Policies & Procedures Manual and Operations Handbooks
Updated July 2016
The Conference Activities Committee (CAC) shall be chaired by a vice chair of the T&C Board appointed by the vice president for technical and conference activities and shall consist of the chairs of conference steering committees as ex-officio members
The Technical and Conference Activities (T&C) Board shall be chaired by the vice president for technical and conference activities as provided in the bylaws, and shall consist of the following members: three chairs of the T&C Board committees (who will also serve as vice chairs of the T&C Board), the secretary, the treasurer and a maximum of four at large members representing a balance of both Technical Committee (TC) and conference volunteer leadership experience, appointed by the vice president for technical and conference activities. The most recent past vice president for technical and conference activities and a member of the Society’s professional staff appointed by the Society Executive Director are non-voting members.
The T&C Board shall be responsible for setting policy for and the general oversight of the activities of the IEEE Computer Society's TCs as well as for defining the society's role and policy for sponsored technical meetings (TM) in which the society participates, whether defined as conferences, symposia, workshops or tutorials (excluding chapter tutorials). The TM is managed by the sponsoring TC, conference steering committee, and conference organizers. The T&C Board shall also be responsible for oversight of conference publishing products.
- The T&C Board shall review and approve annual TC operating plans and operating budgets as proposed by the TCs and recommended by the Technical Activities Committee according to procedures established in the Technical and Conference Activities Board Handbook.
- The T&C Board shall approve technical meetings with expense budgets between 1% and 2% of the society's annual budgeted expenses. The Technical Meeting Request Committee shall approve technical meetings with expense budgets under 1% of the society's annual budgeted expense according to procedures established in the Technical Meeting Handbook.
- The T&C Board shall review and recommend to the Board of Governors approval of any technical meetings with expense budgets over 2% of the society's annual budgeted expenses.
- The T&C Board shall establish an effective interface with other program boards and other activities of the IEEE Computer Society.
- The T&C Board shall encourage discussion of issues related to technical meetings among TC chairs and technical meeting organizers and conference steering committees.
- At least once every four years. the T&C Board shall evaluate each TC's scope of activity, technical vitality, and financial health, and recommend appropriate action, i.e., creating new TCs and/or terminating or merging existing TCs. Minimum activity criteria shall be set forth in the Technical and Conference Activities Board Handbook.
6.3.1 Technical Activities Committee
The Technical Activities Committee (TAC) shall be chaired by a vice chair of the T&C Board appointed by the vice president for technical and conference activities and shall consist of all the chairs of the TCs, and a maximum of four at large members appointed by the vice chair with the concurrence of the Vice President. The vice chair of the Conference Activities Committee shall be an ex-officio member of this Committee. Subcommittees may be formed at the discretion of the chair.
The Technical Activities Committee (TAC) shall provide guidance for the technical activities and shall report such activities to the T&C Board.
- The TAC shall review proposed operating plans and budgets to assist TC chairs in defining adequate, substantive, and realistic technical programs and budgets. Once a plan is reviewed by the TAC, it will be forwarded for approval to the T&C Board with a TAC recommendation for approval or amendment. The plan will become the official operating plan for the TC upon its approval by the T&C Board.
- The TAC shall specify technical committee vitality criteria, assessment techniques, measurements, and related matters for inclusion in the Technical and Conference Activities Board Handbook.
- The TAC shall encourage TCs with common technical interests and overlapping scopes to sponsor joint technical activities (e.g., workshops, symposia, conferences, newsletters, etc.) and to explore and collaborate in areas of common interest. TAC shall encourage TCs to merge conferences in overlapping areas and develop new programs and activities in important disciplines where the CS does not already have such activities.
- The TAC shall promote cooperation and joint technical activities between TCs and other IEEE Organizational Units, non-IEEE computer and technical professional bodies, and relevant national professional societies.
- The TAC shall assist TC chairs in recognizing outstanding technical leaders and achievers, and submit the necessary documentation for nominating candidates for the various IEEE and IEEE Computer Society awards.
- The TAC shall make recommendations for updating the Technical & Conference Activities Board Handbook, to be approved by the vice president for technical and conference activities.
- The TAC shall provide an interface between the T&C Board and society staff to explore administrative matters or procedures that could impact TC chairs (e.g., TC budgets, timely TC membership list updates, etc.).
6.3.2 Conference Activities Committee
The Conference Activities Committee (CAC) shall be chaired by a vice chair of the T&C Board appointed by the vice president for technical and conference activities and shall consist of the chairs of conference steering committees as ex-officio members and a maximum of six at-large members appointed by the vice chair with the concurrence of the Vice President. The members shall be drawn from past meeting chairs of small, medium, or large meetings. The vice chair of the TAC shall be an ex-officio member of this Committee. Subcommittees may be formed at the discretion of the chair.
- The CAC shall review technical meeting steering committee charters, and their modifications, and makes recommendations to the T&C Board on meeting termination or sponsorship changes.
- The CAC shall specify technical meeting vitality criteria, assessment techniques, measurements, and related matters for inclusion in the Technical Meetings Handbook.
- The CAC shall assess the technical and financial viability of the TC technical meeting portfolio and provide guidance to TC Chairs.
- The CAC shall assist technical meeting chairs in recognizing outstanding technical leaders and achievers and submit the necessary documentation for nominating candidates for the various IEEE and IEEE Computer Society awards.
- The CAC shall make recommendations for updating the Technical Meeting Handbook, to be approved by the vice president for technical and conference activities.
- The CAC shall provide an interface between the T&C Board and Society staff to explore administrative matters or procedures that could impact technical meeting chairs (e.g., meeting budgets, timely processing of Technical Meeting Request Forms -TMRFs-, planning support, etc.).
- The CAC may assist the Conference Publishing Services program by suggesting new products to offer and testing future product prototypes.
- The CAC vice chair shall review and approve Technical Co-Sponsorship requests to the CS, in consultation with the appropriate CS TC chair(s), and where there are significant benefits to the IEEE Computer Society and its members.
6.3.3 Technical Meeting Request Committee
The Technical Meeting Request Committee (TMRC) shall be chaired by a vice chair of the T&C Board appointed by the vice president for technical and conference activities and shall consist of a maximum of six at large members appointed by the vice chair with the concurrence of the vice president.. The committee shall be composed of individuals representing a balance of both TC and conference volunteer leadership experience. The vice chair of the Conference Activities Committee shall be an ex-officio member of this Committee. Subcommittees may be formed at the discretion of the chair.
- The TMRC shall review and either approves or reject technical meetings according to procedures established in the Technical Meeting Handbook.
- The TMRC shall maintain the IEEE Computer Society’s Technical Meeting Handbook, with the assistance of the appropriate Society staff. The handbook shall include detailed procedures for the conduct of the technical meetings program.
- The TMRC is responsible for reviewing and recommending either approval or rejection of technical meeting Memorandums of Understanding (MOUs) to the vice president for technical and conference activities.
- The TMRC shall review and recommend either approval or rejection of financial sponsorship changes to the vice president for technical and conference activities.
- The TMRC shall work with TCs to identify and participate in promising technical meetings on emerging technologies either as candidates for TC Technical Co-Sponsorship and/or through CS proceedings publication.
- The TMRC facilitates post-meeting analysis with technical meeting Chairs when a conference resulted in a deficit.
6.4 TECHNICAL MEETINGS
6.4.1 TECHNICAL MEETING REQUEST FORM (TMRF)
The IEEE Computer Society offers three types of meeting sponsorship: sponsorship, co-sponsorship, and technical co-sponsorship. The IEEE Computer Society prefers sponsorship or co-sponsorship, but there are situations in which technical co-sponsorship is appropriate.
To seek the sponsorship of the IEEE Computer Society for a meeting, the general chair of the meeting, or designee, and the finance chair, shall complete the Technical Meeting Request Form (TMRF) and should submit it electronically at least twelve months prior to the meeting [or six months prior to the call for papers]. Financial sponsorship TMRFs are submitted using the system approved by the T&C Board. The year lead time is necessary to obtain necessary endorsements and approvals, negotiation and approval of all contracts, and to allow time to advertise the meeting. All forms of sponsorship require endorsement of at least one technical committee.
The IEEE Computer Society is the sole sponsor of the meeting, accepting all financial and legal liability. All assets, tangible and intangible, shall be the property of the society.
The IEEE Computer Society shares in the financial and legal liabilities according to the percentage of sponsorship as outlined in the MOU or steering committee charter. All assets, tangible and intangible, shall be the property of the sponsors in proportion to their respective share of meeting sponsorship. The IEEE Computer Society share shall be at least 50% for new meetings. The financial commitment must be stated in the TMRF, since advance loans and any surplus or loss must be shared in proportion to the commitment.
22.214.171.124 Technical Co-sponsorship
The IEEE Computer Society accepts no financial or legal liability for a technically co-sponsored meeting, but its members participate in the meeting's technical program committee.
126.96.36.199 Sponsoring and Cooperating Entities
The IEEE Computer Society participates in meetings sponsored by incorporated not-for-profit organizations, as opposed to those sponsored by individuals. The IEEE Computer Society may request evidence of incorporation and sufficient liability coverage by the sponsor(s).
6.4.2 Memorandum of Understanding (MOU)
A memorandum of understanding (MOU), sets forth the relationship and obligations of the involved parties. The IEEE MOU is required for all meetings in which two or more entities are co-sponsors. As a minimum, an MOU shall describe the following areas:
- Financial sponsorship of each entity including both liability and surplus distribution.
- Ownership of the intellectual property associated with the conference, including use of the conference name, slogan, copyright for publications, and logo ownership.
- Assignment of conference management and other administrative responsibilities to the appropriate entities.
- Provisions for dissolving the relationship.
6.4.3 Registration Rates
For all three cases, that is sponsorship, co-sponsorship or technical co-sponsorship, all IEEE Computer Society members, and all IEEE members, must be entitled to register at the lowest registration rates established for the meeting (except for student rates and other special discounted rates).
Non-member registration fees shall be a minimum of 20% higher than fees for members of the sponsoring or cooperating organizations.
All complimentary registrations must be specifically described in the Technical Meeting Request Form.
6.4.4 Approval of Technical Meetings
Each technical meeting to be sponsored or cosponsored by, or in technical co-sponsorship with the IEEE Computer Society, must be endorsed by at least one technical committee chair. All meetings require the approval of the TMRC Chair.
Technical meetings with TMRF expense budgets exceeding 2% of IEEE Computer Society's annual budgeted expenses require Board of Governors' approval, and those with TMRF expense budgets between 1% and 2% of the society's annual budgeted expenses require T&C Board approval.
The first-year approval of the TMRF implies that ownership of the conference name resides with the IEEE Computer Society and any cosponsors, or as designated in the conference steering committee charter, or in the conference MOU.
6.4.5 Use of IEEE Name and Logo
After receiving written approval of the TMRF, organizers of sponsored and cosponsored meetings must use the name and logo of the IEEE Computer Society and the logo of the IEEE on all meeting material including announcements, calls for papers, stationery, advance programs, final programs, and publications.
Before written TMRF approval is obtained, the name and logo may not be used in any fashion. However, annual technical meetings may, after the first year they are approved by the IEEE Computer Society, publish an advance announcement of the next meeting provided that they notify the appropriate society staff member at least 30 days prior to the date of the meeting announcement and no IEEE Computer Society objection is received.
6.4.6 Steering Committees and Charters
Periodic meetings (meetings held no more than two years apart) shall have a steering committee and a steering committee charter. The steering committee is responsible for the general oversight of and setting policy for a meeting. The steering committee membership and charter policies are specified in the Technical Meeting Handbook.
6.4.7 Meeting Finances
188.8.131.52 Administrative Fee
IEEE Computer Society conference administrative fees support services to conferences, TCs, the T&C Board and other technical activities. Each sponsored technical meeting is therefore required to budget and pay an associated administrative fee. The administrative fee policies are specified in the Technical Meeting Handbook.
184.108.40.206 Financial Accounts and Other Accounts
In all cases, the chief staff executive or his/her designee must have access to any financial account. This may be waived if an authorized executive of an equal or majority cosponsor has such access.
220.127.116.11 Final Report
The general chair is responsible for submitting a complete final report within six months following the meeting. The final report includes a detailed final financial report, proof of the closing of the checking and other accounts, distribution of surplus funds, repayment of advance loans, performance of an audit, if requested, and reporting of capital equipment purchases. The report must be sent to the appropriate society staff member with a copy to cosponsors, if any. Society staff is responsible for approving the final report on behalf of the IEEE Computer Society.
18.104.22.168 Financial Audits
IEEE Computer Society meetings shall follow IEEE policies for conference audits. Technical meetings where IEEE has greater than a 50% financial responsibility and where the actual or budgeted income or expense is $250,000 or more shall be audited by a professional independent source and will be required to budget for such audits. Other technical meetings may be required to submit to an audit at the option of the T&C Board.
The finance chair must retain all records for a period of at least five years for return receipt; this includes all canceled checks, account statements, registration forms, bills, receipts, account books, and so forth.
6.4.8 Meeting Contracts
22.214.171.124 Hotel or Facility Contract
Conferences should engage the conference staff before choosing a hotel/facility to collaborate on generating and distributing a Request for Proposal to support the hotel/facility selection process. The staff will collect proposals, combine them and deliver a proposal with a recommendation to the organizing committee, allowing the committee to make a decision. The staff will finalize negotiations and contracting for the selected venue. Process variations based on co-sponsorship are outlined in the Technical Meeting Handbook.
126.96.36.199 Other Contracts
For meetings sponsored by the IEEE Computer Society, any contract over $25,000 or any contract where the potential liability to the IEEE or IEEE Computer Society exceeds $25,000 (for example a bus or transportation contract) must be signed either by the chief staff executive or designee, and executed by the IEEE, or the society may refuse to accept liability. In the case of a meeting cosponsored by the society, the society may accept the authorized signature of an executive of a cosponsor. Agreements for incidental meeting expenses such as copier rental, audio-visual equipment or other small equipment rental will not require signature by the chief staff executive unless the contract is over $20,000.
6.5 TECHNICAL COMMITTEES
The IEEE Computer Society shall support technical committees (TCs)]) by size, scope, and maturity, who are composed of individuals with shared interest in a subset or application of computer and information processing technology. The creation or dissolution of TCs must be approved by the Board of Governors, upon recommendation of the T&C Board.
6.5.1 Technical Committees
The purpose of technical committees (TCs) is to provide leadership and technical oversight in organizing technical activities in technical domains or specialty areas. Activities include publishing a newsletter, sponsoring and conducting technical meetings, developing awards within the technical discipline and providing forums for discussion of technical topics. Each TC chair shall be elected by the Computer Society members who have joined that TC; only CS members are eligible to vote. Election procedures established by the T&C Board are spelled out in the TC's Charter and the Technical & Conference Activities Board Handbook. TC Chairs shall report to the TAC Chair. The TAC chair can in special circumstances appoint new TC chairs. Such circumstances may involve an inactive TC that needs to be revitalized.
6.5.2 Membership Requirements
Membership in a TC is open to all IEEE Computer Society members, subject to such additional requirements as may be established by individual technical committees. All such supplemental requirements must be approved by the relevant TC chair and the vice president for technical and conference activities. The requirements may be based on such criteria as participation, payment of a reasonable fee, or expressed or demonstrated interest in the technical field. A TC chair must be a member of the IEEE Computer Society. A TC may allow individuals who are not IEEE Computer Society members to participate in the committee's activities. Such individuals will be considered corresponding members and may be required to pay for the cost of newsletters and other services. The Technical and Conference Activities Board Handbook shall specify the maximum number of non-fee-requiring TCs an individual may join without cost. There is no limit on the number of fee-requiring TCs a person can join.
6.5.3 Membership Fees
If a TC decides to implement fees for membership, those fees must be approved by a review panel established for that purpose by the vice president for technical and conference activities. The responsibility of this panel is to ensure that the TC will be viable with income necessary to support a reasonable package of services to each of its members for the fees being charged. The review usually occurs in conjunction with the review and approval of the next year's budget.
a. There must be a difference between fees for regular members and corresponding members. The TC may choose to charge lower fees for IEEE student members.
b. All TC fees will be collected and accounted for through the IEEE Computer Society's staff operations.
c. The panel will annually review all proposed fees in relation to services provided.
6.6 TECHNICAL AND CONFERENCE ACTIVITIES BOARD HANDBOOK
The T&C Board shall create and be responsible for maintaining a Technical and Conference Activities Board Handbook, in which detailed procedures for the conduct of the technical and conference activities program will be set forth.
T&C is responsible for annual updates to the handbook. The handbook will set forth the name and scope of each technical committee as approved by the Board of Governors. This handbook will be the primary means of ensuring appropriate quality and continuity in the operation of the technical committees. The T&C Board may modify its procedures without Board of Governors approval, provided that its procedures are consistent with these policies and procedures and with applicable policies and procedures of the IEEE. However The vice president for technical and conference activities is responsible for seeing that a copy of the then-current handbook is distributed to each member of the T&C Board, and its committees, and the Board of Governors at the beginning of each calendar year.
6.7 WORKSHOPS, SEMINARS, TUTORIALS AND CONFERENCES, NEWSLETTERS
TCs are encouraged to hold workshops or other special meetings to complement the technical program at appropriate major IEEE Computer Society conferences. In addition, TCs are encouraged to establish, sponsor, and operate conferences which provide a technical service to their members and the profession, while generating enough surpluses to justify operating funds for other TC activities and support the society's non-revenue programs and services. To the extent practicable to do so, the names and logos of all such meetings will be service marked by the society in the name of the IEEE. TCs are strongly encouraged to frequently prepare newsletters for their members. TC newsletters will be distributed free to IEEE Computer Society members. Other TC publications can be distributed to their members.
6.8 TC VITALITY CRITERIA
The T&C Board is responsible for maintaining a high degree of technical excellence and organizational vitality among the TCs. Specific vitality criteria, assessment techniques, and related matters will be addressed in the Technical and Conference Activities Board Handbook prepared by the T&C Board.
The T&C Board should establish recommended and minimum levels of activity criteria for each TC. The leaders of a TC should hold at least one business and planning meeting per year and should submit a report in the standard form provided in the Technical and Conference Activities Board Handbook to the vice president for technical and conference activities each October. The report should assess the year's activities and set forth plans for the following year. These reports will be the basis on which T&C Board may judge the activity level of the TC.
6.9 TC BUDGETS
6.9.1 Operating Budget Allocation
Each TC shall be allocated an operating budget primarily based on its fiscal performance and contribution to the society from two years ago. TC budgets must be approved by the T&C Board. Each TC may spend funds as long as the expenditures do not exceed the total approved TC budget. The guiding principle is to invest in activities that grow the technical domain of the TC and benefit the broadest TC membership. Any TC expense not related to their approved budget may be subject to T&C Treasurer review.
Each technical committee shall request an operating budget drawn from a portion of the administrative fees and net surplus from all conference, tutorials, workshop, and similar activities from two years ago. The policies for TC sponsored conference allocation shall be specified in the Technical and Conference Activities Board Handbook. TCs which consistently fail to generate revenues sufficient to fund their costs of operation will be reviewed for vitality as provided herein.