New Initiatives Subcommittee Meeting

1. New Initiatives Subcommittee Meeting TAC New Initiatives Subcommittee (NIS) Meeting Tuesday, May 11th, 2010 1:30-5:00 pm Hyatt Regency Crystal City Arlington, VA

2. Agenda • Welcome and Introductions (All) • Old Business • Close Out items – TC Nomination Form (Betty G); TC Workshop Form (Staff) • 2009 Education Workshop Closeout (Andersen, Williams, Halliwell) • 2010 Standards Workshop Status (Arrington) • 2011 Workshop (Melanson) • Program Committee Updates (Gross) • TC Annual Report Form (Anderson) • TC/PC Metrics (West /Arrington) • TAC/NIS Documentation and web storage (Melanson) • ABET Structured Programming Project Status(Arrington) • New Business • TC Newsletter Status and Articles Discussion (Melanson) • TC Membership Totals Discussion and Action (Arrington) • ASME/AIAA Fellow Information (Keenan) • Other New Business • Meeting Close

3. Close Out Items • TC Nomination Form (Betty G) • TC Workshop Form (Staff)

4. 2010 Workshop Status

5. 2011 Workshop Status • 2011 Workshop discussed and resolved in TAC Exec meeting this morning. • Resolution:

6. Program Committee Report • Tony Gross

7. TC Annual Report Template (Nancy Anderson) • Current version is being used in ETMG • Propose awaiting experiences/updates before pushing forward with TAC use • Possible web-based form will be investigated

8. TC/PC Metrics (Bill West) • Telecon held on April 30th with TAC leadership to focus goals and objectives • Goals Discussion: • Laura wants a tool for directors to use to evaluate each TC. • Goal is to take 5 minutes with yes/no answers to each item • Basil wants TC to say what they are going to do then grade them against what they did. • Laura stated that there must be minimum requirements that come from this • ACTIONS • Laura, Basil and Dave Riley to review current draft and categorize • Must be done • nice to have • Discretionary • Within each category, they will prioritize importance 1 to N • Bill West will aggregate the results Return to Agenda

9. TC/PC Processes and Procedures Updates and Plan forward (Melanson) • Status • DRAFT TAC charter distributed • Developed Document Naming convention • Proposed Resolution for existing documents

10. Proposed Document Naming Convention • AREA_X_filename_V##.ext • Note: Use underscores between sections of name. • AREA Identifier: • TAC Technical Activities Committee • NIS New Initiatives Subcommittee • AASG Aircraft and Atmospheric Systems Group • ADSG Aerospace Design & Structures Group • ASG Aerospace Sciences Group • ETMG Engineering & Technology Management Group • ISG Information Systems Group • PEG Propulsion & Energy Group • SMG Space and Missiles Group • X:  this is the file category identifier (R – reference; T – training; C – control doc).  Perhaps this needs to be 2 digits. • C Control Document (documents policy; highest level TAC document) • F Forms (form used in a process or procedure) • P Process (details a specific process or procedure) • R Reference document (reference information)

11. Proposed Document Naming Convention (cont’d) • AREA_X_filename_V##.ext • File name: a descriptive file name (try to keep it short). Include “Draft” in Name while in draft status (as the last word in the name). • V## or D##: version number or draft number • V followed by two digit sequential version number. Released and approved document version identifier. Update sequential number when DRAFTS are approved or accepted (if a previous version exists). Use preceding zero if version is less than 10. Initial releases are version 01. • D followed by two digit sequential version number. Draft documents being developed. If a previously released version exists, always start from the latest release version for new draft. Use preceding zero if draft version is less than 10. Initial drafts are version 01. • .ext normal document type as described by program used in creation • .doc MS Word (2007 uses .docx) • .pdf Adobe PDF • .ppt MS Powerpoint (2007 uses .pptx) • .xls MS Excel (2007 uses .xlsx) • others As appropriate • Working on Changes/Drafts: Amend name to include "DRAFT" prior to existing file name; use existing version number until draft has been accepted, then update version number and delete “DRAFT”.

12. Team Voluteers and Focus areas (as of 5/7/10)

13. Current Document Cross Reference (as of 5/7/10)

14. Current Document Cross Reference (as of 5/7/10)

15. Current Document Cross Reference (as of 5/7/10)

16. Current Issue Identification (as of 5/7/10)

17. TC/PC Processes and Procedures Updates and Plan forward • Next steps • Review Draft Charter for issues, errors, or omissions • Whole team, focus on your area of specialty • Consider document retention plan in context of what is in the charter • Identify inconsistencies, omissions, errors, conflicting direction • Review retained documents • Identify inconsistencies, omissions, errors, conflicting direction • Web-based spreadsheet will be used to collect issues • Volunteers needed to lead changes and updates to each document (next pages) Return to Agenda

18. Document Lead Volunteers (as of 5/7/10)

19. Return to Agenda Document Lead Volunteers (as of 5/7/10)

20. Structured Programming Education Requirements Study Return to Agenda

21. New Business Items

22. TC Newsletter Status – Draft Delivery Concept Welcome to TAC News! Welcome to the inaugural edition of “TAC News”. This new forum will be distributed periodically to provide information and news to the heart of AIAA — it’s technical and program committee members. We hope to highlight important information about the work you are doing in your committees and how that work ties into Technical Activities Committee (TAC) and AIAA as a whole. We welcome your participation; email your suggestions to Betty Guillie at BettyG@aiaa.org. Thanks, Laura McGill Vice President AIAA Technical Activities Committee • In this Issue • TAC Leadership Participates in Workshop on Standards -Members of TAC, TC and PC chairs joined the AIAA Standards Subcommittee to work on ways that TAC and Standards can improve AIAA’s efforts.Read more… • Wonder how conference rates are determined? -Technical Conferences make up a big part of AIAA’s contribution to our industry. They also are a significant part of AIAA overall budget. Ever wonder how conference rates are established?Read more… • Honors and Awards: A big part of your TC Job!–Recognition, in the form of participating in AIAA Honors and Awards, is a key part of your volunteer job. Here are some of the important things to know about AIAA Honors and Awards.Read more…

23. TC Newsletter Concept highlights • Emailed “Teaser” to TC/PC members • Links to typically one page articles on TAC sharepoint site • Allows for sharepoint topical searches; becomes a repository of information over time • Three of four articles per issue max • Periodic (quarterly, or twice per year??) • Success will hinge on your willingness to continually participate

24. TC Newsletter Status – Draft Article Format

25. TAC Newsletter Status • Proposed Launch Articles • Workshop – Arrington Author (complete, may need status update) • AIAA Strategic Plan Update • TAC Annual Report Summary • Name…Ideas thus far? • TACt. • the atTACk • TACless • TACky • See AtTAChments • TACometer

26. TAC Newsletter Status • Articles Ideas • Honors and Awards • Focus on the importance, need for good pool and regimented process, not for current members • Conference rates • Summary of Riley information • Conference exhibits and the future • Communicate the need to grow and improve… • Possible consolidation of like conferences? • TAC funds • TAC organization and how it can help TCs/PCs • PCs, what are they and how to best integrate across TCs • How to increase the value of TC participation to your company

27. TAC Newsletter Status • More Articles Ideas???? Return to Agenda

28. TC Membership Categories and Membership Numbers Issues May 2010

29. Issues on the Table • There are a few related issues relative to TC membership that have been raised over the past few months. • In general, the issues fall into two areas: • Overall size of the TCs in terms of membership. • TC membership categories. • Recognized categories: • Associate • International • Ad hoc categories: • Emeritus Members

30. Issues on the Table • TC size really brought to a head by GNC: • Total membership of 80 per their annual report. • Emeritus status members was already being investigated by Basil’s group (Nancy Andersen action). • No definition of Emeritus category. • No rules relative to term length or number of Emeritus members. • What is the impact on AIAA and conference settings? • Cost of dinners. • Size of meeting rooms.

31. TC Membership Totals • Is there a general problem, or just a couple TCs that are really pushing the envelop? • 2009 membership statistics from Betty for 70 TCs. • Data includes number of Members, Associate members and International members. • No Emeritus member data.

32. Membership Statistics - 2009 • Data from 70 TCs: • TCs with over 35 Members: 15 • TCs with over 45 Members: 1 • TCs with under 30 Members: 34 • 55 TCs have International members. • Average of 5 International Members for these TCs. • 34 TCs have Associate members. • Average of 4 Associate Members for these TCs

33. Membership Statistics - 2009 • GNC is the leader for Members (50), Associate (17) and Total Membership (80) and near the top for International (13). • Two other TCs have 40 or more Members: • Space Transportation (41) • Thermophysics (40) • Five TCs have a Total membership of 50 or more: • GNC (80) • Electric Propulsion (55) • Adaptive Structures (52) • Fluid Dynamics (51) • Propellants & Combustion (51)

34. Membership Statistics - 2009

35. Membership Statistics - 2009

36. Actions to address TC membership totals • Proposal to address issues: • Develop guidelines for TC membership (in addition to the 35 Member limit). • Work with the offending TC and those on the verge to get their membership numbers in order. • General training for all TCs on new guidelines.

37. Membership Guidelines - Proposal • Establish a Total Membership limit of 50 per TC. • This will include all categories (Members, Associate, International and Emeritus…and anything else). • However, keep the 35 Member limit in place. • This gives each TC at least 15 additional membership slots for the other categories. • Otherwise, a TC could just load up on Members and not go after Associate or International members.

38. Member Emeritus • Used by several TCs, some formally, while others are more informal. • Some examples of uses for Emeritus members: • Recent past chair (mentoring of new officers, etc.). • Awards nomination board. • Conference support. • Guidelines for Member Emeritus: • Most have a specific purpose (defined goals and objectives). • Should have a defined term (not “member for life”). • Not intended to keep folks around just for the sake of keeping them around; we want turnover on the TCs and production from the membership. • Document processes, rather than rely on Yoda.

39. Emeritus Member Guidelines • Leave details up to the discretion of each TC. • However, TC must define roles and responsibilities for Emeritus members. • Must also have a defined term (1 to 3 years, say). • Proposal to be reviewed by Deputy Directors and approved by group Director. Return to Agenda

40. Back-up Charts

41. Membership Statistics - 2009

42. Other points to consider/address…. • Term limits for International members? (match Members). • May impact ability for International members to attend a conference (TC membership provides impetus for funding). • Term limits for Associate members? (probably not needed). Return to Agenda

44. Comparison of AIAA and ASME Fellows Process (DRAFT) Jim Keenan Deputy Director, Flight Sciences Aerospace Sciences Group

45. Background • ASG approached about differences between AIAA and ASME Fellows process • Determine the following: • limitation on the number of members allowed for promotion to Fellow • breakdown of Fellows per year (PhD, MS, BS, Other) • current requirements/qualifications for becoming Fellows of each organization

46. Points of Contact

47. Limitation on number of Fellows • AIAA • Requires Fellows to be Associate Fellows prior which takes minimum of 12 years • bylaw wording is “one Fellow for every 1000 voting members may be elected annually.” • ASME • 10 years of active practice and ASME membership • No set limit on number of members who can be promoted to Fellow

48. Summary of Fellow Information Over the last 11 years, the number of ASME Fellows has ranged from 75 (0.06%) to 140 (0.11%). The average number of Fellows from that time span is 112 per year which is approximately 0.088% of the total ASME membership. AIAA is set at 0.1% of total voting members.

49. Breakdown of Fellows by degree & year • AIAA is unable to break down its Fellows by degree • ASME does track the number of Fellows and degrees • doctorate degrees (PhD or ScD) range from 73% to 90% over the last 11 years

50. Current requirements/qualifications • AIAA: “individuals of distinction in aeronautics or astronautics who have made notable valuable contributions to the aerospace arts, sciences, or technologies.” • ASME: “have been responsible for significant engineering achievements.” • appears to have a broader scope through the use of “Qualification Categories” (back-up material) • includes members outside of technical research who focus on engineering including education, professional leadership, codes & standards, and engineer/statesmen.