AIAA Technical Activities Committee Director/Deputy Director Training

1. AIAA Technical Activities CommitteeDirector/Deputy Director Training Basil Hassan 04 January 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.

4. What is the AmericanInstitute of Aeronautics and Astronautics (AIAA)?

5. Origins Institute of Aeronautical Sciences American Interplanetary Society American Rocket Society – Founded 1930 Institute of the Aeronautical Sciences Founded 1932 Formed AIAA in 1963

6. AIAA TaglineThe World’s Forum for Aerospace LeadershipAIAA MissionAIAA advances the state of aerospace science, engineering, and technological leadershipAIAA VisionAIAA is the shaping, dynamic force in aerospace – THE forum for innovation, excellence and global leadershipAIAA GoalsExternal AwarenessResponsivenessCollaborationProduct DevelopmentCommunicationInternal AwarenessRecruitingInvolvementProfessional Development/Recognition AIAA Tagline, Mission, Vision and Goals

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

9. Continuous Years of Memberships

10. Members by Grade

11. Primary Business of Members

12. Members by Age

13. Primary Professional Interest of Members

14. AIAA Sections & Geographical Regions

15. Percentage of Members Per Region Region I - 15 Sections Region II- 10 Sections Region III - 7 Sections Region IV - 7 Sections Region V - 5 Sections Region VI-16 Sections Region VII- 2 Sections

16. AIAA Organization

17. Int’l Activities Vincent Boles Public Policy P Hattis Region I J. Malay Finance A. Tom Smith Region II G. Lowrey Region III S. Gogineni Region IV James Walker Int’l Activities Mark Maurice Region V L. Brase Region VII Juergen Quest Region VI B. Wilson AIAA 2008-2009 BOARD OF DIRECTORS PRESIDENT George Muellner Paul Nielsen David Thompson PAST PRESIDENT PRESIDENT-ELECT PAST PRESIDENT Education Merri Sanchez Finance David Shaw VICE PRESIDENTS Publications J. Whitesides VICE PRESIDENTS ELECT VICE PRESIDENTS Member Svcs M. Snitch Publications Michael Bragg Standards W. Felder Standards A. ElSawy Tech Activities Laura McGill Bonnie Dunbar Susan Ying (international) Ken Harwell DIRECTORS-AT- LARGE & INT’L REGIONAL DIRECTORS Christian Mari (international) Takashi Iida (international) David Dolling TECHNICAL DIRECTORS A. Gupta D. Riley B. Hassan J. Neidhoefer Liaisons Student Liaison Caroline Lamb Young Professional Sarah Shull D. Jensen N. Pfeiffer T. Sorensen

18. TAC Organization Vice President Laura McGill VP-Deputy Basil Hassan Director of Aerospace Sciences David Riley Director of Eng & Tech Management Basil Hassan Director of Aircraft & Atmos Systems Neal Pfeiffer Director of Space & Missiles Trevor Sorensen Staff Liaison Betty Guillie Director of Propulsion & Energy Ashwani Gupta Program Committees Anthony Gross New Initiatives Kathleen Atkins Director of Aerospace Design & Structures David Jensen Committee Liaisons Director of Information Systems James Neidhoefer

19. Region & Section ActivitiesCommittee (RSAC) AIAA Board of Directors Vice President–Member Services Region Directors Vice President–Member Services Region Directors, Deputies, Liaisons Region & Section Activities (RSAC) Region Director Region Deputy Directors Section RAC Representatives Region Activities Committee Section RAC Representatives Section

20. 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

21. AIAA Honors and Awards Committee • 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

22. 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 (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)

23. International Activities Committee (IAC) • Chair by Vice President 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.)

24. 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) • In addition, the IAC collaborates with the American Astronautical Society on international activities of interest to both organizations.

25. 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, colloquia, workshops, etc.)

26. Emerging Technologies Committee • 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, Hawker Beechcraft 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)

27. 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

28. 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

29. 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 • E-Mentoring Program • Associate Technical Committee Membership

30. 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

31. AIAA Organization Chart

32. 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

33. Internal Governance Integrated Master Plan R IG Plan Complete 3.0 2.0 1.0 Code of Conduct/ Ethics Independent Audit R Conflict of Interest 4.0 Whistle Blower R Y R 1.1 Board of Directors G 3.1 2.1 Board of Directors 4.1 Board of Directors AIAA Staff R R R 1.2 RSAC Y 3.2 4.2 AIAA Staff AIAA Members 2.2 AIAA Staff R R R 1.3 Y Sections 3.3 R 2.3 Legend Other Elected or Appointed Officers R Other Elected or Appointed Officers • Strong IG Content • Add. IG Content Required • IG Content Required • Original Status 1.4 Y TAC 3.4 AIAA Members Y 2.4 Members Y 1.5 Y TCs

34. Director/Deputy Roles and Responsibilities

35. 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

36. 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

37. 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

38. 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 Phase I and II forms and co-sponsored conferences (based on relevancy, viability, conflicts with existing conferences)

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

40. 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

41. 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: ________________________

42. TC Chair Responsibilities • TC Organization • Orientation • TC Money • Honors and Awards • Meetings • Status Reporting • Education • Associate Memberships • Liaison • Public Policy • Conferences • Publications • Membership & Rosters

43. 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

44. 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

45. 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

46. 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.

47. 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)

48. 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

49. 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.

50. 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.