AIAA Technical Activities Committee Director/Deputy Director Training Basil Hassan 04 August 2009.

AIAA Technical Activities CommitteeDirector/Deputy Director Training

Basil Hassan

04 August 2009

2

Outline

• Goals and Objectives• What is the AIAA?• Who are the Institute’s members?• AIAA organization

• Volunteers• Paid Staff

• Director/Deputy Roles and Responsibilities• Key Issues you should understand• Helpful resources• Programs and Assistance• Summary

3

Director/Deputy Training: Goals & Objectives

• To develop the skills required to effectively lead a TAC Directorate.

• To learn about the resources and materials available at AIAA.

• To gain new ideas on how to energize your Directorate’s activities.

• To network with fellow TAC leaders.

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What is the AmericanInstitute of Aeronautics

and Astronautics (AIAA)?

5

Origins

American Rocket Society – Founded 1930

Institute of the Aeronautical Sciences

Founded 1932

Formed AIAA in 1963

Institute of Aeronautical Sciences American Interplanetary Society

6

AIAA TaglineThe World’s Forum for Aerospace Leadership

AIAA MissionTo 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.

AIAA VisionTo be the shaping, dynamic force in the aerospace profession - the forum for

innovation, technical excellence, and global leadership.

Our Core ValuesExcellenceCommunityLeadershipKnowledgeIntegrity

AIAA Tagline, Mission, Vision and Core Values

7

AIAA Corporate Status

• Non-profit under IRS Code 501 c(3)

• Formed for Educational or Scientific Purposes

• Limited Lobbying Permitted

• Non-profit Postal Rates

• No Corporate Income Tax

8

Number of AIAA Professional Members

30,4

52

29,7

74

28,5

69

29,0

2029

,291

29,9

85

2991

8

2958

8

2949

9

2539

4

2484

3

2426

024

343

2478

5

2502

1

23,8

40

24,0

8924

446

5058

4931 49

64

4845

5239

524551

33

4729 49

31

5,000

10,000

15,000

20,000

25,000

30,000

35,000

00 Sept

02 Sept

04 Sept

06 Sept

08 Sept

Fiscal Year

Nu

mb

er o

f M

emb

ers

Total Members US Members International

9

Continuous Years of Memberships

1 to 5 yrs 29%

6 to 10 yrs 23%

11 to 19 yrs13%

20 -29 yrs10%

70+ yrs 0% (24 mbrs)

50-59 yrs 2%

60-69 yrs1%

less than 1 yr13%

40-49 yrs 3%

30-39 yrs 6%

10

Members by Grade

13%

0%0%

2%

35%

1%

0%

49%

Assoc. Mbr Member Sr. MbrAssoc. Fellow Fellow Hon. FellowHon. Mbr Affiliate

Activity for FY08

3 elected to Hon. Fellow Grade30 elected to Fellow Grade195 elected to Assoc. Fellow Grade858 upgraded to Sr. Member718 upgraded from student to professional124 became lifetime members

(total of 894 lifetime members)Total Members - 29,499

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Primary Business of Members

Aerospace Manufacturing

24%

Government8%

Air Transportation1%

Suppliers7%

Consulting8%

R&D9%

Education12%

Others Allied Field2%

Retired11%

No code selected18%

12

Members by Age (Average age – 50)

no date provided14%

80+4%

70-798%

60-6913%

50-5917%

40-4922%

36-396%

35 & Under-Young

Professionals16%

13

Primary Professional Interest of Members

Member Participation (note: members participate in multiple activities)

14

Technical Committees

9%

Standing Committee

4%

Conference Attendance

19%

Subscribers16%

No Participation

47%

Region & Section Officers

3%

Courses1%

Program Committees

1%

CVD0%

AIAA Sections & Geographical Regions

15

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Members by AIAA Regions

Region 1( NE)24%

Region 2 (SE)11%

Region 3 (Central)

7%

Region 5 (Mid West)7%

Region 6 (West)25%

Region 7 (Outside U.S)

18%

Region 4 (S. Central)

8%

17

Members by Region by Year

0

1000

2000

3000

4000

5000

6000

7000

8000

9000

20012002200320042005200620072008

Region 1Region 2Region 3Region 4Region 5Region 6Region 7

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AIAA Organization

Board of Directors

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PRESIDENT-ElectMark Lewis

PAST PRESIDENTGeorge Muellner

VP - EDUCATIONMerri Sanchez

VP - PUBLIC POLICYPhil Hattis

VP - STANDARDSWilson Felder

VP - PUBLICATIONMichael Bragg

VP - FINANCEA. Tom Smith

VP - INTERNATIONALMark Maurice

VP - TECHNICALLaura McGill

VP - MEMBER SVCSMary Snitch

DIRECTOR-AT-LARGEBonnie Dunbar

DIRECTOR-AT-LARGEKen Harwell

DIRECTOR-AT-LARGERobert Lindberg

DIRECTOR - INT’LChristian Mari

DIRECTOR - INT’LSusan Ying

DIRECTOR - INT’LTakashi Iida

(TAC)DIRECTOR- TECHNICAL, Aerospace Sciences

David Riley

DIRECTOR- TECHNICAL, Aircraft & Atmospheric SystemsNeal Pfeiffer

DIRECTOR-TECHNICAL, Engineering & Technology MgmtBasil Hassan

DIRECTOR- TECHNICAL, Information SystemsJim Neidhoefer

DIRECTOR- TECHNICAL, Propulsion & EnergyAshwani Gupta

DIRECTOR- TECHNICAL, Space and MissilesTrevor Sorensen

DIRECTOR- TECHNICAL, Aerospace Design & StructuresKathleen Atkins

(RSAC)DIRECTOR - REGION 1

Jonathan Malay

DIRECTOR - REGION 2G. Alan Lowrey

DIRECTOR - REGION 3Sivaram Gogineni

DIRECTOR - REGION 4Jim Walker

DIRECTOR - REGION 5Lawrence Brase

DIRECTOR - REGION 6Bruce Wilson

DIRECTOR - REGION 7Juergen Quest

(AIAA STAFF)

EXECUTIVE DIRECTORRobert Dickman

DPTY EXEC DIRECTORKlaus Dannenberg

YP LIAISONSarah Shull

STUDENT LIAISONDustin Wood

PRESIDENTDavid Thompson

VP Elect - EducationNeal Barlow

VP Elect – Public PolicyCarol Cash

SECRETARY/TREASURERDavid Quackenbush

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TAC Organization

Vice PresidentLaura McGill

Director of Aerospace Sciences

David Riley

Staff LiaisonBetty Guillie

New InitiativesMark Melanson

Program CommitteesAnthony Gross

Director of Propulsion & Energy

Ashwani Gupta

Director of Aerospace Design & Structures

Kathleen Atkins

Director of Information SystemsJames Neidhoefer

Committee Liaisons

Director of Space & Missiles

Trevor Sorensen

Director of Aircraft & Atmos

SystemsNeal Pfeiffer

Director of Engineering &

Technology Mgmt.Basil Hassan

VP-DeputyBasil Hassan

70 Technical Committees12 Program Committees

www.aiaa.org/pdf/inside/TAC_Org_Chart_2009-2010.pdf

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Region & Section Activities Committee (RSAC)

AIAA Board of DirectorsVice President–Member Services

Region Directors

Vice President–Member ServicesRegion Directors, Deputies, Liaisons

Region DirectorRegion Deputy Directors

Section RAC Representatives

Section RAC Representatives

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Membership Committee

• Chair appointed by VP Member Services• Develops and recommends policies and

procedures concerning membership grades applications, recruitment and retention

• Consists of Regional Deputy Directors, liaisons from standing committees, and members at large

• Every two years forms ad hoc committee to review dues

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AIAA Honors and Awards Committee

• Chair appointed by AIAA President• Develops and recommends to the Board of Directors

policies and procedures relating to matters concerning the establishment and presenting of honors and awards.

• Identifies those practitioners in the arts and sciences who have made notable and significant contributions, and honors in public ceremony those so identified with symbols of acclaim and esteem.

• Responsible for over 80 separate AIAA awards.• www.aiaa.org, click on Inside AIAA, Honors and Awards

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Publications Committee

• Chaired by VP Publications• Develops and recommends publication policies, practices & information

services• Members appointed by President, recommended by VP Publications• Technical Committee Chairs & Editors-in-Chief (EiC) are ex-officio

members• Works with editors to improve quality and viability of archival publications• Seven subcommittees (Publications Executive, Review, Ethical Standards,

New Initiatives, Awards, Book Series, Journals EiC); formed by VP and chairs selected by VP from committee

• Primary products• 6 online & print journals, 1 online only journal• AIAA Education Series textbooks• Progress in Astronautics & Aeronautics (monographs or edited

collections)• Library of Flight (general - interest books)

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International Activities Committee (IAC)

• Chaired by VP International• Develops and recommends policies and procedures concerning the

international activities of the Institute• Addresses current international aeronautics and space topics and

works closely with aerospace societies, aeronautics and space agencies, and industries in other countries

• Jointly approves international co-sponsored meetings with Technical Activities Committee

• Members include liaisons from AIAA committees (TAC, HAC, etc.), non-U.S. space agencies (DLR, ISRO, JAXA, etc.) international organizations (International Astronautical Federation, International Council of Aeronautical Sciences), and sister societies (AAAF of France, DGLR of Germany, etc.)

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International Activities Committee (IAC) - 2

• Through the auspices of the IAC, AIAA has ongoing

active collaborations with the following sister societies:• AAAF (France)• CASI (Canada)• CEAS (Europe) • DGLR (Germany)• JSASS (Japan)• KSAS (Korea)• RAeS (Europe)

• In addition, the IAC collaborates with the American

Astronautical Society on international activities of

interest to both organizations.

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Public Policy Committee

• Chaired by the VP of Public Policy• Provides AIAA liaison to the Legislative and Executive Branches• Is responsible for AIAA congressional testimony• Jointly approves AIAA position papers with TAC• Sponsors Congressional Visits Day, August is for Aerospace, and

Region Public Policy Colloquium

• Five domain PPC policy subcommittees• Aeronautics, astronautics/space, defense, homeland security, and

workforce & education• Identify and pursue key issues (through white papers, roundtables &

panel sessions, workshops, etc.)

Emerging Technologies Committee

• Chair appointed by AIAA President• The Scope of the ETC is to identify both new and expanding technologies and

programs that have the potential for significant AIAA involvement, to identify champions for new AIAA activities, and to identify products and services that AIAA could provide to support new emerging initiatives.

• Current chair: Dan Jensen, Rolls-Royce Corporation; Deputy chair: Richard Antcliff, NASA Langley: Membership chair: Sam Bruner, Northrop Grumman Corporation

• Committee was formed in 2004 and is composed of aerospace representatives from government, military, industry and academia

• The business of the ETC is conducted in large part within three technical subcommittees:

• Aviation (Chair: Bob Winn) • Space (Chair: Tony Gross) • Multidisciplinary and Systems (Chair: Jack Agee)

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Emerging Technologies Committee - 2

• ETC serves as the home of the AIAA’s Small Business Initiative • ETC meets face-to-face three times per year. The committee

reviews each subcommittee’s current “Watch List” and makes recommendations.

• ETC Activities• Draft proposal for a Directed Energy Systems Program

Committee • Annual Support to Air Force Scientific Advisory Board • Launched the RTI International technology review in emerging

aerospace technologies globally to help the ETC better carry out its mission

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Institute Development Committee

• Chaired by President-Elect• Members include VP Finance and at least one

technical, one regional and one at-large director appointed by the president

• Responsibilities• Serve Board in fostering continued development

and improvement of the institute• Evaluate organizational and services changes• Long range planning• Consider new initiatives and monitor until

implemented or rejected

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Young Professional Committee

• The AIAA Young Professional Committee (YPC) serves all professionals, age 35 and under whom are working in the Academic, Government or Industry segments of the Aerospace field.

• Work with the AIAA technical committees to enhance opportunities for young professional participation.

• Ease the transition from university student members to the work force through specific programs designed to create professional awareness.

• Website is located under “AIAA Membership”, “Types & Benefits”, “Young Professional”

• Products and services:

• Aerospace Career Handbook

• Young Professional Guide for Gaining Management Support

• Young Professional Presentations at Conferences

• Young Professional Receptions at National Conferences

• Associate Technical Committee Membership

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Standards Executive Council

• Chaired by the VP of Standards• Council oversees the Standards program• Approves projects based on organized proposals• Evaluates and approves documents for publication

when completed• Documents are developed by multiple Committees on

Standards (CoS)• Formed for a topical area or industry sector• Must be balanced, representative, and competent to address the

proposed topic• Often, but not always, linked closely with TCs with similar scopes• Maintains full responsibility for the document development and

consensus building

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Our Mission: to support the future aerospace professional, practicing aerospace professionals, and the organizations and institutions involved in aerospace.

We Support: K-12classroom grants, scholarships, design competitions, student conferences and professional recognition

Our Impact: Financial assistance to more than 500 students at 130 universities with esteemed aerospace programs

Promoting STEM education through 260 Classroom Grants, reaching more than 10,000 K-12 students

Workforce development, with 66% of student award winners active in the industry today

Campaign Goals – Invest in the Future:raise $10,000,000 for the endowment fund to expand programs, enhance awards and increase impact for our industry and the members we serve, and

promote awareness of AIAA Foundation programs and the issues facing the aerospace industry today and in the future.

The AIAA Foundation – Support for Aerospace Education

AIAA Staff Organizational Structure

34www.aiaa.org/pdf/inside/orgchart.pdf

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Budget Process

• Staff sets key indicators for VP review in January (Fall)• VP’s provide strategic validation and guidance• Staff develop initial project budgets for review (Spring)• VP’s provide feedback and guidance• Staff adjust budgets as needed and ensures overall

balanced budget for Institute• Final budget approved (August/September)• Staff provides status on current year financials and on-

going budget planning status (monthly)• TAC Exec reviews event results on a monthly basis

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Internal Governance Integrated Master Plan

IG Plan Complete

Whistle BlowerCode of Conduct/

EthicsConflict of InterestIndependent Audit

Board of Directors

RSAC

Board of Directors

AIAA Staff

Other Elected orAppointed Officers

Board of Directors

AIAA Staff

AIAA Members

AIAA Staff

AIAA Members

Sections

TAC

TCs

Members

Other Elected orAppointed Officers

Y

Y

Y

Y

Y

Y Y

G

R

R

R

R

R

R

R

R

R

R

R

R

Legend

- Strong IG Content

- Add. IG Content Required

- IG Content Required

- Original Status

1.0

1.2

1.1

1.3

1.4

1.5

2.0

2.1

2.2

2.3

2.4

3.0

3.1

3.2

3.3

3.4

4.0

4.1

4.2

37

Director/Deputy Rolesand Responsibilities

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TAC Director

• Member of the Board, TAC, TAC Executive Committee and AIAA Nominating Committee

• Oversees Technical Activities within his/her Directorate

• Appoints Deputy Directors• Support the AIAA President and Vice President,

Technical Activities in projects as required

39

TAC Deputy Director

• Appointed positions (serve at the discretion of appropriate director)

• Member of TAC and the New Initiatives Sub-Committee

• Provide first line of interface between TAC and the technical committees

• Support directors in managing technical activities within her/his directorate

• Support the Vice President, Technical Activities in projects as required

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TAC Director / Deputy Responsibilities

• Advocate for the constituency and the AIAA• Ensure that all TC Chairs attend the TC Chair training at

least once - preferably before becoming chair• Have a thorough understanding of TC Chair

responsibilities. (Attend TC Chair training if he/she has not previously done so)

• Attend at least two NIS or TAC Exec meetings and 2 TAC meetings per year

• Participate in as many of her/his TC meetings as possible

• Participate in at least one directorate meeting each year

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TAC Director / Deputy Responsibilities - 2

• Monitor the health of his/her TCs• Overview TC membership (balance, rotation, TC Chair

selection, etc.)• Approve annual TC rosters & assist AIAA staff in

getting rosters submitted in a timely manner (31 January)

• Provide leadership for conference organizing committees as appropriate

• Approve TAC Event Approval forms and co-sponsored conferences (based on relevancy, viability, conflicts with existing conferences)

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TAC Director / Deputy Responsibilities - 3

• Encourage TCs to submit highlights articles for December issue of Aerospace America (due to AIAA 1 September)

• Assist TCs in the preparation, submission and obtaining approval of position papers

• Assist TCs in creating and maintaining an appropriate award selection process

• Encourage TCs to participate in annual nominating and election processes

• Encourage TCs to participate in annual Congressional Visits Day (CVD)

• Report directorate initiatives, progress, issues at TAC meetings as appropriate

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Additional TAC Director Responsibilities

• Participate in TAC Executive Committee telecons• Review TC proposals for utilizing TAC funding and

allocate funding among her/his TCs• Allocate Aerospace America Highlights issue pages

among his/her TCs (requests for additional pages from VP TAC)

• Actively encourage and involve Deputy Directors in managing their directorate

• Set the tone for corporate governance and ethics. Sign code of Conflict of Interest statement prior to taking office

44

Conflict of Interest Statement

I have received and read a copy of the AIAA Member Conflict of Interest Policy. I agree to adhere to the provisions of this policy.

Signed: ______________________

_____________________________(Print Name)

Date: ________________________

45

TC Chair Responsibilities

• TC Organization• Orientation• TC Money• Honors and Awards• Meetings• Status Reporting• Education

• Associate Memberships• Liaison• Public Policy• Conferences• Publications• Membership & Rosters

46

TAC Metrics Examples

• Membership Balance• TC Charter• Foreign Membership• Succession Planning• Training• Liaisons• Meeting participation• Conferences• Publications• Awards

• Short courses• K-12• Books• News Letters• Standards• AIAA service• Congressional visits day• Number of meetings• Local involvement

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Technical Committee Membership• Solicitation for nominees each summer (July)

• AIAA at large• Technical committees• Aerospace America

• Committee membership selection is chairman’s responsibility• 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)• Attend at least two meetings a year• Should maintain a balanced composition

• Affiliation• Professional interest• Geographic location• Gender

• Have Deputy Director approval• Associate, international and ex-officio members• A key to success of TC

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TAC Program Committee Coordinator

• A director-level position, appointed by the Vice President, Technical Activities

• Member of TAC and the New Initiatives Subcommittee (NIS)

• Provides the first line of interface between TAC and the program committees

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Program Committee Coordinator Responsibilities

• Assures all PCs have a written charter, membership selection and performance criteria, annual plan of action, etc.

• Assures mapping and interaction of TCs to PCs, and vice versa.

• Assures PC-to-PC interaction, where appropriate• Helps in identifying potential new program

committees as a member of the AIAA Emerging Technologies Committee.

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Program Committee Coordinator Responsibilities - 2

• Advocates for the constituency and the AIAA• Has a thorough understanding of PC Chair responsibilities. • Attends at least two NIS or TAC Exec meetings and 2 TAC meetings per

year• Participates in TAC Executive Committee telecons• Participates in as many PC meetings as possible • Organizes and leads at least one PC Chair group meeting each year• Supports the Vice President, Technical Activities in projects, as

required• Review PC proposals for utilizing TAC funding and allocate funding

among the PCs• Allocate Aerospace America Highlights issue pages among the PCs

(requests for additional pages from VP TAC)

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Program Committee Coordinator Responsibilities - 3

• Monitor the programmatic and functional health of the PCs• Report PC initiatives, progress, issues at TAC meetings, as

appropriate • Overview PC membership (balance, rotation, PC Chair selection, etc.)• Encourage PCs to submit highlights articles for December issue of

Aerospace America (due to AIAA 1 September)• Assist PCs in the preparation, submission and obtaining approval of

position papers• Assist PCs in creating and maintaining an appropriate award selection

process• Encourage PCs to participate in annual nominating and election

processes

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Regional Deputy Director Responsibilities

• Advise and assist Sections with technical programs (e.g. symposia, lecturers, local TCs).

• Communicate with the Technical Officer for each section as often as possible. If there is no Technical Officer, maintain a meaningful and continuing liaison with appropriate individual(s) in the Sections.

• Collect and disseminate information on other Regional technical programs/activities that may be useful to local Sections in formulating or improving their local programs.

• Develop an "ideas that work" list for the Sections.

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Regional Deputy Director Responsibilities - 2

• Alert Sections as to when a technical meeting will be in their area.

• Encourage Sections to set goals/objectives for technical programming and to communicate said goals/objectives to the Deputy Director.

• Participate in the Regional Leadership Conference. • Convey information from the Technical Activities Committee

(TAC) meeting to the Regions and Sections. Communicate Region and Section activities to the Committee.

• Attend at least two meetings of TAC. At these meetings, report on sections, technical activities, actions taken, and pertinent information from the RAC meeting.

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TAC Reports ScheduleJanuary May August

Directors Aerospace Sciences Eng & Tech Mgmt Propulsion & Energy

Aircraft & Atmospheric Systems

Aerospace Design & Structures

Information Systems

Space & Missiles

Regions 1, 2, 7 4, 6 3, 5

Liaisons Publications IAC/ICAS IDC

PMEC

Student Activities Public Policy Membership/RSAC

Standards USNC/TAM Young Professionals

Precollege Outreach

Subcommittees NIS NIS NIS

Finance Finance Finance

IT/Database IT/Database IT/Database

Public Policy

Honors & Awards

Public Policy

Honors & Awards

Public Policy

Honors & Awards

Other VP Topic VP Topic VP Topic

Meetings for approval Meetings for approval Meetings for approval

Staff Report Staff Report Staff Report

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• Number of TC meetings• Special events, invited speakers, tours, or other

highlights• Honors and awards presented (name of award,

recipient, where presented and by whom)• Publication activities (highlights articles,

handbooks, newsletters, position papers etc.)• Conferences supported by your TCs• Best Practices / Lessons learned

Annual Report

56

TAC Director Meeting Reports

• Identify your group• Director, Deputies, and TCs and their chairs• Highlight any changes since last report

• Identify sponsored conferences that will occur before next TAC meeting• Chairs & their employers, conference location and special events of note • Highlight problems, issues, and solutions

• Identify sponsored conferences that have occurred since last TAC meeting

• Chairs & 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 slide per

topic

57

Regional Deputy Director, Technical Meeting Reports

• Identify yourself, your employer, and your sections

• Highlight any changes in personnel or structure since last report

• Identify AIAA sponsored conferences (1 slide) and regional or sectional conferences (1 slide) that will occur in your region before next TAC meeting

• Conference location, industry sponsor, and local section involvement

• Your comments and highlight problem issues and solutions

• Identify sponsored conferences (1 slide) and regional or sectional conferences (1 slide) that have occurred in region since last TAC meeting

• Conference location, industry sponsor, and local section involvement

• Your comments and highlight problem issues and solutions

• Pet VP Technical Topic (will vary each meeting)

• Regional special topics – up to three issues with one slide per topic

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Key Issues

59

TAC Money

• Each technical director/program coordinator given an allotment (based on number of TC/PCs in directorate)

• VP TAC has additional funds which may be allocated to technical directors

• Any TC/PC may apply for funds from it’s director/coordinator

• Directors will approve allocation of funding• Funds must be expended by 30 September• Generally used for a one-time expense (new program, etc.)• Current TC Charter

60

TECHNICAL COMMITTEE FUNDING REQUEST FORM

PART I. TC COMPLETES THIS PART. MAIL COMPLETED FORM TO YOUR TECHNICAL DIRECTOR.

Technical Committee _______________________________ Date of Request _________________________ Amount Requested _______________________ Implementation Date ____________________________ Name of Activity, Program, or Event: Give a brief description of the activity, including how it benefits the TC and AIAA: Date Funds Needed _____________________________ Indicate if any part of this proposed activity is: _____ Entirely new _____ A supplement or extension of an existing activity (please explain)

A SIMPLE, INFORMAL BUDGET PLAN MUST BE SUBMITTED WITH THIS REQUEST (Use a separate sheet if necessary)

Request submitted by: (name, phone, e-mail)

PART II. DIRECTOR OR VP-TAC COMPLETES THIS PA RT.

Please disperse $ ____________ of Technical Committee funds to ___________________________ TC ___________________________________ __________________________ Director or VP-TAC Date PLEASE MAIL FORMS TO: Betty Guillie, AIAA, 1801 Alexander Bell Drive, Reston, VA 20191 FAX

703/264-7551, OR E-MAIL TO [email protected]

TC Funding Request Form

61

• May maintain own funds independent of AIAA corporate• Without AIAA oversight or control or recourse to AIAA corporate resources• Cannot legally bind the institute• Must file TC tax return and pay taxes as appropriate at all levels

• Funds must be used to promote the charitable, educational or scientific purposes of AIAA

• May not hire employees• No contracts, salaries, compensation etc. to TC members or families

without 2/3 vote of the TC at a regularly scheduled meeting• Work with AIAA Secretary to negotiate agreement to use own EIN under

AIAA Group Exemption Number

Constraints on Using TC Money

62

• May not directly or indirectly carry on any activity not permitted by an organization exempt under Section 501(c)(3) of the IRS code

• No more than 20% of annual AIAA budget used for explicit lobbying activities • AIAA has only 3 registered lobbying representatives

• TAC coordinates all activities with Public Policy Committee to assure it meets AIAA requirements and is within lobbying regulation guidelines

• AIAA historically stays away from taking positions on specific programs• Ensuring reasonable & continued level of R & D funding• Issues impacting critical technology or negative effects on aerospace professionals• Voice of technical credibility on key issues (The “Honest Broker” on Aerospace issues)

• Federal employees are encouraged to obtain a ruling or waiver from their agency or department prior to engaging in any AIAA-related advocacy activity

• Individual AIAA members or TCs may contact legislators but must assure that their communication is not construed as an official AIAA policy position

Public Policy

63

Congressional Visits Day

• AIAA's annual member-driven policy outreach activity to Congress and the Executive Branch.

• CVD participants take AIAA’s issues and message to the key decision-makers in Congress and in the Administration. Visit teams are organized by geographic origin or by Technical Committee (TC) discipline. PPC provides some funding per TC for travel.

• AIAA is well-positioned to communicate matters of aerospace policy and critical technical issues in an objective and effective manner.

• Supplemented by new the new grassroots program, “August is for Aerospace (A4A)” where AIAA members can visit with their elected officials during August recess in their local district offices.

• A4A builds on CVD - derived experience at the local level by developing and pursuing local public policy programs. Displays the local impact of aerospace sector for national policymakers.

64

AIAA Honors & Awards

• Over 80 Individual or Distinct Awards

• Distinguished Lectureships

• International Awards

• Technical Awards

• Publication Awards

• Education Awards

• Section Awards

• Joint Society Awards

• Service Awards (Distinguished, Public, Sustained Service)

• Special Service Citation

• Longevity Awards (25-, 40-, 50-, 60- and 70- year membership)

• There is an official process for Technical Awards!

Sponsored and Operated Event Approval Form

65

AIAASponsored and Operated Event Approval FormDate Submitted:Conference Title:Location:

Dates:Schedule of Industry Events during time frame is attached.General Chair:Phone: Email:Technical Program Chair:Phone: E-mail:Administrative Chair:Phone: E-mail:AIAA Product Manager:Phone: E-mail:AIAA Event Manager:Phone: E-mailCosponsoring organizations:Local AIAA section and Region Director:CONFERENCE PROGRAMEstimated number of papers: _______Number of planned Plenary sessions: ______over _____ daysEstimated number of concurrent sessions: ______ over ______ daysEstimated Size of Exhibit:Location of Exhibit Hall (if applicable) to Conference Sessions:Offsite event planned:Other co-located events/programs:

Sponsored and Operated New Event Proposal Form

66

AIAASponsored and Operated New Event Proposal FormDate Submitted:Conference Title:

Exhibits planned: Yes NoDesired Location:

Desired Dates: Schedule of AIAA and Industry known Events Attached

Other Conferences to be collocated:

Estimated attendance:Requesting organization, group or committee:Point of Contact:Phone: E-mail:

AIAA Product Manager: Phone: E-mail:AIAA Event Planner:Phone: E-mail:TAC Group Director Approval Date:

TAC Approval Date:

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Cosponsored Conference – Page 1

All sections on this form must be completed. Consideration for approval might be denied if insufficient information is not provided. If request is approved, schedule permitting, your conference will appear in the AIAA Bulletin Meetings Schedule published in Aerospace America. Additionally, the conference listing will be placed on our web page. A link will be made to your conference URL from the AIAA website at www.aiaa.org, under Cosponsored Conferences. Please note that it is the responsibility of the sponsoring society to ensure that AIAA has accurate and current contact and conference information. Approval as a cosponsored conference is not financially binding to AIAA since AIAA does not provide funding to the organizing entities of cosponsored conferences. No use of the AIAA logo is authorized until the AIAA Technical Activities Committee (TAC) has approved this meeting for cosponsorship. It is highly recommended that this form be submitted at least 6 months prior to the conference. Requests submitted within 3 months of the conference date will not be considered.General Information•Title: •Location:•Dates:•Operating Society (ies) responsible for financial liability:Complete business address:Business phone:Fax:•Conference Objectives:•Major Emphasis:•Organization(s) or professional societies currently active on this topic:•Attendance Information:Estimated attendance: based onEstimated AIAA attendance (if known) based on•AIAA’s response should be received by the following date:

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Cosponsored Conference – Page 2

Support•Which specific AIAA technical group(s) and/or technical or program committee(s) will participate or support attendance at this conference:•If known, please list name, phone number and e-mail address of contact person:•Provide a description of the value of this conference to the AIAA membership. List other conferences (AIAA and non-AIAA) with similar or complimentary program content. What is the advantage to AIAA to co-sponsor this conference:•Expectations from AIAA for co-sponsorship (program content, etc.):•Proposer’s Name:Complete business address:Business phone:FAX:Organization•Conference General Chair:Complete business address:Business phone:FAX:•Technical Program Chair:Complete business address:Business phone:FAX:•Administrative Chair:Complete business address:Business phone:FAX:•*Contact:Complete business address:Business phone:FAX:E-mail address:Conference Web Site URL:

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Membership Upgrades

• Senior Members - Applications anytime

• Associate Fellows

• Nomination forms due 15 April

• References due 15 May

• Fellows

• Nomination forms due 15 June

• References due 15 July

• Honorary Fellows

• Nomination forms due 15 June

• References due 15 July

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Hotel Room Nights

• Meetings Managers Priorities• Sleeping Room Costs• Meeting Space Costs• Food Service Costs• Complementary Sleeping Rooms

• Hotel Priorities (Income)• Sleeping Rooms• Food Functions• Meeting Rooms• Restaurants• Gift Shop• Bars

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Room Night Issues

• Hotel Bookings Very Competitive• Hotels Trade-off # of Guaranteed Room Nights for

Meeting Space/Other Considerations• Commercial vs Government Rates• Hotels Play Games with Room Rates• People Play Games with Room Rates• Tell the Meetings Managers about Problems

• Unavailability of Rooms• Unavailability of Rooms at Conference/Government Rates• When Booked Outside the Conference Block at a Lower Rate

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Programs and Assistance

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AIAA Value to the Community

• The Work has been done!• Advocacy for aerospace issues

• Networking with aerospace professionals

• Recognition of contributions/contributors

• Partnership with others in broader international, educational, and professional arenas

• Professional and corporate involvement/growth

• Customized services of cost effective products and services tailored to meet organizational strategic needs

• Publications, Standards, Conferences, Technical/Program Committees, Professional Development Courses, etc.

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Training Opportunities

• Director / Deputy Director Training Workshop – August (January and May as needed)

• Technical Committee Chair Training - January

• TAC Leadership Workshop - January

• Regional Leadership Conference – July

• Regional Deputy Director Training – Every other January

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Videotape Loan Program

• Available for loan to Sections, Student Branches, TCs, individual members

• Wide range of topics, separated by subject area - VHS form • No cost except for return postage and lost tapes• Send requests to West Coast

Office:Susan Goldstein999 North Sepulveda BlvdSuite 440El Segundo, CA 90245310/726-5002

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AIAA International Web Pages

• Available at www.aiaa.org/international

• Translated into the following languages:

• Chinese

• French

• Japanese

• Spanish

• Russian

• For information contact: [email protected]

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AIAA Conference Administration System (CAS)

• CAS is AIAA’s technical paper management system

• Collects abstract submissions

• Repository for manuscripts and author information

• Program builder for conference organizers and staff

• Accepted Formats - Word, WordPerfect,

Text, RTF, and PDF

• www.aiaa.org, Conferences & Events,

• Submit/Edit a paper

• Being replaced in 2009 by Scholar One!!

AIAA’s New Association Management System (AMS)

• NetFORUM• Membership database/CRM – manages all AIAA members, corporate

members, exhibitors, customers, all records• Conference registration

• Scholar One• Abstract Central – manages abstract/final manuscript submissions

for conferences• Also used to build sessions and program

• We will provide training on Scholar One!

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AIAA Electronic Library

• Available at our web site under Publications and Papers

• Purchase books, journal articles and technical papers

• Subscribe to journals

• Past Journal Table of Contents Available

• IAC Archives (through 2006 only)

• IAC papers will go to IAF in the near future

• eBooks are available for purchase at http://ebooks.aiaa.org - on-line and downloadable PDF formats

• Predecessor Society Journal articles available for purchase (includes IAS and ARS Journals 1930-1962)

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AIAA Insurance Policies

• Property and Casualty Insurance• Publishers Liability Insurance• Officers and Directors Liability Insurance• Employee Group Travel• Umbrella Insurance Policy

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AIAA Partners

• Home & Auto Insurance

• Liberty Mutual

• TD Insurance

• Medical Insurance

• Long Term Care Insurance

• Car Rental Discounts

• Hertz

• Credit Card

• Bank of America

•Subscription Discount

• Aviation Week & Space Technology

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Speaker Expense Reimbursement & Distinguished Lecture Program

• Available to the Sections and Student Branches. • A Section may have up to two speakers per year and a Student

Branch may have one speaker per year, as long as funds are available.

• The program year runs from October 1 – September 30.• The speaker(s) may come from the DL List or may be sought out

by Section/Branch. The speaker’s expenses can be reimbursed through the program.

• Must be requested/approved in advance.

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Speaker Expense Reimbursement & DL Program

• Program allows Student Branches and Professional Sections the opportunity to arrange for a speaker of their choice for a Branch and Section event.

• The AIAA will cover reasonable speaker travel expenses, provided the Branch or Section adheres to the guidelines and procedures.

• Section or Branch contacts the speaker they would like to invite and agree upon a tentative date and time.

• Section or Branch obtains authorization from the AIAA Program Administrator before the speaker is confirmed.

• After confirmation from AIAA Program Administrator the Section or Student Branch confirms the speaker’s invitation by letter and copies AIAA Program Administrator. The letter of invitation must include a paragraph stating the following:

• “The AIAA will be pleased to reimburse you for reasonable travel expenses including airfare, hotel room night charges, meals, rental cars, parking expenses both at the hotel and departure airport, and other associated expenses related to your travel to the engagement. AIAA does not pay per diem or honoraria. Expense report with receipts must be submitted directly to Stephen Brock at AIAA HQ.”

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AIAA Career Center

• Search Jobs• Post Resume• Managing Your Career in the 21st Century

Workshop• Salary Information• Professional Career Time Line

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Summary

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Important Dates to Remember

January• TAC/NIS/BoD Meetings• Director ReportJanuary 31• Annual Report to VP TAC• TC Rosters to AIAAApril 15• Associate Fellow Nomination FormsMay• TAC/NIS/BoD Meetings• Director ReportMay 15• Associate Fellow ReferencesJune 15• Fellow/Honorary Fellow Nomination FormsJuly• Nominations for AIAA Board of Directors

July 15• Fellow/Honorary Fellow References

August/September• TAC/NIS/BoD Meetings• Director ReportSeptember 1• Aerospace America Highlights• Article to AIAA HeadquartersAs Appropriate• Conference Proposals (three weeks

prior to TAC)• AIAA Award Recipient Recommendations• Senior Member Applications (anytime)

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TAC

StaffTechnicalCommittees

Directors and Deputies - Linking Pins for AIAA

Director&

Deputy

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What Makes a Good Director/Deputy Director?

A Good Director/Deputy Director/Coordinator is one who:

• Organizes their group

• Motivates, coordinates, delegates and documents successes

• Acquires TAC/staff support when needed

• Plans for the long term

• Realizes that she/he is working with volunteers

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AIAA Value to the Community

Updated: February 11, 2008

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AIAA: Your Forum for Aerospace Leadership

• MissionAIAA advances the state of aerospace science, engineering, and technological leadership.

• Vision AIAA is the shaping, dynamic force in aerospace –

THE forum for innovation, excellence and global leadership.

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AIAA Overview

• Formed in 1963 from ARS (1930) and IAS (1932) • World’s Largest Professional Society in Aviation, Space, & Defense Engineering/Science

30,000 professional members 6500 student members 70 corporate members

• 71 Technical Committees Spanning Aerospace Science & Technology• Aerospace Leadership

79 Honorary Fellows, 706 Fellows, 3562 Associate Fellows An AIAA member was involved in every major aerospace accomplishment

• Aerospace Policy Guidance - Respected, credible voice to Administration and Congress on Aerospace Issues

• Aerospace ISO Standards Body• Aerospace Conference Administrator• Aerospace Professional Development Course Provider • Aerospace Publisher – Books, Journals, & Technical Papers• Aerospace Pre-College Educational Outreach Leader

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AIAA and the Community

• AIAA is committed to and encourages the active involvement and participation of the aerospace community (industry, government and academia)

• AIAA works with organizations to create partnerships that ensure mutual benefit

• AIAA positions organizations for future development, growth and opportunities

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AIAA Providing Unequivocal Value

• Advocacy for aerospace issues

• Networking with aerospace professionals

• Recognition of contributions/contributors

• Partnership with others in broader international, educational, and professional arenas

• Professional and corporate involvement/growth

• Customized services of cost effective products and services tailored to meet organizational strategic needs

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AIAA Technical and Networking Advantages

• May reduce development time and cost Obtain technical expertise quickly Avoid “reinventing the wheel” Gain from “lessons learned”

• May strengthen your organization Identify new technologies and applications Identify research needs and funding sources Prepare for potential procurement activities

• May enhance technical development Provide exposure to new concepts Promote personal and professional development Establish leadership among the technical community Prepare for increased responsibility Provide insight to factors affecting the industry

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AIAA Products and Services

• Conferences and Exhibits Aerospace Sciences Meeting and Exhibit Aviation Technology, Integration, and

Operations Conference Fluid Dynamics Conference Guidance, Navigation, and Control

Conference and Exhibit Missile Sciences Conference Joint Propulsion Conference Space Conference and Exhibit Strategic and Tactical Missile Systems

Conference Structures, Structural Dynamics and

Materials Conference ….plus another 20+ in various disciplines

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AIAA Products and Services (con’t)

• Publications Books

– Progress in Aeronautics and Astronautics– Education Series

Journals– AIAA Journal– Journal of Aerospace Computing, Information, and

Communication– Journal of Aircraft– Journal of Guidance, Control, and Dynamics– Journal of Propulsion and Power– Journal of Spacecraft and Rockets– Journal of Thermophysics and Heat Transfer

Technical Papers Electronic Library Monthly Magazine Case Studies ….and more!

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Professional Development

• Over 80 courses (ranging from fundamental courses to advanced)• Taught by leading industry experts• Five course formats

Classroom-based short courses One-day tutorials Online tutorials (web casts) Learn at home Onsite (at your company)

• Courses held in conjunction with a technical conferences include attendance to the conference

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AIAA Products and Services (con’t)

• Education Activities Student branches at more than

150 universities Student Conferences held each

Spring in seven regions Undergraduate and Graduate

Scholarships Design Competitions K-12 Activities for student and

teachers

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AIAA Products and Services (con’t)

• Standards Promoting national and international

standards for technical excellence Accredited by the American National

Standards Institute Focus on aerospace applications Member input and review encouraged Members receive electronic copies of

AIAA Standards free!

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AIAA Products and Services (con’t)

• Public Policy Developing comprehensive position papers

on policy issues Coordinating expert testimony to Congress

and the Administration Organizes annual Congressional Visits Day Promotes “August is for Aerospace” Home

Visits Sponsors forums and workshops on policy

issues Fosters relationships with the media and

various coalitions Providing responsible positions which

influences aerospace policy

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AIAA Products and Services (con’t)

• Local section activities 62 sections across the United States

and abroad Local networking, management and

leadership opportunities Local technical programs in

geographic areas Distinguished Lecturer Program

Support

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AIAA Products and Services (con’t)

• Technical Committees 71 committees focus on specific areas

of technology Development of conferences,

workshops, standards, etc.

Aerospace Sciences Applied Aerodynamics Aircraft and Atmospheric Systems Engineering and Technology

Management Information Systems Propulsion and Energy Space and Missiles Structures, Design, and Test ...and more!

• Program Committees 11 committees focus on leading edge

or emerging aerospace programs Development of conferences,

workshops, standards, etc.

Aerospace Traffic Management Energy Optimized Aircraft and

Equipment Systems Gossamer Spacecraft HyTASP Netcentric Operations Reusable Launch Vehicles Space Exploration Space Station Unmanned Systems …and more!

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AIAA Products and Services (con’t)

• Standing Committees 22 committees focus on Institute Admin Networking, management and leadership

opportunities Academic Affairs Career Enhancement Honors and Awards International Activities Membership Precollege Outreach Professional Member Education Public Policy Publications Standards Executive Council Student Activities Young Professionals …and more!

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