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Policies & Procedures Ieee Communications Society POLICIES & PROCEDURES OF THE IEEE COMMUNICATIONS SOCIETY (March 2018) New Material The following Clauses were added according to BoG actions taken during 2016 and 2017: • 1.1: Purpose of ComSoc Policies and Procedures (P&Ps) • 6.2: Industry Outreach Board • 6.3: Standards Development Board (P&Ps to be found in IEEE governing documents) • 6.5: Industry Communities Board • 7.2.6.3: ComSoc Membership & Global Activities Contribution Award • 9.4.7.6.e: IEEE Communications Society Education Award • 9.4.7.7.e: IEEE Communications Society Robert M. Walp Industry Humanitarian Award • 9.4.7.9.j: The IEEE Communications Society Charles Kao Award for Best Optical Communications & Networking Paper Award • 9.4.7.9.k: IEEE Communications Society Young Author Best Paper Award • 9.4.7.9.l: The IEEE Communications Society Best Survey Paper Award Updated Material The following Clauses were updated according to BoG actions taken during 2016 and 2017: • 4.4.5 Eligibility and Qualifications for Candidacy • 4.4.8 Privacy in Confirmation of Candidates and Announcement of Results • 5.3.6.6 Finance • 5.3.6.8 No Show Procedures for ComSoc Portfolio Events • 5.3.6.10 Registration • 7.3 Sister & Related Societies Board • 8.2.6.1.a Society Journals • 8.3.4 Magazines Board • Corrections of typos and mistakes. 1 COMSOC POLICIES & PROCEDURES Table of Contents COMSOC POLICIES & PROCEDURES 2 1. GENERAL 17 1.1 Purpose of ComSoc Policies and Procedures (P&Ps) 18 1.2 Guiding Management Principles 18 1.2.1 Professional Values 18 1.2.2 Diverse Volunteerism 18 1.2.3 Sound Management Practices 18 1.3 Travel Policy 19 1.3.1 General Policy 19 1.3.2 Eligibility Policy 19 1.3.3 Exceptions to Policy 19 1.3.4 Society Travel Guidelines 19 1.3.4.1 Approvals & Reporting 20 1.4 Travel Procedures 21 1.4.1 Budgeting 21 1.4.2 Approval and Review Procedures 21 1.4.3 Reference Documents 21 1.5 Volunteer Travel Voucher Review 22 1.6 Volunteer Travel Expense Reimbursement 23 2. THE GOVERNANCE TOOLKIT 24 2.1 Introduction 25 2.2 IEEE and ComSoc Governance 26 2.2.1 Important Clauses from IEEE Bylaw I-300 – Management (verbatim) 26 2.2.2 Operations in all Society Assemblies (from ComSoc Bylaw 7.1, verbatim) 28 2.3 Generalities on Meetings 30 2.4 Call for Meetings 31 2.4.1 Regular Meetings 31 2.4.2 Special Meetings 31 2.5 Transacting Society Business with a Meeting (In-Person or Web/Tele/Video-Conference) 32 2.5.1 Preparing the Agenda 32 2.5.2 Running the Meeting 32 2.5.3 When and How to Relax Formality 33 2 2.6 Transacting Society Business with an E-mail Meeting 34 2.7 Transacting Society Business without a Meeting 35 2.7.1 Discussions via E-mail 35 2.7.2 Voting via E-mail 35 2.8 Executive Sessions 37 2.9 Removal of an Assembly Chair/Member 38 2.10 Vacancies 39 2.11 Time Intervals for Meetings (notice, agenda, minutes) 40 2.11.1 BoG Meetings 40 2.11.1.1 Regular 40 2.11.1.2 Special 40 2.11.2 OpCom Meetings 40 2.11.2.1 Regular 40 2.11.2.2 Special 40 2.11.3 All Other Assembly Meetings 41 2.11.3.1 Regular 41 2.11.3.2 Special 41 2.11.4 Some Comments on the Recommended Time Intervals 41 2.12 Rights and Responsibilities 42 2.12.1 Assembly Chair 42 2.12.2 Assembly Members 42 3. FINANCE 43 3.1 Approval Levels, Fiscal Controls & Business Plans 44 3.2 Budget/Financial Reporting Timeline 46 3.3 Capital Acquisitions and Budget 47 3.4 Adverse Financial Scenarios, and Mitigation Procedures 48 3.5 Conference Finances 49 3.5.1 Division of Responsibilities of the Volunteer and the Staff Treasurer 49 3.5.2 Budget Compilation 49 3.5.2.1 Surplus Requirement 49 3.5.2.2 Approval Process 49 3.5.3 Checkbook Management, and Expense Approvals 49 3.5.3.1 Bank Accounts 49 3.5.3.2 Expense approvals 50 3.5.4 Transaction Recording 50 3.5.5 Financial Reporting 50 3 4. BOARD OF GOVERNORS (BOG) AND STANDING COMMITTEES THEREOF 51 4.1 The Board of Governors (BoG) 53 4.1.1 Attendance & BoG Responsibilities 53 4.1.2 Management & Governance Meetings 53 4.1.2.1 Operating Committee (OpCom 2) 53 4.1.2.2 Board of Governors (BoG 2) 54 4.1.2.3 January Management Retreat 54 4.1.2.4 Operating Committee (OpCom 1) 55 4.1.2.5 Board of Governors (BoG 1) 56 4.1.3 Staff & Facilities Committee 56 4.1.4 Meetings Conducted by E-mail 56 4.1.5 Limited Registration for BoG 57 4.2 Finance Standing Committee 58 4.2.1 Scope (from Bylaws, verbatim) 58 4.2.2 Objectives 58 4.2.3 Organizational Structure 58 4.2.4 Activities and Responsibilities 58 4.2.4.1 Chair 58 4.2.4.2 Committee 58 4.2.5 Transaction of Business 58 4.2.5.1 Meetings and Email 58 4.2.5.2 Meeting Scheduling and Announcement 58 4.2.6 Activities and Programs Managed by the Committee 59 4.2.7 Approval of P&Ps 59 4.3 Governance Standing Committee 60 4.3.1 Scope (from Bylaws, verbatim) 60 4.3.2 Objectives 60 4.3.3 Organizational Structure 60 4.3.4 Activities and Responsibilities 60 4.3.4.1 Chair 60 4.3.4.2 Committee 60 4.3.5 Transaction of Business 60 4.3.5.1 Meetings and Email 60 4.3.5.2 Other 60 4.3.6 Activities and Programs Managed by the Committee 61 4.3.7 Approval of P&Ps 61 4.4 Nominations & Elections Standing Committee 62 4.4.1 Purpose and Use 62 4.4.2 Functions of the Nominations and Elections Committee 62 4.4.3 Timeline for the NEC Process 62 4.4.4 Nomination by Petition 64 4.4.5 Eligibility and Qualifications for Candidacy 64 4.4.6 Number of Candidates for Each Office 64 4.4.7 Formats for Elections 65 4.4.8 Privacy in Confirmation of Candidates and Announcement of Results 65 4.5 Operations and Facilities Standing Committee 66 4.5.1 Scope (from Bylaws, verbatim) 66 4.5.2 Objectives 66 4 4.5.3 Organizational Structure 66 4.5.4 Activities and Responsibilities 66 4.5.4.1 Chair 66 4.5.4.2 Committee 66 4.5.5 Transaction of Business 66 4.5.6 Meetings and Email 66 4.5.7 Activities and Programs Managed by the Committee 66 4.5.7.1 IEEE Personnel Guidelines, Policies & Procedures 66 4.5.7.2 IEEE ComSoc Employee Annual Performance Reviews 67 4.5.7.3 Facilities and Capital Investments 67 4.5.7.4 Operational issues 67 4.5.7.5 Staff Support 67 4.5.8 Approval of P&Ps 67 4.6 Strategic Planning Standing Committee 68 4.6.1 Scope (from Bylaws, verbatim) 68 4.6.2 Objectives 68 4.6.3 Organizational Structure 68 4.6.4 Activities and Responsibilities 68 4.6.4.1 Chair 68 4.6.4.2 Committee 68 4.6.5 Transaction of Business 68 4.6.5.1 Meetings and Email 68 4.6.5.2 Other 68 4.6.6 Activities and Programs Managed by the Committee 69 4.6.7 Approval of P&Ps 69 5. CONFERENCES COUNCIL (CON-C) AND BOARDS/STANDING COMMITTEES THEREOF 70 5.1 Conferences Council 72 5.1.1 Scope (from Bylaws, verbatim) 72 5.1.2 Objectives 72 5.1.3 Organizational Structure 72 5.1.4 Roles and Responsibilities of Council Members 72 5.1.4.1 Vice President 72 5.1.4.2 Directors and Standing Committee Chairs 72 5.1.5 Responsibilities of the Council and its Boards/Committees 73 5.1.5.1 Council 73 5.1.5.2 Boards and Committees 73 5.1.6 Transaction of Business 73 5.1.6.1 Meetings and Email 73 5.1.7 Policies of Activities and Programs Managed by the Council 73 5.1.8 Approval of P&Ps 74 5.2 Conferences Development Board 75 5.2.1 Scope (from Bylaws, verbatim) 75 5.2.2 Objectives 75 5.2.3 Organizational Structure 75 5.2.4 Activities and Responsibilities 75 5.2.4.1 Director 75 5.2.4.2 Board 75 5 5.2.5 Transaction of Business 75 5.2.6 Meetings 75 5.2.7 Activities and Programs Managed by the Board 75 5.2.7.1 Portfolio-based Management Strategy 76 5.2.8 Approval of P&Ps 76 5.3 Conferences Operations Board 77 5.3.1 Scope (from Bylaws, verbatim) 77 5.3.2 Objectives 77 5.3.3 Organizational Structure 77 5.3.4 Activities and Responsibilities 77 5.3.4.1 Director 77 5.3.4.2 Board 77 5.3.5 Transaction of Business 77 5.3.5.1 Meetings 77 5.3.6 Activities and Programs Managed by the Board 77 5.3.6.1 Conference Publications 78 5.3.6.2 Committee Definitions 78 5.3.6.3 Event Sponsorships 78 5.3.6.4 ComSoc Conferences Technical Co-Sponsorship (TCS) Policy and Process 80 5.3.6.5 Conflict of Interest Policies Regarding Paper Submissions and Paper Reviews 86 5.3.6.6 Finance 86 5.3.6.7 IEEE and ComSoc Branding (website and logos) 87 5.3.6.8 No Show Procedures for ComSoc Portfolio Events 87 5.3.6.9 Plagiarism 89 5.3.6.10 Registration 89 5.3.6.11 Steering Committees 90 5.3.6.12 Student Travel Grants 90 5.3.6.13 VISA Assistance 92 5.3.6.14 Volunteer Recognition 92 5.3.7 Approval of P&Ps 95 5.4 GLOBECOM/ICC Management & Strategy (GIMS) Standing Committee 96 5.4.1 Scope (from Bylaws, verbatim) 96 5.4.2 Objectives 96 5.4.3 Organizational Structure 96 5.4.4 Activities and Responsibilities 97 5.4.4.1 Chair 97 5.4.4.2 Vice Chair 97 5.4.4.3 Operations Chair 97 5.4.4.4 Committee 97 5.4.5 Transaction of Business 99 5.4.5.1 Meetings and Email 99 5.4.6 Activities and Programs Managed by the Committee 99 5.4.7 Approval of P&Ps 99 5.5 GLOBECOM/ICC Technical Content (GITC) Standing Committee 100 5.5.1 Scope (from Bylaws, verbatim) 100 5.5.2 Objectives 100 5.5.3 Organizational Structure 100 5.5.4 Activities and Responsibilities 101 5.5.4.1 Chair 101 5.5.4.2 Vice Chair 102 6 5.5.4.3 Committee 102 5.5.5 Transaction of Business 102 5.5.5.1 Meetings and Email 102 5.5.5.2 Conflict Resolution 103 5.5.6 Activities and Programs Managed by the Committee 103 5.5.7 Approval of P&Ps 103 6.
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