Technical and Program Committee Chair Training

1. Technical and Program Committee Chair Training Laura McGill, VP - Technical Activities,ljmcgill@raytheon.com520 663-8583 Jim Neidhoefer, Director – Information Systems, jneidhoefer@aerotonomy.com678 756-4594 3 January 2010

2. Agenda 8:00-8:15 Welcome and Overview: Laura McGill & Jim Neidhoefer 8:15-8:30 AIAA and Technical Activities: Laura McGill 8:30-9:50 TC Organization & Chair Responsibilities: Laura McGill 9:50-10:00 Break 10:00-11:55 Tips on Successful TC Operations: Jim Neidhoefer 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. ED Bob Deputy ED Klaus • Strategic Plan Staff Organization Gov’t Fellow Executive Assistant Nora Secretary/ Treasurer Dave •Institute •Foundation Human Resources Susan Information Technology Services Jay Business Development Director Craig D. Consultant Eleanor Financial Planning, Analysis & Budget Karen R. Financial Services Director Bill •Accounting & Payroll •Office Srvs ( –2/09) COO Angelo Technical Activities Managing Director Megan •Events •Exhibits •TAC Liaison •International •Technical Papers Operations Technical Publications Managing Director Rodger •Books •Journals •Standards •Technical Papers Archives Member & Workforce Services Managing Director Karen T. •Member Services •Customer Services •Educational Services •Workforce Development Communications Managing Director Sharon •Public Policy •Public Affairs •Aerospace America •Corporate Membership •Production •Marketing •AA Ad Sales •Sponsorship •List Rental NOTE: Organizational structure below the Managing Directors is TBD

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 Enhancement Committee Compensation Committee Corporate Member Committee Educational Activities Committee Emerging Technologies Committee Ethical Conduct Panel Executive Committee Finance Committee Honors and Awards Committee Institute Development Committee International Activities Committee Membership Committee Pre-College Guidance Committee President’s Advisory Committee Professional Member Education Committee Public Policy Committee Publications Committee Region and Section Activities Committee Standards Executive Council Student Activities Committee Technical Activities Committee Young Professional Committee

8. TAC Structure Systems and Technology Integration Aircraft & Atmospheric Systems Neal Pfeiffer Space & Missile Systems Trevor Sorensen Engineering & Technology Management Basil Hassan Information Systems James Neidhoefer 12 Program Committees Tony Gross Aerospace Sciences David Riley Disciplines and Technologies 70 Technical Committees Propulsion & Energy Ashwani Gupta Aerospace Design & Structures Kathleen Atkins New Initiatives Subcommittee Mark Melanson

9. Program Committees Technical Group Affiliations Aircraft Aircraft, P&E Structures, Space Aircraft, P&E, Space Info Sys, Aerospace Sciences Info Sys, Aircraft Space, P&E, Aero Sciences Space Space, Info Sys Info Sys, Aircraft Eng Tech Mgmt • Aerospace Traffic Management • Directed Energy Systems • Energy Optimized Aircraft and Equipment Systems • Gossamer Spacecraft • HyTASP • Homeland Security • Netcentric Operations • Reusable Launch Vehicles • Space Exploration • Space Station • Unmanned Systems • Value Driven Design

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. 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

12. 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

13. 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

14. 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)

15. Annual Report Format Covering 1 May - 30 April • 1. Name of Technical Committee • 2. Name and address of TC Chair • 3. Membership: • Associate members - number & names • Number of foreign members & countries • 4. Meetings: • Number of TC meetings this year • Special events at TC meetings • (plant tours, invited speakers, etc.) • Participation in AIAA Nat’l Tech’l Conferences: • - name of conference • - number of sessions sponsored • - other conference participation • Participation in non-AIAA conferences: • - name of conference • - number of sessions sponsored • 5. Honors and Awards presented by the TC: • Name of award • To whom awarded • Where awarded 6. TC Publication activities: Aerospace America publication Highlights article Handbook Newsletter White papers/position papers Books Journal articles 7. TC participation/activities w/AIAA sections 8. TC participation in other AIAA committees/ activities: Standards Public Policy Honors & Awards Other 9. A paragraph summarizing the most significant achievement or activity of your TC over the past year

16. 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. 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

18. 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

19. 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 w/TC Secretary on subcommittee meeting location 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 (July) • via AIAA at large, Technical committees, and Aerospace America • Membership limited to 35 • 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. 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

27. 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 Orgs notable features and activities • Look for new ideas that could enhance your TC

28. 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

29. Public Policy Subcommittee • AIAA has very active Public Policy that need 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 • Ensure best candidates are nominated – actively solicit nominations • Must be submitted through AIAA website on standard form • Provide nominations for all AIAA awards as appropriate • Enhance TC membership status • Senior member • Associate fellow • Fellow • Honorary fellow • AIAA Honors and Awards Committee can provide Guidance

31. 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: • After 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

32. 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

33. 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

34. Conferences Subcommittee • Sponsor papers in technical area at 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 • Prepare sponsorship request for approval by AIAA Technical Activities Committee (into HQ three weeks before TAC meetings) - 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

35. A Note about Conference Planning • Conferences must be financially viable for AIAA • Registration Fees will reflect the budgeted costs , e.g. • 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

36. 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

37. 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

38. 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

39. 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

40. Creating Synergy • Create overlap of TC activities and subcommittees with communication 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

41. Important Dates to Remember • January • TAC/NIS/BoD Meetings • Director Report • January 31 • Annual Report to VP TAC • TC 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)

42. 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

43. Break BREAK

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

45. 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

46. 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

47. 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

48. 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

49. Lessons Learned for Successful TC Operations - 6 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

50. Lessons Learned for Successful TC Operations - 7 • 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)