - 30 April

https://info.aiaa.org/SC/TAC/Shared%20Documents/TAC_F_Annual%20Report%20Template_V01.doc

https://info.aiaa.org/SC/TAC/Shared%20Documents/TAC_F_Annual%20Report%20Template_V01.doc

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

17

18

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

19

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

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)

20

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

21

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

22

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 with TC Secretary on subcommittee meeting locations and time• Chair subcommittee meetings

Delegate duties if unable to attend meetings• Assist TC Chairman in preparation of Annual Report, etc.

23

Membership Subcommittee

• Plan activities to support new membership process Review membership needs relative to departing members and new TC initiatives

(technical discipline, organization, strengths, etc.)– Identify inactive members for release

Strive for Balance in Membership:– Industry/Government/Academia– Technical expertise across TC’s Charter– Diversity in Seniority, Gender, Ethnicity, Geographic location, etc.

Solicitation of new members Coordination with other subcommittees (e.g. Conferences, Publications, Working

Groups)• Review nominations• Provide recommendation to TC on selections

Membership is critical to TC Success 24

Technical Committee Membership

• AIAA solicitation for nominees each summer (August) Via AIAA at large, Technical Committees, and Aerospace America

• Membership limited to a total of 50 with regular membership limited to 35 New category recently approved – Alumni Larger membership only with TAC approval Three-year term; 1 May to 30 April

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

– Affiliation (Industry, Government, and Academia)– Professional Interest– Gender, Seniority, Ethnicity, and Geographic location

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

25

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

26

27

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

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 Organizations notable features and activities Look for new ideas that could enhance your TC

28


• Maintain TC Charter Changes require approval from TAC

• Establish and maintain Roles and Responsibilities of Officers and Committees• Establish and maintain documented TC processes and procedures:

Election Process Conference Planning Guidelines for establishing and conducting Working Groups Award process and criteria Standards Development Public Policy Development Student Activities

Properly functioning subcommittees are critical for success

Ensure the momentum you’ve achieved isn’t lost when you leave29

Public Policy Subcommittee

• AIAA has a very active Public Policy that needs TC support to: Develop and communicate authoritative position papers on important

policy issues Conduct workshops that present their findings to key public opinion

leaders Provide timely information in response to breaking events and initiatives Coordinate expert testimony and information presented to Congress Foster 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

30

Awards Subcommittee

• Establish and execute committee awards• Develop and comply with award specifications for major AIAA awards

Selection Process – requires Director approval Criteria

• Enhance TC membership status Senior Member Associate Fellow Fellow Honorary Fellow

AIAA Honors and Awards Committee can provide Guidance

31

Nominations Subcommittee

• Purpose of this subcommittee is to enhance the number and quality of award nominations Ensure best candidates are nominated – actively solicit nominations (and

nominees!)– Technical Excellence Awards (sponsored by TCs or PCs)– AIAA National Awards and Lectureships

Should operate independent of Awards Subcommittee The committee should be populated by current and/or former members

who represent extensive knowledge of your committee’s technical community

– Past TC Chairs– Past Award Winners

32

A Note about AIAA Technical Awards

• AIAA wishes to recognize the most respected individuals worldwide AIAA 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:» Before 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!

33

Student Activities Subcommittee

• Sponsor and conduct student competitions Design competitions Student papers

• Coordinate TC resources to support AIAA Student Activities and Events Competition judges Paper reviewers Professional mentors

• Develop and disseminate educational materials• Sponsor student scholarships• Engage student chapters local to conference venues

AIAA Education Committee can provide Guidance

34

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 Guide Recommended Practice Special Report Standard

AIAA Committee on Standards can provide Guidance

35

Conference Subcommittee

• Sponsor papers in technical area of 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

• Coordinate with AIAA staff to prepare sponsorship request for approval by AIAA Technical Activities Committee – For classified meetings follow DODINST 5200.12 of 16 May 88

• Develop and maintain Conference Planning documentation as appropriateAIAA Staff provides Event Planning and Market Analysis –

only Staff can contract on behalf of AIAA

36

A Note about Conference Planning

• Conferences must be financially viable for AIAA Registration Fees will reflect the budgeted costs

– 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

37

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

38

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

39


• 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

40

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

41

Creating Synergy

• Create overlap of TC activities and subcommittees with communications 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

42

43

Important Dates to Remember

January•TAC/NIS/BoD Meetings

•Director Report

January 31•Annual Report to VP TAC

•Committee 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)

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

44

45

Break

BREAKBREAK

46

Lessons Learned for Successful TC Operations - 1

YOUR CHALLENGE

47


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

48


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

49


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

50


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

51


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

52


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)

53


Meeting notice agenda out early

Member’s planning

Special Arrangements

Recognize meeting hosts and activity sponsors

54


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

55


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

56


Potential sources for TC funds:Tutorials/short coursesWorkshopsCompany grants

Where to SpendScholarshipsMeeting RoomsCoffee/RefreshmentsLunchesConference AmenitiesPlaques

GENERATE TC FUNDS

57


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.

58

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


59

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”)

60


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!

61


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

62

Discussion

ADDITIONAL LESSONS LEARNED

(Your Opportunity to Share!)

63

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!

64

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

66

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

67


• 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

68


• 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

69

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.

70

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

71

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.

72

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. 73

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.

74

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

75

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

Date post:	16-Jan-2016
Category:	Documents
Upload:	clemence-payne
View:	220 times
Download:	0 times