Technical and Program Committee Chair Training

1. Technical and Program Committee Chair Training Basil Hassan, VP - Technical Activities,bhassan@sandia.gov505.844.4682 Tom Duerr, Deputy VP – Technical Activities, thomas.e.duerr@aero.org 571.307.3706 8 January 2012

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

6. President President Board of Directors President President - - Elect Elect Past President Past President (2) Staff (2) Staff (3) Directors (3) Directors (3) International (3) International Liaisons Liaisons At Large At Large Directors Directors (8) Vice (8) Vice YP Liaison YP Liaison (7) Technical (7) Technical (7) Regional (7) Regional Presidents Presidents Student Liaison Student Liaison Directors Directors Directors Directors + VPs + VPs - - Elect Elect Education Aerospace Sciences Group Finance Aircraft and Atmospheric Systems Group International Activities Energy and Technology Management Group Member Services Information Systems Group Public Policy Propulsion and Energy Group Publications Space and Missiles Group Standards Aerospace Design and Structures Group Technical Activities The Institute

7. Standing Committees Standing Committees Academic Affairs Committee Aerospace America Steering Committee Audit Committee Career and Workforce Development Committee Compensation Committee Corporate Member Committee Educational Activities Committee Emerging Technologies Committee Finance Committee Honors and Awards Committee Institute Development Committee International Activities Committee Membership Committee Professional Member Education Committee Public Policy Committee Publications Committee Region and Section Activities Committee Standards Executive Council Stem K-12 Committee Student Activities Committee Technical Activities Committee Young Professional Committee

8. TAC Structure Systems and Technology Integration Aircraft & Atmospheric Systems Neal Pfeiffer Space & Missiles Trevor Sorensen Engineering & Technology Management Allen Arrington Information Systems James Neidhoefer 14 Program Committees Mark Melanson 69 Technical Committees Managing Director, Technical Activities Megan Scheidt Aerospace Sciences David Riley Disciplines and Technologies Strategic Technologies Coordinator Anthony Gross New Initiatives Subcommittee James Keenan Staff Liaison, Technical Activities Betty Guillie Propulsion & Energy Ashwani Gupta Aerospace Design & Structures Kathleen Atkins Public Policy Coordinator Leon McKinney

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

11. 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.

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. Annual Report Format Covering 1 May - 30 April • 1. Name of Technical Committee: • Officers: Include a description of how officers were elected and contact information. • Membership: Include a description of the total membership. • 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. • 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. • TC Interaction with AIAA Sections Activities: Include a description of any Section activities during the year. • TC Interaction with other AIAA TCs/PCs Activities: Include a description of interaction with other committees including TAC. • TC Interaction with other Societies Activities • Use of TAC Funds: List or describe any items the TC has asked and/or received TAC Funding. • Most Significant TC Achievement • Best Practices/Lessons Learned • Other Items to Note • Current Roster • https://info.aiaa.org/SC/TAC/Shared%20Documents/Forms/AllItems.aspx

17. 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

18. AIAA Organization (Chair “Up”) Aerospace Community Industry (Larg Bus.) Industry (Small Bus.) Government Academia Not-For-Profit R&D AIAA OTHER STANDING COMMITTEES (Publications, Public Policy, Finance, etc.) TAC Vol. & Elected Leaders YOUR GROUP OTHER GROUPS YOU OTHER TCs AIAA STAFF YOUR TC

19. Example TC Organization (Chair “Down”) Chairman (YOU) Vice Chairman or Chair-Elect Steering Committee Secretary Liaison Procedures Membership Activities Committee Committee Technical Focus Area Subcommittee Technical Focus Area Subcommittee Public Policy Standards Student Activities Education Publications Awards Conferences Technical Panel Technical Panel Position Paper WG Standard/Guide WG Short Course WG Technical Panels/Working Groups

20. 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)

21. 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

22. 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

23. 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.

24. 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

25. 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

26. 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

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

28. 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

29. Procedures Committee • 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 leave

30. 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

31. 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

32. 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

33. 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!

34. 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

35. 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

36. 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 appropriate AIAA Staff provides Event Planning and Market Analysis – only Staff can contract on behalf of AIAA

37. 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

38. 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

39. 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

40. Technical Panels/Working Groups • 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

41. 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

42. 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

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)

44. 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

45. Break BREAK

46. Lessons Learned for Successful TC Operations - 1 YOUR CHALLENGE

47. Lessons Learned for Successful TC Operations - 2 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. Lessons Learned for Successful TC Operations - 3 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. Lessons Learned for Successful TC Operations - 4 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. Lessons Learned for Successful TC Operations - 5 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