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Policies & Procedures Ieee Communications Society POLICIES & PROCEDURES OF THE IEEE COMMUNICATIONS SOCIETY (September 2015) New Material • None Updated Material • Clause 5.3 “On-line Content Board” ComSoc P&Ps – Sep. 2015 POLICIES & PROCEDURES Table of Contents 1. GENERAL 14 1.1 Guiding Management Principles 15 1.1.1 Professional Values 15 1.1.2 Diverse Volunteerism 15 1.1.3 Sound Management Practices 15 1.2 Travel Policy 16 1.2.1 General Policy 16 1.2.2 Eligibility Policy 16 1.2.3 Exceptions to Policy 16 1.3 Travel Procedures 17 1.3.1 Budgeting 17 1.3.2 Approval and Review Procedures 17 1.3.3 Reference Documents 17 1.4 Volunteer Travel Voucher Review 18 1.5 Volunteer Travel Expense Reimbursement 19 1.6 IEEE and ComSoc Governance 19 1.6.1 Excerpts from IEEE Bylaw I-300 – Management 20 1.6.2 Must Haves 20 1.6.3 Definition of Meeting and Procedures that Apply to Meetings 21 1.7 The Governance Toolkit 21 1.7.1 Must Haves 21 1.7.1.1 Running Meetings 21 1.7.2 Best Practices 22 1.7.2.1 Holding Meetings via Email 22 1.7.2.2 Voting via Email 22 1.7.2.3 Removal of an Appointed Officer or Assembly Member 23 1.7.2.4 Call for Special Assembly Meetings 24 2. BOARD OF GOVERNORS 25 2.1 Attendance & BoG Responsibilities 26 2.2 Management & Governance Meetings 27 2.2.1 Operating Committee (OpCom 2) 27 2.2.1.1 Purpose 27 2.2.1.2 Scope 27 2.2.1.3 Members 27 2.2.1.4 Procedures 27 2.2.2 Board of Governors (BoG 2) 27 2 ComSoc P&Ps – Sep. 2015 2.2.2.1 Purpose 27 2.2.2.2 Scope 27 2.2.2.3 Members 27 2.2.2.4 Procedures 28 2.2.3 January Management Retreat 28 2.2.3.1 Purpose 28 2.2.3.2 Scope 28 2.2.3.3 Members 28 2.2.3.4 Procedures 28 2.2.4 Operating Committee (OpCom 1) 29 2.2.4.1 Purpose 29 2.2.4.2 Scope 29 2.2.4.3 Members 29 2.2.4.4 Procedures 29 2.2.5 Board of Governors (BoG 1) 29 2.2.5.1 Purpose 29 2.2.5.2 Scope 29 2.2.5.3 Members 29 2.2.5.4 Procedures 30 2.2.5.4.a Staff & Facilities Committee 30 2.3 Meetings Conducted by E-mail 31 2.4 Limited Registration for BoG 32 3. FINANCE 33 3.1 Approval Levels, Fiscal Controls & Business Plans 34 3.2 Budget/Financial Reporting Timeline 36 3.3 Capital Acquisitions and Budget 37 3.4 Adverse Financial Scenarios, and Mitigation Procedures 38 3.5 Conference Finances 39 3.5.1 Division of Responsibilities of the Volunteer and the Staff Treasurer 39 3.5.2 Budget Compilation 39 3.5.2.1 Surplus Requirement 39 3.5.2.2 Approval Process 39 3.5.3 Checkbook Management, and Expense Approvals 39 3.5.3.1 Bank Accounts 39 3.5.3.2 Expense approvals 39 3.5.4 Transaction Recording 40 3.5.5 Financial Reporting 40 4. COUNCILS 41 4.1 Member Programs 43 4.1.1 Purpose 43 4.1.2 Activities 43 3 ComSoc P&Ps – Sep. 2015 4.1.3 Travel Grant Program 43 4.1.3.1 General Policy 43 4.1.3.2 Eligibility for ComSoc Student Travel Grants 43 4.1.3.3 ComSoc Student Travel Grant Application Process and Notification 43 4.1.3.4 The ComSoc Student Travel Grant Award 43 4.1.4 Travel Grant Selection Guidelines 44 4.1.5 Regional & Global Chapter Chair Congresses 44 4.1.6 Logo Usage (IEEE and ComSoc) by Chapters 45 4.1.6.1 Chapter and Conference Logos 46 4.2 Conferences Council 47 4.2.1 Conference Policies and Procedures 47 4.2.2 Conference Publications 47 4.2.3 Committees 47 4.2.4 Conference Sponsorships 47 4.2.5 Conflict of Interest Policies Regarding Paper Submissions and Paper Reviews 47 4.2.6 Finance 48 4.2.7 IEEE and ComSoc Logos 48 4.2.8 No Show Procedures for Comsoc Portfolio Events 49 4.2.9 Plagiarism 51 4.2.9.1 CrossCheck Tool 51 4.2.9.2 Registration 51 4.2.10 Steering Committees 52 4.2.11 Student Travel Grants 52 4.2.11.1 General Policy 52 4.2.11.2 Eligibility for ComSoc Student Travel Grants 52 4.2.11.3 ComSoc Student Travel Grant Application Process and Notification 52 4.2.11.4 The ComSoc Student Travel Grant Award 52 4.2.11.5 Additional Resources: 53 4.2.11.6 Corporate Sponsorship of Student Travel Grants (STGs) 53 4.2.11.7 Instructions Regarding NSF Student Grant Procedures 53 4.2.11.8 Frequently asked questions (FAQ) for student travel grant (STG) chairs 54 4.2.11.8.a Where's EDAS help and documentation? 54 4.2.11.8.b My EDAS account is not a conference chair. How does an existing chair add me? 54 4.2.11.8.c How do I setup up a student travel grant under EDAS? 54 4.2.11.8.d How should I fill in the STG grant fields? 55 4.2.11.8.e Why not create multiple applications? 55 4.2.11.8.f How do I fill in the email templates? 55 4.2.11.8.g How does the student apply? 56 4.2.11.8.h What if there are additional attachments to complete an STG application? 56 4.2.11.8.i May students check their application status? 56 4.2.11.8.j What are the steps EDAS takes for each student application? 56 4.2.11.8.k What does each STG jury member see? 57 4.2.11.8.l Can jury members sort the STG applications on the summary page? 57 4.2.11.8.m Can jury members download the summary page to a spreadsheet program? 57 4.2.11.8.n How do STG jury members select STG recipients? 57 4.2.11.8.o How does the STG jury chair notify STG recipients? 57 4.2.12 VISA Assistance 58 4.2.13 Volunteer recognition Policies and Guidelines 58 4.2.13.1 Policies 58 4.2.13.2 Guidelines for Recognizing Volunteer Contributions to an Event 59 4.2.13.3 Guidelines for Other Contributors to an Event 60 4.2.13.4 Budget Impacts 61 4 ComSoc P&Ps – Sep. 2015 4.3 Member Relations Council 62 4.3.1 Purpose 62 4.3.2 Organizational Structure 62 4.3.3 Activities 62 4.3.4 To make it happen 62 4.4 Publications Council 64 4.4.1 Purpose 64 4.4.2 Organizational Structure 64 4.4.3 Activities 64 4.4.4 Incubation process for Print & E-Journals and Magazines 65 4.4.4.1 Overview 65 4.4.4.2 Initial Proposed Models 65 4.4.4.3 Print-Electronic Journals 65 4.4.4.4 Electronic-Only Journals 66 4.4.5 Sister Society Journals/Magazines – Financial and/or Technical Co-Sponsorship 67 4.4.5.1 Introduction 67 4.4.5.2 Sister Society New Journal/Magazine Technical/Financial Co-sponsorship 67 4.4.5.3 Technical Co-sponsorship of an Existing Sister Society Journal/Magazines 68 4.4.5.3.a Single Issue Mode 68 4.4.5.3.b Full Volume Mode 69 4.4.5.3.c Memorandum of Understanding (MOU) 69 4.4.6 Handling of manuscripts coauthored by members of the Editorial Board 70 4.5 Technical Activities Council 71 4.5.1 Purpose 71 4.5.2 Technical activities council meetings 71 4.5.3 VP Technical Activities (TAC Chair) 71 4.5.4 TAC Vice Chair/Secretary 72 4.5.5 ComSoc Support Staff 72 4.5.6 Budget 72 4.5.7 Travel and Operating Expenses 73 4.5.8 Operating Plans 73 4.5.9 Technical Committees 74 4.5.10 Standing Committees 74 4.6 Standards Activities Council 75 4.6.1 Purpose 75 4.6.2 Organizational Structure 75 4.6.3 Standards Development Activities 75 4.6.4 Standardization Programs Development Activities 75 4.6.5 Budgets 75 4.6.6 Meetings and Reporting 76 4.6.7 Staff Support 76 4.6.8 Appeals and Complaints 76 5. BOARDS 77 5.1 Education & Training Board 80 5.1.1 Objectives 80 5.1.2 Organizational Structure 80 5.1.3 Vacancies 80 5 ComSoc P&Ps – Sep. 2015 5.1.4 Business Procedures 80 5.1.5 Meetings and Working Methods 80 5.2 Membership programs Development Board 82 5.2.1 Purpose 82 5.2.2 Organizational Structure 82 5.2.3 Vacancies and Removals 82 5.2.4 Actions and Objectives 82 5.2.4.1 Membership Initiatives 82 5.2.5 Business Procedures 82 5.2.6 Meetings and Working Methods 83 5.2.7 Annex A – Chapter Funding 83 5.2.7.1 The process 83 5.2.8 Annex B – Chapter Achievement Award (CAA) and Chapter-of-the-Year Award (CoYA) Programs 83 5.2.8.1 Program Objectives 83 5.2.8.2 Award Description 84 5.2.8.3 Award Nomination Process 84 5.2.8.4 Award Selection Process 84 5.2.9 Annex C – Distinguished Lecturer/Speaker Program 85 5.2.9.1 Distinguished Lecturer Tour Program - Procedures 85 5.2.9.2 Distinguished Speaker Program – Procedures 86 5.2.9.3 Distinguished Lecturers Tour Organization 87 5.2.10 Annex D – Membership Development Support Grant 87 5.2.10.1 The Grant 88 5.2.10.2 Application & Selection Procedures 88 5.2.10.3 Disbursement of Grant: 88 5.2.10.4 Membership Development Support Grant (MDSG) Committee 89 5.2.11 Annex E – Industry Outreach Program 89 5.3 On-Line Content Board 90 5.3.1 Purpose 90 5.3.2 Organizational Structure 90 5.3.3 Activities 90 5.3.4 Procedures for transacting business 90 5.4 Sister & Related Societies Board 92 5.4.1 Purpose 92 5.4.2 Organizational Structure 92 5.4.3 Activities 92 5.4.3.1 Actions and Objectives 92 5.4.3.2 Concerns and Initiatives 92 5.4.3.3 How to make it happen 92 5.5 Journals Board 93 5.5.1 Purpose 93 5.5.2 Organizational Structure 93 5.5.3 Appointment of the Journal Editor-in-Chief 93 5.5.4 Activities 94 5.5.4.1 Journals Board 94 5.5.4.2 Director of Journals 94 5.5.5 Business Procedures 95 5.6 Magazines Board 96 6 ComSoc P&Ps – Sep.
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