MODULE A - ADMINISTRATIVE

1. MODULE A - ADMINISTRATIVE SUBMODULES A1. Tools and Resources A2. Codes and Standards Products A3. Membership Maintenance A4. Honors and Awards A5. Publishing Codes and Standards ASME C&S Training Module A3

2. REVISIONS ASME C&S Training Module A3

3. A3. Membership Maintenance

4. OBJECTIVES This submodule will • Review the organization and administration of C&S Committee membership ASME C&S Training Module A3

5. AGENDA • Committee Structure • Officer Election Options • Appointment of Individual Members of the Committee • Appointment of Delegates • Membership Records ASME C&S Training Module A3

6. I. COMMITTEE STRUCTURE ASME C&S Training Module A3

7. COMMITTEE STRUCTURE • Consensus Committee • The group composed of the individual members of the Standards Committee • Standards Committee • The consensus committee plus delegates ASME C&S Training Module A3

8. CONSENSUS COMMITTEE STRUCTURE • Individual Members • Technically qualified • Participate as individuals not representatives • Duties • Consider subjects brought for action • Vote on proposals • Contribute expertise • Advise on personnel • May participate via attending meetings, correspondence, telephone or other electronic means ASME C&S Training Module A3

9. CONSENSUS COMMITTEE STRUCTURE • Alternates • Attends meetings or intends to vote on standards actions • Proposed by member, subject to approval of the committee and board • Same category of interest as member or interest class that maintains balance • Acts for member in member’s absence • Has the privileges of the member • Alternate’s vote only counts if member didn’t vote • Service ends at member’s request or return/resignation of member ASME C&S Training Module A3

10. CONSENSUS COMMITTEE STRUCTURE • Representatives • Intended to act on the member’s behalf at a meeting • Proposed by member, subject to approval by the Committee Chair • Must have already signed or must sign sign Participation Acknowledgement Form • May only vote on actions other than standards actions • Service ends at conclusion of meeting at which the individual is representing the member ASME C&S Training Module A3

11. STANDARDS COMMITTEE STRUCTURE • Delegates • Not required to be technically qualified • Participate as individuals representing a group outside of the US or Canada • Each group represented shall be a recognized organization within its country. • The method for selecting a prospective delegate is at the discretion of each group. • The appointment of a delegate may be limited in scope relative to the charter of the standards committee, as determined by the consensus committee. ASME C&S Training Module A3

12. STANDARDS COMMITTEE STRUCTURE • Delegates • Duties • Consider subjects brought for action • Vote on first consideration recorded votes on standards actions • Comment on all reviews of standards actions prior to vote • Contribute expertise • May participate via attending meetings, correspondence, telephone or other electronic means ASME C&S Training Module A3

13. STANDARDS COMMITTEE STRUCTURE • Delegates • Alternates • Delegates are permitted to appoint alternates, to vote in place of the delegate on standards actions. ASME C&S Training Module A3

14. STANDARDS COMMITTEE STRUCTURE • Officers • Chair • Presides at meetings • Elected • Vice Chair • Presides in absence of Chair • Elected • Secretary • Standards Committees, Boards – appointed from Directorate; non-voting • Subordinate groups – Secretary may be a member ASME C&S Training Module A3

15. II. OFFICER ELECTION OPTIONS ASME C&S Training Module A3

16. STANDARDS COMMITTEE OFFICER ELECTION • Timing • Begin 6 months before expiration of incumbent’s term • Chair & Vice Chair Election Options • Weighted ballot • Nominating Committee NOTE: Elections are usually conducted via secret ballot. ASME C&S Training Module A3

17. ELECTION OPTIONS • Chair & Vice Chair by weighted ballot • Letter ballot • Member assigns numbers to choices 3 = First choice 2 = Second choice 1 = Third choice • Run-off ballot for two top scoring candidates • Winner: candidate with highest total • Subject to Supervisory Board approval ASME C&S Training Module A3

18. ELECTION OPTIONS • Chair & Vice Chair by Nominating Committee • Chair appoints committee of 3+ members • Nominating Committee nominates two candidates • Consensus committee votes on candidates ASME C&S Training Module A3

19. OFFICER TERMS • Chair and Vice Chair • 3-year term • Terms of Chair and Vice Chair should coincide ASME C&S Training Module A3

20. POP QUIZ #1 The Chair’s term is scheduled to end in June of next year. • When should the process of electing a new Chair begin? _______ • How many officer positions will probably have to be filled for this committee? _______ ASME C&S Training Module A3

21. POP QUIZ #2(Extra Credit) Which of the following are NOT voting members of a Standards Committee? • Chair • Vice Chair • Secretary • Members • Alternates serving for a member • Other alternates ASME C&S Training Module A3

22. III. APPOINTMENT OF INDIVIDUALMEMBERS OF THE COMMITTEE ASME C&S Training Module A3

23. INTEREST CLASSIFICATION • Definition • Identifies interest of member’s primary source of support • Must be approved • Examples • Manufacturers • Users • Regulatory • General Interest ASME C&S Training Module A3

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

25. (cont’d) APPOINTMENT OF INDIVIDUAL MEMBERS • Process • Applicant completes Personnel Form (PF-1) • If applicant’s first appointment to a C&S Committee: • Receives Society Policies on • Ethics (15.7) • Conflict of Interest (15.8) • Society name, etc. (14.6) • Receives PAF form • Required to return signed PAF form ASME C&S Training Module A3

26. APPOINTMENT OF INDIVIDUAL MEMBERS • Process (cont’d) • Committee’s considerations include • Committee needs • Applicant qualifications • Interest category • Next higher committee votes on recommended appointment • Appointed for 5 years ASME C&S Training Module A3

27. APPOINTMENT OF INDIVIDUAL MEMBERS • Participation acknowledgement Form (PAF) • Form indicates member… • Agrees to adhere to policies • Acknowledges ASME ownership of materials • Required for all members • Signed PAF kept on file ASME C&S Training Module A3

28. REAPPOINTMENTS/ TERMINATIONS/ RESIGNATIONS • Reappointments • At the discretion of the committee • Terminations • Chair must review members annually • Chair may recommend termination • Member may appeal • Resignations • Member should notify committee at earliest possible time ASME C&S Training Module A3

29. IV. APPOINTMENT OF DELEGATES ASME C&S Training Module A3

30. INTEREST CLASSIFICATION • Delegates • Delegates are classified in accordance to the predominant interest of the member’s group, for information only. • The classification will not be used in determining whether the committee has balanced representation. ASME C&S Training Module A3

31. APPOINTMENT OF DELEGATES • Process • Each group recommends an individual to represent them. • The group also provides an explanation of their interest in participating. • Delegates are sent PF-1 application and Society Policies 15.7, 15.8 and 14.6 and are required to sign PAF • Next higher committee votes on recommended appointment ASME C&S Training Module A3

32. REAPPOINTMENTS/ TERMINATIONS/ RESIGNATIONS • Reappointments • At the discretion of the committee • Terminations • Chair must review delegates annually • Chair may recommend termination • Delegate may appeal • Resignations • Delegate should notify committee at earliest possible time ASME C&S Training Module A3

33. POP QUIZ #3 You work for an equipment manufacturer and serve on a committee whose standards affect your company’s equipment. You are considering as an alternate a friend who works for a user of your company’s equipment. • Would this be a good choice? _______ • Why or why not? _______ ASME C&S Training Module A3

34. V. MEMBERSHIP RECORDS ASME C&S Training Module A3

35. MEMBERSHIP RECORDS • ASME Database • Data on all C&S volunteers • Standard Reports • Committee Rosters • AS-11 Online Personnel Directory ASME C&S Training Module A3

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

37. MEMBERSHIP RECORDS • AS-11 Online Personnel Directory • Contact information for all C&S volunteers • Fully searchable database • Listing by committee • Committee charters • Continuously revised NOTE: Members can correct contact information on ASME website ASME C&S Training Module A3

38. POP QUIZ #4 You are considering applying for membership in a C&S committee. • Where would you look to find the committee’s charter? • ASME database • Committee Roster • AS-11 • What is the first step to gaining membership? ______ ASME C&S Training Module A3

39. SUMMARY • Committee Structure • Officer Election Options • Appointment of Individual Members of the Committee • Appointment of Delegates • Membership Records ASME C&S Training Module A3

40. REFERENCES • Personnel Form (PF-1 Form) • http://www.asme.org/Codes/About/Links/Links_Codes_Standards.cfm • ASME Society Policies (incl. P-15.7 on Ethics, P-15.8 on Conflict of Interest, and P-14.6 on Society Name, Seal, Emblem, Initials, Titles, Identification, and Certificates) • www.asme.org/governance/society_policies.cfm • AS-11 • http://cstools.asme.org/CSConnect/CommitteePages.cfm?View=AS11 • Update Contact Information • https://secure.asme.org/codes/addchangeform.cfm ASME C&S Training Module A3