Policies and Procedures (2013)

(January 21, 2013)

1) Membership Requirements Anybody can be a Member of the Technical Committee (TC). To become a Member it is necessary to join through the TC Web page or to attend regular TC meetings scheduled at ICC or GLOBECOM conferences. All meetings of the TC are open. Only active members may vote. An active member should satisfy one of the following criteria: (1) Attend TC meetings at least twice in person or through teleconferencing in the past three years; (2) Organized and chaired a data storage track at ICC/Globecom in the past three years; (3) Served in a Data Storage Track/Workshop TPC at least twice in the past three years at ICC/Globecom. The TC Secretary shall maintain a public and private list of members and active members.

2) Elected and Appointed Officers The TC Chair reports directly to the Vice President of Technical Activities (VP-TA), in accordance with the IEEE Communications Society (ComSoc) Bylaws. If a TC officer position becomes vacant before normal conclusion of his/her term, the remaining term shall be filled by special election of the TC. If such a special election is not held before or during the next regularly scheduled meeting, the VP-TA, in consultation with the President, shall appoint someone to serve the remaining term. Positions filled shall be for completion of the interrupted term. The TC shall have five elected officers: Chair, Vice-chair from industry, Vice-chair from academia, Secretary, and Treasurer, each of whom must be a member of the IEEE Communications Society, an IEEE Communications Society Affiliate, or member of a Sister Society. Student Members are not permitted to serve as elected TC officers. At the discretion of the TC Chair, there may be additional appointed positions (such as paper award committee chairs, etc.). The nominal term for Chair, Vice-chair, Secretary and Treasurer shall be two years. The term for the Chair position is two years without possibility of renewal. Any other officer (except the Chair) can be elected to the same position for one additional, contiguous term (i.e., continuously serve in any particular officer position for a maximum of four years). TC officers can be elected to a different officer position, but in no case shall one person continuously serve as a TC officer within the same TC for more than twelve years.

3) Nomination and Election Procedures Elections will occur every two years through emails before the IEEE TC meeting of the Global Communications Conference (GLOBECOM) during an election year. Running the Nominations & Elections (N&E) shall be the obligation of the outgoing TC Chair before his/her term ends. Part of the N&E Procedure will be to make the biographies and position statements of candidates available on the Web to members prior to the election at least four weeks before an election is to be held. Members shall be able to submit nominations via email to the TC Chair up to two weeks prior to the election date. All candidates, however they are identified, must be TC Members, must consent to being nominated, and must show willingness to serve. In the case of two candidates for a position, election is by simple majority. For the case of more than two candidates, selection proceeds in two stages. In the first stage votes can be cast for all candidates. In the second stage, votes can be cast only for the two candidates who have garnered the most votes in the first stage; simple majority rule shall apply. In the event of a tie, votes shall be cast one more time. If the tie is not broken, the VP-TA shall cast a tie-breaking vote. The outgoing Chair of the TC shall take responsibility for reporting election results to the TC membership, VP-TA, Secretary of Technical Activities Council (TAC), and ComSoc headquarters in New York City. All candidates shall be informed of election results and be permitted to appeal the outcome. The TC Secretary shall keep record of votes. Newly elected TC officers assume their positions at the conclusion of the IEEE GLOBECOM meeting.

4) Conduction of Meetings The TC shall meet at least twice a year, in spring at IEEE ICC and in fall at IEEE Globecom. Meetings will be announced at least two weeks in advance on the TC mailing list. Meetings are open to any conference attendee. The TC Chair or a designated substitute, typically another TC officer, will chair meetings. Any TC member can suggest items for the agenda. The TC Secretary will take minutes. These minutes should be made available on the TC Web site within one month of the meeting and are public. Should voting occur at the TC meetings, only Active Members physically present or attending by teleconference have voting rights. Simple majority rule applies. If voting involves changes to the Policies and Procedures (P&P), then a two thirds majority of Active Members is required.

5) Budget & Expenses The VP-TA will inform the TC of its budget. It is the responsibility of the TC Treasurer to maintain a record of budget and expenses. When the TC feels that funds are needed to fulfill its mission, a proposal will be prepared by one or more TC Officers for discussion and approval at a TC meeting. (Such discussion can also be carried out via the TC’s email list). The proposal should contain sufficient detail about the activity for which funds are sought and justification for funds being requested. If the TC agrees to the proposal, it will be submitted to the VP-TA for his/her approval. If approved, funds will be used in accord with ComSoc procedures. Invoices are sent to the VP-TA for approval, and then to ComSoc headquarters for payment or reimbursement.

6) Supporting Activities As appropriate, the TC will be active in all of ComSoc’s activities. This will include two ComSoc conferences (ICC and GLOBECOM) by providing representatives to their respective Technical Program Committees, by providing for professional review of submitted papers (by soliciting such assistance from among its membership) and by organizing mini-conferences, symposia, panels, short courses, tutorials, etc., as deemed appropriate by the Society and the TC. Further, the TC can individually organize workshops and conferences. Also, because of the broad nature of committee activities, collaborative sessions with other committees will be sponsored and heartily encouraged. As new technologies and application areas emerge, a TC will seek to address aspects of these topics relative to its charter, and work with both the Strategic Planning Committee and Emerging Technologies Committee. The TC will further support ComSoc journals, magazines, and standards activities by soliciting volunteers as authors and editors, submitting proposals, and identifying committee members from its membership. The TC will seek ways to increase active participation of its members in information exchange related to the charter of this Committee, such as: stimulating Feature Topics and Special Issues of ComSoc journals and magazines; and by sponsoring workshops, tutorials, short courses, panel sessions, etc. on special topics.

7) TC Information Dissemination The TC will maintain an Internet Web page. This Web page will be accessible from the main ComSoc Web page. Announcements distributed to the TC’s membership, notably meeting agendas and meeting minutes, opportunities for membership participation in TC-sponsored activities, as well as election-related issues, will be made available on their Web page.

8) ICC and GLOBECOM Organization The TC’s flagship conferences are ICC and GLOBECOM. The TC will nominate its representatives to serve as Symposia Chairs and Co-Chairs, TPC Chairs and Co-Chairs, and TPC members at ICC and GLOBECOM conferences.

The previous 2006 version of Policies and Procedures is available.