Standards and Certification Training

1. Standards and Certification Training Module A – Administrative A3.Membership Maintenance

2. REVISIONS 12/28/12 10/4/12 12/15/11 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. ASME S&C Training Module A3. Membership Maintenance

3. Module A Course Outline A1. Tools and Resources A2. Codes and Standards Products A3. Membership Maintenance A4. Honors and Awards A5. Publishing Codes and Standards ASME S&C Training Module A3. Membership Maintenance

4. Learning Objectives At 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. ASME S&C Training Module A3. Membership Maintenance

5. I. TYPES OF COMMITTEE MEMBERSHIP ASME S&C Training Module A3. Membership Maintenance

6. 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 Maintenance

7. 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 ASME S&C Training Module A3. Membership Maintenance

8. 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 ASME S&C Training Module A3. Membership Maintenance

9. 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 ASME S&C Training Module A3. Membership Maintenance

10. 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. ASME S&C Training Module A3. Membership Maintenance

11. 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 ASME S&C Training Module A3. Membership Maintenance

12. 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 ASME S&C Training Module A3. Membership Maintenance

13. 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 member ASME S&C Training Module A3. Membership Maintenance

14. II. ELECTION OF OFFICERS ASME S&C Training Module A3. Membership Maintenance

15. 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 choice 2 = Second choice 1 = Third choice • Run-off ballot for two top scoring candidates • Winner: candidate with highest total • Subject to Supervisory Board approval ASME S&C Training Module A3. Membership Maintenance

16. 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. ASME S&C Training Module A3. Membership Maintenance

17. III. APPOINTMENT OF INDIVIDUAL AND CONTRIBUTING MEMBERS OF THE COMMITTEE ASME S&C Training Module A3. Membership Maintenance

18. 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 ASME S&C Training Module A3. Membership Maintenance

19. INTEREST CLASSIFICATION • Purpose • Used to ensure balanced representation • Requirements: • Safety Standards: not more than 1/3 from any single category • Product Standards: no majority • Member/Alternate must be same category or alternate shall have an interest classification that maintains the required balance. • Not required for Contributing Members ASME S&C Training Module A3. Membership Maintenance

20. (cont’d) 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 ASME S&C Training Module A3. Membership Maintenance

21. 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 ASME S&C Training Module A3. Membership Maintenance

22. 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 ASME S&C Training Module A3. Membership Maintenance

23. IV. APPOINTMENT OF DELEGATES ASME S&C Training Module A3. Membership Maintenance

24. 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. ASME S&C Training Module A3. Membership Maintenance

25. 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 ASME S&C Training Module A3. Membership Maintenance

26. 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 ASME S&C Training Module A3. Membership Maintenance

27. V. MEMBERSHIP RECORDS ASME S&C Training Module A3. Membership Maintenance

28. MEMBERSHIP RECORDS • ASME Database • Data on all S&C volunteers • For Committee Use Only • Standard Reports • Committee Rosters • AS-11 Online Personnel Directory ASME S&C Training Module A3. Membership Maintenance

29. MEMBERSHIP RECORDS • Committee Rosters • Produced for each committee • Gives, for each committee member • Contact Information • Membership Expiration Date • Interest Classification Code ASME S&C Training Module A3. Membership Maintenance

30. 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 ASME S&C Training Module A3. Membership Maintenance

31. 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. ASME S&C Training Module A3. Membership Maintenance

32. 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/asme-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?ViewTabMode=ContactInformation ASME S&C Training Module A3. Membership Maintenance