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Technical and Program Committee Chair Training. Basil Hassan, VP - Technical Activities, [email protected] 505.844.4682 Tom Duerr, Deputy VP – Technical Activities, [email protected] 571.307.3706 8 January 2012. Agenda. 8:00-8:15Welcome and Overview: Basil Hassan & Tom Duerr

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Technical and Program Committee Chair Training

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Technical and Program Committee Chair Training

Basil Hassan, VP - Technical Activities,[email protected]

Tom Duerr, Deputy VP – Technical Activities, [email protected] 571.307.3706

8 January 2012


8:00-8:15Welcome and Overview: Basil Hassan &

Tom Duerr

8:15-8:30AIAA and Technical Activities: Basil Hassan

8:30-9:50 TC/PC Organization & Chair Responsibilities: Basil Hassan

9:50-10:00 Break

10:00-11:55 Tips on Successful TC Operations: Tom Duerr

11:55-12:00 Parting Thoughts

AIAA and Technical Activities

  • AIAA Vision and Mission

  • Staff Organization

  • Activities and Board of Directors

  • TAC Organization

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



Board of Directors







Past President

Past President

(2) Staff

(2) Staff

(3) Directors

(3) Directors

(3) International

(3) International



At Large

At Large



(8) Vice

(8) Vice

YP Liaison

YP Liaison

(7) Technical

(7) Technical

(7) Regional

(7) Regional



Student Liaison

Student Liaison





+ VPs

+ VPs






Aerospace Sciences Group


Aircraft and Atmospheric Systems Group

International Activities

Energy and Technology Management Group

Member Services

Information Systems Group

Public Policy

Propulsion and Energy Group


Space and Missiles Group


Aerospace Design and Structures Group

Technical Activities

The Institute

Standing Committees

Standing Committees

Academic Affairs Committee

Aerospace America Steering Committee

Audit Committee

Career and Workforce Development Committee

Compensation Committee

Corporate Member Committee

Educational Activities Committee

Emerging Technologies Committee

Finance Committee

Honors and Awards Committee

Institute Development Committee

International Activities Committee

Membership Committee

Professional Member Education Committee

Public Policy Committee

Publications Committee

Region and Section Activities Committee

Standards Executive Council

Stem K-12 Committee

Student Activities Committee

Technical Activities Committee

Young Professional Committee

TAC Structure

Systems and Technology Integration

Aircraft &

Atmospheric Systems

Neal Pfeiffer

Space & Missiles

Trevor Sorensen

Engineering &

Technology Management

Allen Arrington

Information Systems

James Neidhoefer




Mark Melanson




Managing Director, Technical Activities

Megan Scheidt

Aerospace Sciences

David Riley

Disciplines and Technologies

Strategic Technologies Coordinator

Anthony Gross

New Initiatives Subcommittee

James Keenan

Staff Liaison,

Technical Activities

Betty Guillie

Propulsion & Energy

Ashwani Gupta

Aerospace Design & Structures

Kathleen Atkins

Public Policy Coordinator

Leon McKinney

Program Committee Affiliations with Technical Groups

  • Program CommitteesTechnical Group Affiliations

  • Aerospace Traffic Management Aircraft Group

  • Directed Energy SystemsSpace Group

  • Energy Optimized Aircraft and Aircraft Group, P&E Group

    Equipment Systems

  • Green EngineeringP&E Group

  • Gossamer SpacecraftStructures Group, Space Group

  • HyTASP Aircraft, P&E, Space Groups

  • Homeland SecurityInfo & Aerospace Sciences Groups

  • Netcentric OperationsInfo Group, Aircraft Group

  • Reusable Launch VehiclesSpace, P&E, Aero Sci Groups

  • Space Environmental SystemsSpace Group

  • Space ExplorationSpace Group

  • Space StationSpace Group, Info Group

  • Unmanned SystemsInfo Group, Aircraft Group

  • Value Driven DesignEng Tech Mgmt Group

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

Electing A New Chairperson

  • One of the responsibilities of a TC Chairperson is to preside over the election of his/her successor.  This should be done by December of the year in which the TC Chairperson takes office (i.e., if your tour as Chairperson begins in May 2011, you should elect your successor by December 2011).  There are two reasons for this:

  • 1)    It allows the Chairperson-elect to serve one and a half years as Vice-Chairperson of the TC (using the example above, the Chairperson-elect would serve from December 2011 to April 2013 as Vice-Chairperson before taking over as Chairperson in May 2013).

  • 2)    The Chairperson-elect can participate in the TC/PC Chair’s Workshop typically held in January before taking on the responsibilities of Vice-Chairperson.

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

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

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

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)

Annual Report Format Covering 1 May - 30 April

  • 1. Name of Technical Committee:

  • Officers: Include a description of how officers were elected and contact information.

  • Membership: Include a description of the total membership.

  • Subcommittee and Working Group Chairs/Leads: Include the names of individuals that chair or lead the subcommittees or working groups.

  • 5. Meetings and Conference Activities: Include a description of any meetings/telecons and associated conferences for the year.

  • Honors and Awards Activities: Include an overview of any awards for the year. Note if none were given.

  • 7. Publications Activities: Include a description of any publication activities during the year.

  • 8. Public Policy and White Paper Activities: Include a description for the year of any policy ideas/white papers put forth or written by your committee.

  • 9. Standards Activities: Include a description of any Standards activities during the year.

  • 10. Education Activities: Include a description of any Education activities during the year.

  • TC Interaction with AIAA Sections Activities: Include a description of any Section activities during the year.

  • TC Interaction with other AIAA TCs/PCs Activities: Include a description of interaction with other committees including TAC.

  • TC Interaction with other Societies Activities

  • Use of TAC Funds: List or describe any items the TC has asked and/or received TAC Funding.

  • Most Significant TC Achievement

  • Best Practices/Lessons Learned

  • Other Items to Note

  • Current Roster


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

AIAA Organization (Chair “Up”)

Aerospace Community

Industry (Larg Bus.)

Industry (Small Bus.)



Not-For-Profit R&D






Public Policy,

Finance, etc.)


Vol. & Elected










Example TC Organization (Chair “Down”)



Vice Chairman

or Chair-Elect










Technical Focus Area


Technical Focus Area











Technical Panel

Technical Panel

Position Paper WG

Standard/Guide WG

Short Course WG

Technical Panels/Working Groups

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)

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

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

Subcommittee Chair Responsibilities

  • Lead the work of the Subcommittee

    • Develop Meeting Agendas

  • Coordinate with the TC Chairman & other Subcommittee Chairmen

  • Coordinate with other TCs and PCs as appropriate

  • Ensure that tasking plans are compatible with resources available and that requirements are met

  • Provide focus through which specific interests and concerns of subcommittee members can be expressed

  • Coordinate with TC Secretary on subcommittee meeting locations and time

  • Chair subcommittee meetings

    • Delegate duties if unable to attend meetings

  • Assist TC Chairman in preparation of Annual Report, etc.

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

Technical Committee Membership

  • AIAA solicitation for nominees each summer (August)

    • Via AIAA at large, Technical Committees, and Aerospace America

  • Membership limited to a total of 50 with regular membership limited to 35

    • New category recently approved – Alumni

    • Larger membership only with TAC approval

    • Three-year term; 1 May to 30 April

      • Term exceptions (both less than & more than three years)

    • Should maintain a balanced composition

      • Affiliation (Industry, Government, and Academia)

      • Professional Interest

      • Gender, Seniority, Ethnicity, and Geographic location

    • Requires Deputy Director approval

    • Opportunity to leverage Associate, International and Ex-Officio members

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

Membership Selection Schedule

8/1Call for nominations sent out by AIAA headquarters

11/1Nominations due back to AIAA

11/15Nomination packages sent from AIAA to TC chairmen

1/31TC selection process complete and proposed rosters

to Deputy Directors and HQ

Liaison Activities

  • Identify opportunities to enhance TC activities through Joint Activities:

    • Conferences/Technical Forums

    • Working Groups on Standards, Public Policy, etc.

    • Development of Short Courses

    • Publications

  • Identify external synergies and develop liaison strategies

  • Liaisons interface with other closely related TCs/PCs, Societies, etc.

    • Attend meetings

    • Disseminate appropriate information on TC activities

    • Report on other Organizations notable features and activities

    • Look for new ideas that could enhance your TC

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

Public Policy Subcommittee

  • AIAA has a very active Public Policy that needs TC support to:

    • Develop and communicate authoritative position papers on important policy issues

    • Conduct workshops that present their findings to key public opinion leaders

    • Provide timely information in response to breaking events and initiatives

    • Coordinate expert testimony and information presented to Congress

    • Foster relationships with the media and the public to give them a better understanding of how aerospace programs benefit the nation’s economy, security, and technological growth

      Opportunities for TCs to Influence Decision Makers – AIAA Public Policy Resources are available for Guidance

Awards Subcommittee

  • Establish and execute committee awards

  • Develop and comply with award specifications for major AIAA awards

    • Selection Process – requires Director approval

    • Criteria

  • Enhance TC membership status

    • Senior Member

    • Associate Fellow

    • Fellow

    • Honorary Fellow

      AIAA Honors and Awards Committee can provide Guidance

Nominations Subcommittee

  • Purpose of this subcommittee is to enhance the number and quality of award nominations

    • Ensure best candidates are nominated – actively solicit nominations (and nominees!)

      • Technical Excellence Awards (sponsored by TCs or PCs)

      • AIAA National Awards and Lectureships

    • Should operate independent of Awards Subcommittee

    • The committee should be populated by current and/or former members who represent extensive knowledge of your committee’s technical community

      • Past TC Chairs

      • Past Award Winners

A Note about AIAA Technical Awards

  • AIAA wishes to recognize the most respected individuals worldwide

    • AIAA membership is not required, however AIAA service/participation may be a discriminator between otherwise equal candidates

    • In general, for technical awards, the nominee must not have been a member of the administrating TC for the past two years

      • Under extraordinary circumstances individuals may be considered by adhering to the following process and conditions:

        • Before the nomination has been submitted to AIAA, the Vice President-TAC must approve the nomination in advance of it being forwarded to the selection committee and add a statement of justification

        • If justified, the nomination may be submitted to the appropriate selection committee and if selected, the process must be validated by the Chair of the Honors and Awards Committee

        • The TC must have a demonstrated history of selecting non-TC member award recipients, only considering current TC members when truly deserving

        • The individual must be superior as compared to other eligible nominees as determined by the award selection criteria – Selection of current TC members should be the exception and not the rule!

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

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

Conference Subcommittee

  • Sponsor papers in technical area of AIAA and other society conferences

  • Cooperate with other TCs for joint sponsored conferences and workshops

  • Overall management and technical program of workshops and conferences

    • Establish technical program themes and session plans

    • Develop expectations for TC resources to support Conference activities

  • Coordination with other TCs/PCs and conference committees for co-located meetings

  • Coordinate with AIAA staff to prepare sponsorship request for approval by AIAA Technical Activities Committee – For classified meetings follow DODINST 5200.12 of 16 May 88

  • Develop and maintain Conference Planning documentation as appropriate

    AIAA Staff provides Event Planning and Market Analysis –

    only Staff can contract on behalf of AIAA

A Note about Conference Planning

  • Conferences must be financially viable for AIAA

    • Registration Fees will reflect the budgeted costs

      • Equipment

      • Food and Beverage

      • Promotion ( including printing and postage)

      • Staff Support and Travel

      • Decorations

  • Conference Organizing Procedures and Policies are being codified

  • AIAA Staff develop budgets, contract facilities, coordinate support, and manage the activities – an expert resource

    Provides for flexibility in planning Events within financial constraints

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

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

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

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

Creating Synergy

  • Create overlap of TC activities and subcommittees with communications and cross membership

    • Working Groups: develop new products or processes, leads to publications and/or standards, generate topics for conference sessions, provides pool for potential new members, engages new and associate members, and develops future TC leaders

    • Conferences: get new topics from working group activities and products, provides opportunity for distribution of TC publications (newsletters, TC brochure, etc.), and solicitation of new TC members

    • Publications: get source material from working groups, provides advertisement for new TC and working group members

    • TC membership: benefits from all other activities

Important Dates to Remember

  • January

  • TAC/NIS/BoD Meetings

  • Director Report

  • January 31

  • Annual Report to VP TAC

  • Committee Rosters to AIAA

  • April 15

  • Associate Fellow Applications

  • May

  • TAC/NIS/BoD Meetings

  • Director Report

  • May 15

  • Associate Fellow Endorsements

  • June 15

  • Fellow/Honorary Fellow Applications

  • July

  • Nominations for AIAA Board of Directors

  • July 15

  • Fellow/Honorary Fellow Endorsements

  • August

  • TAC/NIS/BoD Meetings

  • Director Report

    September 1

  • Aerospace America Highlights

  • Article to AIAA Headquarters

    As Appropriate

  • Conference Proposals (three weeks prior to TAC)

  • AIAA Award Recipient Recommendations

  • Senior Member Applications (anytime)

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



Lessons Learned for Successful TC Operations - 1


Lessons Learned for Successful TC Operations - 2


  • 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

Lessons Learned for Successful TC Operations - 3


  • 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

Lessons Learned for Successful TC Operations - 4


  • 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

Lessons Learned for Successful TC Operations - 5


  • 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

Lessons Learned for Successful TC Operations - 6


  • 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

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)

Lessons Learned for Successful TC Operations - 8

  • Meeting notice agenda out early

    • Member’s planning

    • Special Arrangements

  • Recognize meeting hosts and activity sponsors

Lessons Learned for Successful TC Operations - 9


  • AIAA membership upgrades

  • Letters of recommendation

  • Recognize TC members in their home organizations

  • Awards

Lessons Learned for Successful TC Operations - 10


  • Have nomination and election procedures in place

  • You have a lot of influence on this decision

  • Start thinking about this right away

Lessons Learned for Successful TC Operations - 11


  • Potential sources for TC funds:

    • Tutorials/short courses

    • Workshops

    • Company grants

  • Where to Spend

    • Scholarships

    • Meeting Rooms

    • Coffee/Refreshments

    • Lunches

    • Conference Amenities

    • Plaques

Lessons Learned for Successful TC Operations - 12


  • Each Technical Director is given an allotment based on the number of TCs in their group

  • VP TAC has additional funds which may be allocated to Technical Directors

  • Any TC may apply for funds from it’s Director

  • Directors approve funding

  • Funds must be expended by September 30th

  • Used for a one-time expense.

Example TC Organization (Chair “Down”)

Chairman (YOU)

Vice Chairman

or Chair-Elect










Technical Focus Area


Technical Focus Area











Technical Panel

Technical Panel

Position Paper WG

Standard/Guide WG

Short Course WG

Technical Panels/Working Groups

AIAA Organization (Chair “Up”)

Aerospace Community

Industry (Larg Bus.)

Industry (Small Bus.)



Not-For-Profit R&D






Public Policy,

Finance, etc.)


Vol. & Elected










Lessons Learned for Successful TC Operations - 13


  • Longstanding issues within AIAA

    • “Stovepiping”

    • New group formation

    • Conference formation and conference deconfliction

    • Information is currently lost with individuals

  • Does your membership know which Technical Group you are a part of?

  • Regularly emphasize that your TC is part of a larger team!

  • You can have a huge positive influence on the Institute!

Lessons Learned for Successful TC Operations - 14



    • Tool to integrate/coordinate activities of various AIAA groups

    • Provide understanding of what areas different groups address

    • Enable and encourage a spirit of cooperation and interaction

  • [email protected]

    • Integrates the efforts of 10 TCs and PCs

    • Has had many benefits beyond the conference itself

  • JACIC Special Issues

    • Intelligent Systems, several other TCs

  • Information Systems Group Strategic Plan

    • Improving the individual TCs

    • Improving communications/interactions within the IS Group



(Your Opportunity to Share!)

Parting Thoughts

  • AIAA Staff Is A Very Valuable Resource

  • Betty Knows All

  • Take Advantage Of AIAA Resources (Deputy Director, Director, Website, Staff, Etc.)

  • Stagnation Is Death

  • Look For Opportunities To Share, Borrow, Copy, Steal, Enhance, Expand, Collaborate, And Innovate

  • Create Synergy Within The TC And Within TAC

  • Remember That You Are Working With Volunteers

  • Do What Works For You - Make It Your Own

  • Add Value! Leave The TC Healthier And Happier Than You Found It!

Additional Committee Information

Duties of AIAA Technical Committee Chairs

  • Meetings

    - Determines meeting agenda, location and time

    - If meeting with an AIAA sponsored conference, sends request to Staff Liaison for Technical Activities

    - Meeting announcements out early (minimum of 1 month)

    - Chairs meetings

    - Thank you letters to meeting hosts

  • Awards

    - Actively seek quality nominees for AIAA national awards

    - Establish and support committee awards

    - Develop award specifications for major AIAA awards in your technical area

    - Support AIAA awards as appropriate

    - Establish and support Best Paper Awards

Duties of AIAA Technical Committee Chairs - 2

  • Membership

    - Control and maintain the membership roster

    - Selects membership from a broad spectrum of candidates (industry, government, academia, youth, women, minorities, retired)

    - Recruit one or two Associate member(s) each year

    - Provides membership roster for forthcoming year to Deputy Director by 31 January

    - Assure TC members are AIAA members or are applying for membership

    - Promote membership upgrade (e.g. senior, associate fellow, fellow)

    - Promote TC participation in AIAA nomination process and participation in annual elections

  • Education

    - Develop short courses, tutorials and colloquia as needed

    - Liaise with academic community and support AIAA student membership

Duties of AIAA Technical Committee Chairs - 3

  • TC Operation

    - Assign members to subcommittees

    - Appoint subcommittee chairs

    - Delegate duties to the subcommittee chairs

    - Coordinate selection election of succeeding chair

    - Annual report to the Deputy Director no later than 31 January

    - Progress reports to Deputy Director two weeks prior to each TAC meeting (approximately 1 January, 15 April & 15 July)

    - Keep Deputy Director apprised of TC progress and invite Deputy Director to all TC meetings

    - Submit position papers via TAC

    - Develop committee long-range plans

    - Liaise with other closely related TCs

    - Liaise with appropriate local sections

    - Liaise with Deputy Director

    - Timely distribution of minutes with copies to Technical Directors and Deputy Directors

Duties of AIAA Technical Committee Chairs - 4

  • Publications

    - Maintain TC orientation material

    - Develop annual highlights article for Aerospace America by 1 September

    - Publish TC newsletters

    - Promote publications in the technical area

    - Submit appropriate TC news items to Aerospace America

    - Provide editors to appropriate AIAA journals

  • Conferences

    - Sponsor papers, sessions, or full conferences as appropriate

    - Coordinate with other TCs for joint sponsorship of meetings

    - Submit AIAA sponsored or co-sponsored conference proposals to Deputy Director one month prior to TAC meeting during which issue will be addressed

Structuring the Technical Committee

  • Officers

    • A TC Chair has the authority to structure the committee as he/she chooses.

    • It is recommended that each TC have officers responsible for the overall operation of the committee.

    • The officers of a TC are typically the Chair, Vice-Chair, and Secretary.

    • Terms of office for the Chair are usually two years.

    • The Vice-Chair and Secretary may be either appointed or elected.

    • It is recommended that the Chair-elect serve as least one year as Vice-Chair prior to taking over as TC Chair.

Structuring the Technical Committee

  • Vice-Chair or Chair-Elect

    • Support the Chairperson in all duties as assigned

    • Serve in the absence of the Chairperson

    • Chair the Steering Subcommittee

    • Should be elected by the end of the TC chair’s first year

  • Secretary

    • Take minutes at the TC meetings

    • Publish and distribute the TC minutes to all TC members

    • Maintain an external distribution list and mail minutes to them

    • Maintain a current member list

    • Maintain a calendar of TC events and publish yearly

    • Maintain and publish a list of current work assignments

    • Maintain Annual Report and Three-Year Plan

Electing a New Chairperson

  • One of the responsibilities of a TC Chairperson is to preside over the election of his/her successor. This should be done by December of the year in which the TC Chairperson takes office (i.e., if your tour as Chairperson begins in May 2009, you should elect your successor by December 2009). There are two reasons for this:

  • 1)It allows the Chairperson-elect to serve one and a half years as Vice-Chairperson of the TC (using the example above, the Chairperson-elect would serve from December 2009 to April 2011 as Vice-Chairperson before taking over as Chairperson in May 2011).

  • 2)The Chairperson-elect can participate in the TC Chair’s Workshop typically held in January before taking on the responsibilities of Vice-Chairperson.

  • Although TC Chairpersons have the authority to unilaterally appoint their replacements, it is recommended that new TC Chairs be elected by the full TC membership. TC members should be advised at the first full TC meeting of an election year and nominations are being accepted for the positions of TC Chair. Nominations should be closed by the end of September and the ballot should be prepared by the steering subcommittee in the October/November time frame. The election can take place by written vote (distribute and collect ballots), oral vote (telephone), by e-mail, or at a full TC meeting (through either secret or open ballots). Only officially approved TC members are permitted to vote and each member gets only one vote.

TC Account Procedures

  • We try to keep the TC fund management as simple as possible. Here is our general procedure. 

  • Any TC may choose to have their funds held at AIAA Headquarters AIAA Headquarters holds the funds in a specially designated custodial account on our books. (We do not open a separate bank account for your funds). Headquarters handles all the tax issues, accounting, paperwork etc. When the TC needs a bill paid, the TC chairperson sends a check request (by mail, fax or e-mail, no verbal orders accepted) to the Staff Liaison who has a check made out to the vendor on our next check run. (We normally cut checks on Tuesdays and Thursdays). We can mail the check either directly to the vendor or back to the TC chairperson. Checks can only be requested by the TC Chairperson and cannot be made out to the TC chairperson. 

  • The requests should go to Betty Guillie, Staff Liaison ([email protected]).

  • Additional income can be submitted by sending the funds to Headquarters with a short explanation. Be sure to mention which TC the funds are for.

  • The TC does not get credited with interest on their funds. They also do not get charged any administrative or handling fees. Balance information will be sent out sporadically by the staff liaison, and you may request a balance or activity report at any time.

  • If someone wants to give the TC a check, please have him or her make it out to AIAA, or to the AIAA ___ TC. It can be forwarded to the attention of Betty Guillie, AIAA, 1801 Alexander Bell Drive, Reston VA 20191. If the check is made out only to AIAA, be sure the name of the TC is on the check or on the stub.

International Members

  • As international cooperation has become more and more a part of the aerospace community, AIAA has worked to increase its international membership, make its products available internationally, and to meet the needs of its international members and customers. The TCs are no exception. 

  • You are strongly encouraged to have international members on your TC. You may want to identify particular companies or associations from which you would like to have a representative. Many times potential members will approach you from other countries interested in your technical area.

  • These members, although they are full voting members of your committee, do not count against the 35-person limit. This is due to the difficulty that international members may encounter in attending each TC meeting. If they are active and enthusiastic, whether or not they can attend all the meetings, they should be considered for membership. On the other hand, if they do little or nothing to enhance the committee, are hard to communicate with, and show little interest in current activities, they should be dropped (as should domestic members who show the same characteristics.)

  • There are some TCs with security concerns, and others with trade restriction concerns. Certainly, you are not forced to have international members on your committee. All non-US members should be aware that they probably will not be able to attend many classified conferences, but of course no classified material is discussed at TC meetings.

  • There are also some concerns regarding trade restrictions, even among U.S. members. In order to ensure that TC business can function and no FCC or ITAR or any other rules are violated, TAC suggests that you or the TC secretary send out an agenda ahead of time and stick to the agenda throughout the meeting. In this way, the TC can function without problems.

Current Forms found on the TAC SharePoint Site

  • TAC Funding Request Form

  • Cosponsor Conference Request Form

  • TC Branding

  • SharePoint Extranet Packet

  • Login