Technical Activities Division
Policies and Procedures Manual
November 2013
Structural Engineering Institute
1801 Alexander Bell Drive
Reston, VA 20191
703-295-6299
e-mail [email protected]
www.asce.org\SEI
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Table of Contents
A. Organizational Structure, Duties and Policies ...................................................................... 4
A.1 Terminology and Organizational Structure ........................................................................ 4
A.1.1 Terminology .................................................................................................................. 4
A.1.2 Organizational Structure ............................................................................................... 6
A.1.3 Control Groups .............................................................................................................. 9
A.1.4 TAD Executive Committee ......................................................................................... 10
A.1.5 Administrative Committees ........................................................................................ 11
A.1.6 Technical Administrative Committees, Technical Committees, Task Committees... 13
A.1.7 Subcommittees ............................................................................................................ 14
A.1.8 Joint Committees......................................................................................................... 14
A.2 Committee Membership and Duties................................................................................... 16
A.2.1 Policies for Committee Members ............................................................................... 16
A.2.2 Terms of Office ........................................................................................................... 17
A.2.3 Duties of Executive Committee Members .................................................................. 17
A.2.4 Duties of the Technical Administrative Committee Chairs ........................................ 19
A.2.5 Duties of Technical Committee Chairs ....................................................................... 20
A.2.6 Duties of Associate Editors ......................................................................................... 20
A.3 Committee Meetings ............................................................................................................ 21
A.3.1 Approval of Committee Meetings............................................................................... 21
A.3.2 Travel Reimbursement ................................................................................................ 22
A.3.3 Reimbursement of Committee Operating Expenses ................................................... 23
B. Procedure…………… ............................................................................................................ 24
B.1 Establishment of Committees .............................................................................................. 24
B.1.1 Administrative and Technical Administrative Committees ........................................ 24
B.1.2 Technical Committees and Task Committees ............................................................. 24
B.1.3 Subcommittees ............................................................................................................ 24
B.2 Appointment of Committee Members and Chairs ............................................................ 25
B.3 Distribution of Minutes........................................................................................................ 25
B.3.1 General ........................................................................................................................ 25
B.3.2 ExCom Minutes........................................................................................................... 26
B.4 Publications…. ...................................................................................................................... 26
B.4.1 Review of Papers ......................................................................................................... 26
B.4.2 Special Publications .................................................................................................... 26
B.4.3 Manuals and Reports of Engineering Practice ............................................................ 27
B.5 Special Projects ..................................................................................................................... 28
B.5.1 Procedures for Special Projects ................................................................................... 28
B.5.2 Expenses ...................................................................................................................... 28
B.5.3 Review Process ........................................................................................................... 29
B.6 Review of Publications of Other Organizations ................................................................ 30
B.7 Co-Sponsorship of Non-ASCE or SEI Conferences .......................................................... 31
Appendix I Awards Calendar of Dates and List of Awards ................................................... 32
Appendix II Model Agenda for Technical Committee Meetings............................................ 33
Appendix III Timetable for Processing Committee Roster Updates ..................................... 34
Appendix IV Technical Activities Division Forms .................................................................. 35
Applicant’s Data Sheet: Technical Committees ....................Error! Bookmark not defined.
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SEI TAD Committee Meeting Request Form ........................Error! Bookmark not defined.
Meeting Room Request Form ............................................................................................... 36
Appendix V Timetable for Executive Committee Responsibilities ........................................ 37
Appendix VI Sample Appointment Letter for New Committee Members ............................ 38
APPENDIX VII Memorandum of Unerstanding for Joint Committees between ACI and
ASCE SEI………………………………………………………………………………............ 39
APPENDIX VIII Timeline for Organized Mini-Tracks for the Structures
Congress……..Error! Bookmark not defined. 2
Technical Activities Division
Policies and Procedures Manual
This document outlines the general policies and operational procedures of the Technical Activities
Division. This information is intended as a guide for officers and members of all division
committees to be used in conjunction with the Rules of Policy and Procedure, Constitution, and
Bylaws of the Society as published in the ASCE Official Register, with interpretation by the
Division Executive Committee.
Approved by the Executive Committee of the
Technical Activities Division on November, 2013
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A. Organizational Structure, Duties and Policies
A.1 Terminology and Organizational Structure
A.1.1 Terminology
1. The committees of the division consist of the following:
a. Executive Committees (ExCom)
b. Administrative Committees
c. Technical Administrative Committees (TACs)
d. Technical Committees
e. Task Committees
f. Subcommittees
2. Organizational Structure
Figures 1, 2, and 3 are organizational charts showing the relationship with the Board of
Governors to the committees under ExCom.
3. Executive Committees
Each Division shown in Figure 1 has an Executive Committee (ExCom) that reports to
the SEI Board of Governors and is charged with managing the affairs of their divisions.
The mission of the Technical Activities Division (TAD) ExCom is to serve the profession
through the development of relevant technical information.
4. Administrative Committees
The Administrative Committees under TAD ExCom include the following, Figure 2:
a. Awards
b. Publications
c. Advisory Committee on Continuing Education (ACCE)
d. O.H. Ammann Fellowship Committee
5. These committees administer the division’s activities in awards, publications, and
continuing education. The ExCom also has Liaisons to other committees as identified
below.
6. Technical Administrative Committees
Each Technical Administrative Committee (TAC) is charged with assigning, supervising,
and reviewing the activities of all its technical committees. The TACs of the TAD
ExCom are as follows:
a. Analysis and Computation
b. Bridges
c. Concrete
d. Dynamic Effects
e. Metals
f. Performance of Structures
g. Special Design Issues
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h. Technical Council on Life-cycle Performance
i. Wood
The mission of the TACs and the technical committees under them is to serve the
profession by providing a forum to discuss and resolve timely technical issues. This can
be achieved through committee meetings, publications, sessions at Structures Congresses,
workshops, and through continuing education programs, and other activities. The TACs
report to the TAD ExCom.
7. Technical committees
A Technical Committee is a unit within a TAC. It is responsible for carrying out an
assigned charge in a specific area of interest to the parent TAC on a continuing basis.
Each technical committee should maintain a long range plan that includes committee
goals and objectives for the next 5 years, identifying specific tasks and projects it plans to
accomplish, needed resources, and methodology to monitor and evaluate progress.
8. Task committees
Task committees are established to complete a task with a specific object and scope
within a defined timeframe, usually 2 to 3 years, and are disbanded at the end of that
period unless authorized by the TAD ExCom to continue.
9. Subcommittees
Subcommittees are established to explore new areas of activity, and provide support and
report to a technical committee. Most subcommittees are non-funded. Funded
subcommittees are chartered by the TAD ExCom.
10. Liaison Representatives
The division maintains liaisons with the following organizations on behalf of SEI and
ASCE:
a. Applied Technology Council (ATC)
b. American Automatic Control Council (AACC)
c. Structural Stability Research Council (SSRC)
d. Council on Tall Buildings and Urban Habitat (CTBUH)
e. Council on Forensic Engineering (TCFE)
f. International Association of Bridge and Structural Engineering (IABSE)
g. Joint Committee on Structural Safety (JCSS)
11. Liaisons have the responsibility to act as a representative of SEI to these other
organizations. The liaison communicates any important information to the ExCom. A
brief written report is to be submitted to the ExCom in time for the spring ExCom
meeting every year.
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A.1.2 Organizational Structure
The SEI organizational chart, Figure 1, shows the relationship of the SEI Divisions and the SEI
Board of Governors (BOG). The five SEI Divisions, including the Technical Activity Division
(TAD)report to the BOG.
SEI Organizational Chart
Figure 1 – Structural Engineering Institute Organizational Chart
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The Technical Administrative Committees (TACs) and the five Administrative Committees
report to the TAD ExCom as shown in Figure 2. There are currently 9 TACs under the TAD
ExCom. The number can change based on technical needs of the SEI.
TAD Organizational Chart
TAD ExCom
Technical Administrative
Committees (TACs)
Liaisons
Analysis & Computation
Publications
Bridges
ACCE
Concrete & Masonry
Awards
Dynamic Effects
Ammann
Metals
Performance of Structures
Special Design Issues
Technical Council on Lifecycle Performance
Wood
Figure 2 – Technical Activities Division (TAD) Organization Chart
Each TAC contains a number of Technical Committees. Figure 3 identifies all these technical
committees under the TACs, and shows how the structure ties with the TAD ExCom.
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TAD ExCom
Analysis and Computation TAC
Bridges TAC
Concrete TAC
Dynamic Effects TAC
Metals TAC
Performance of Structures TAC
Special Design Issues TAC
Advances in Information Technology
Bridge Mang, Inspect, & Rehab
Concrete Shell Design & Construction Advances in Simulation
Bridge Security
Design Reinforced Concrete Slabs
Optimal Structural Design
Cable Supported Bridges
Development and Splicing of Deformed Bars
Structural Control and Sensing
Concrete Bridge Design
Finite Elem Analysis Reinforced Concrete Structures
Steel Bridges
Fracture Mechanics of Concrete
Timber Bridges
Joints Conn Monolithic Concrete Structures
Disaster Resilience of Structures, Infrastructures and Communities
Special Structures
TC on Transmission Line Loading
Precast Structural Concrete
Emerging Analysis in Earthquake Engineering Structural Connections
TC on Substation Design
Prestressed Concrete
Seismic Evaluation Water and Wastewater Structures
Structural Members
TC on Wood Pole ETS
Blast Shock and Impact
Structural Dynamics
Multihazard Mitigation
Retrofit of Structures under Dynamic Loads
Seismic Effects
Cold Formed Members
Demolition Engineering
Composite Construction
Disproportionate Collapse
Design of Steel Building Structure
Methods of Monitoring Structural Performance
SC on the Gene Wilhoite Award
Fatigue & Fracture
Performance Based Design for Structures
TC on Aesthetic Design of ETS
Methods of Design
Structural Identification of Constructed Systems
TC on FRP ETS Structures
Reinforced Concrete Columns
Aesthetics in Design
Electrical Transmission Structures
Fire Protection
Shear & Torsion
Sustainability
TC on Thermal Bridging
Tall Buildings
Figure 3. Technical Committees within the TACs
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Technical Council on Life Cycle Performance TAC
Wood TAC
Task Group 1
Design of Wood Structures
Task Group 2
Performance of Wood Structures
Task Group 3
Wood Education
Wood Research
A.1.3 Control Groups
1. All committees of the division, with the exception of subcommittees that are not
chartered by the TAD ExCom, may have certain members designated as control group
members. The control group has administrative responsibility for its committee.
2. Only members of SEI and ASCE may serve as control group members.
3. All members of the ExCom, the TAC Awards Committee, the Advisory Committee on
Continuing Education, the TAC Chairs and Technical Committee Chairs are considered
control group members.
4. Outside of the Technical Committee Chairs each Technical and task committees is
allowed to designate up to six people on their committee roster as control group
members. The members designated as such must be actively involved in performing
important committee activities. Of these six people, the technical committees can
designate no more than four for travel for reimbursement purposes for each meeting.
Task committees can designate no more than three people for travel reimbursement.
5. The control group members can be changed only once a year, during the roster updates
process.
6. These three or four control group members must be identified on the meeting request
form, and requests much be submitted to SEI for approval at least 30 days in advance of
the meeting.
7. The TACs can fund only one associate editor per meeting.
8. The control group members designated for travel reimbursement cannot be changed after
the meeting request form has been approved.
9. Reimbursements will be processed only after the minutes of the committee meeting have
been submitted.
10. The ExCom contact member is an ad-hoc control group member of committees within
his/her responsibility and is not included in above counts.
11. Travel cost reimbursement is described in Section A.3.2.
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A.1.4 TAD Executive Committee
Membership
1. The TAD Executive Committee (ExCom) consists of five members, and two TAD ExCom
liaison members from the Structural Engineering Institute Board of Governors (SEI BOG).
Changes in membership are voted on by the sitting ExCom voting members.
2. A nominee for membership of the ExCom must be a member of SEI /ASCE. The individual
must have advanced the interest of SEI by actively serving on one or more of the TAD
technical committees, with added weight given to someone who has also served as chair of a
TAC. The ExCom shall endeavor to have several of the 10 ASCE regions represented in the
membership. A majority vote of the ExCom shall be required for election.
3. Liaison members to the TAD ExCom from the SEI Board of Governors are nominated by the
TAD ExCom for election by the SEI membership. Liaisons are usually former members of
the TAD ExCom.
4. The Board of Governors liaison members are not eligible to hold office on the TAD ExCom.
They are eligible to vote on all issues with the exception of the membership and budget of
the TAD.
5. A vacancy prior to the expiration of the term of any members shall be acted upon by the
ExCom. Except in the event of a vacancy, when extension of a term might serve the
purposes of the ExCom, no members shall be appointed to succeed themselves immediately.
Terms
The five ExCom members serve for five years, with the appointment and retirement date of
October 1 and September 30, respectively.
Meetings
The ExCom normally meets twice a year, in the Spring and the Fall, at locations decided by the
committee. At any meeting, four members constitute a quorum. An additional meeting may be
held at the Structures Congress and through conference calls.
Duties
The duties of ExCom members are summarized in Section A.2.3.
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A.1.5 Administrative Committees
The membership and chair of administrative committees vary with the committee functions, as
explained for each committee.
A.1.5.1 Awards
1. The Committee on Awards recommends recipients for the TAD awards listed in Appendix 1
and submits TAD nominations for other Society awards also listed in Appendix 1. Some
members of the committee serve on the selection committees for joint division awards.
2. The committee invites nominations through announcements in the STRUCTURE Magazine,
Journal of Structural Engineering, Journal of Bridge Engineering, Practice Periodical on
Structural Design and Construction, ASCE News, and ASCE and SEI websites. In addition,
the committees solicit nominations for Walter L. Huber Civil Engineering Research Prizes
from Administrative and Technical Administrative Committees, and for journal paper-based
awards from associate editors. A calendar for gathering nominations is included in Appendix
I.
3. TAD Awards nominations are submitted by the committee directly to the designated staff
member at ASCE Headquarters.
4. The Committee on Awards consists of 5 members who are the most recent past chairs of the
ExCom. The chair of the committee is the most senior past chair of the ExCom. The
immediate past chair of the ExCom joins the awards committee on July 1 a few months
before the start of his/her last year on ExCom.
5. The committee constructs an annual awards calendar, showing suggested dates for soliciting
paper and individual nominations and for reporting committee selections for awards. This
calendar is distributed to the ExCom, technical, administrative, and technical committee
chairs. A summary of this calendar is in Appendix I.
6. Awards are presented at the Opening Plenary Luncheon at the Structures Congress.
A.1.5.2 Publications
1. The Committee on Publications administers the review and approval for publication of
papers submitted to the Journal of Structural Engineering, the Journal of Bridge
Engineering, and the Practice Periodical on Structural Design and Construction, and
establishes such procedures as are necessary to ensure that papers are reviewed promptly and
competently.
2. The committee consists of the editor of the Journal of Structural Engineering, who serves as
chair, the editors of the Journal of Bridge Engineering and Practice Periodical on Structural
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Design and Construction and the associate editor(s) of each TAC. The journal editors are
appointed by the ExCom for a three-year term, which can be renewed. Associate editors are
appointed by the journal editor, with the advice and consent of the cognizant TAC chair.
3. Editors-in-chief, editors, co-editors, associate editors, and participants on editorial boards
(excluding reviewers) of Society journals must be members in good standing of ASCE or an
Institute of ASCE. Any exceptions to this requirement can only be made with the
authorization of the ExCom.
4. Each TAC and Technical Committee Chairs is encouraged to submit news articles on
committee activities to SEI Update, Structure Magazine and the SEI Website.
A.1.5.3 Continuing Education
1. The Advisory Committee on Continuing Education (ACCE) is charged with the development
of programs for delivery of practically oriented continuing education courses and seminars to
assist structural engineers in maintaining and improving their technical skills.
2. In an effort to lead continuing education, the ACCE solicits topics for courses; prioritizes
these topics and selects developers; reviews and approves final course proposals; established
minimum qualifications; publicizes courses; and ensures timely updates.
3. The ACCE consists of SEI members who have the interest and experience to develop new
educational products. An effort is made to include members from all SEI divisions.
A.1.5.4. TAD Representative to Structures Congresses Committee
Responsibilities of the Technical Activities Division Representative to the
Structures Congresses Committee (SCC)
The Executive Committee of the TAD shall appoint an individual to serve on the SCC. The
responsibilities and duties of this representative are as follows:
1. To participate on the SCC as a full and active member in helping to plan future
congresses, contribute to overall direction of congresses, and locations of future
congresses
2. To actively encourage the committees within the TAD to organize and submit requests
for sessions.
3. To keep the committees within the TAD informed of the progress of the SCC and serve
as their first point of contact for questions.
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4. To keep the Executive Committee of the TAD informed of the progress of the SCC and
bring to their attention any issues or concerns that may arise.
A.1.5.5 National Technical Program Committee
The National Technical Program Committee (NTPC) develops the technical program for the
Structures Congress. TAD has representation on the NTPC.
A.1.6 Technical Administrative Committees, Technical Committees, Task
Committees
1. The Technical Administrative Committees (TACs) are composed of a chair, the chairs of its
technical committees, and usually an associate editor. Under appropriate circumstances,
additional associate editor(s) may be approved by the TAC chair for membership on the
TAC. Only one associate editor can be funded for a meeting.
2. Technical committees and task committees are composed of a chair and as many other
members as the chair and the TAC chair may wish to appoint.
3. Establishment of new technical committees and task committees and one-year extensions for
existing task committees must be approved by the ExCom.
4. Appointments of members to technical committees and task committees must be approved by
the TAC chair.
5. Appointments of chairs for technical committees must be approved by the ExCom contact
member.
6. Appointments of chairs for TACs must be approved by the ExCom.
a. Appointment of a new chair to a TAC shall be through the following steps: The current
chair of the TAC in consultation with the ExCom contact member presents a nominee for
consideration to the ExCom for review, approval, and appointment.
7. Appointment letters shall be written by the following:
a. New members of a committee—Committee chair writes appointment letter.
b. New chair of a committee—TAC chair writes the appointment letter.
c. New TAC chair—ExCom chair writes the letter.
d. New ExCom Member— ExCom chair writes the letter.
8. The committee chairs are encouraged to write thank you letters when a member’s term on a
committee is complete.
The ExCom chair writes these letters for departing TAC chairs.
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A.1.7 Subcommittees
1. Committees may establish subcommittees to perform specific functions. If the subcommittee
is to be listed in the Official Register and funded, its statement of purpose must be approved
by the ExCom. Funded subcommittees must follow the appointment and funding procedures
described in Section B. Unfunded subcommittees can appoint members at their own
discretion.
2. The chair of the parent committee shall appoint the subcommittee chair and approve its
membership.
A.1.8 Joint Committees
1. Joint committees are formed through agreements with other technical organizations when
cooperative efforts are determined to be in the best interest of the profession.
2. Appointment of committee members and chairs shall be made in accordance with the MOU
between the two organizations. Terms of service shall be those specified by the TAD ExCom
unless a mutually acceptable, written agreement is made by the TAD ExCom and the
cooperating organization. Chairs shall be members of both cooperating organizations.
3. Joint committees may form control groups in accordance with Section A.1.3
4. The joint committees are encouraged to host alternate meetings at an SEI or ASCE sponsored
meeting or another location.
5. Reports and other materials prepared by a joint committee for publication shall be published
through arrangements previously approved by the ExCom. Joint publications should
acknowledge both organizations in its publications, with organizational logos.
A.1.8.1 SEI-ACI Joint Committees on Concrete
The American Concrete Institute (ACI), and SEI have an agreement for the organization and
operation of the TAC on Concrete. All committee under this TAC are joint technical committees
with ACI.
1. The following committees are jointly sponsored by the American Concrete Institute (ACI)
and SEI for which ACI is the lead sponsor, and a memorandum of understanding between
ACI and SEI and is included as Appendix VII.
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










Concrete Shell Design and Construction Committee (with ACI 334)
Concrete Bridge Design Committee (with ACI 343 - under Bridges TAC)
Joints and Connections in Monolithic Concrete Structures (with ACI 352)
Development and Splicing of Deformed Bars Committee (with ACI 408)
Design of Reinforced Slabs Committee (with ACI 421)
Prestressed Concrete Committee (with ACI 423)
Reinforced Concrete Columns Committee (with ACI 441)
Shear and Torsion Committee (with ACI 445)
Fracture Mechanics of Concrete (with ACI 446)
Finite Element Analysis of Reinforced Concrete Structures (with ACI 447)
Precast Concrete Structures (with ACI 550)
2. The TAC is composed of the chair, the chairs of the administered committees
a.
b.
The chair of the TAC shall be recommended by the TAC. TAD is informed of the
nominees and given an opportunity to submit a nomination. TAD is informed when a
new chair is appointed.
TAD is sent up-to-date rosters once a year by ACI staff.
3. The control group of the TACs shall be formed in accordance with Section A.1.3. ACI-SEI
joint committees are not funded by ASCE.
a.
b.
c.
Terms of service of the control group members of the TAC shall be as defined in
Section A.2.2.
Travel-cost reimbursement will be provided for the TAC chair to attend meetings of all
TAC chairs in accordance with SEI and ASCE procedures.
Travel-cost reimbursement will not be provided for meetings of the joint technical
committees.
4. Any joint technical committee having a continuing function shall be listed in the ASCE
Official Register. The establishment of the committee and its mission is statement must be
approved by the ExCom.
5. Coordination with ACI of the joint technical committee membership, term of membership,
and activities shall be handled by the TAC.
6. The chair of the TAC shall be responsible for timely reporting to the ExCom contact member
on membership changes, activities, and adjustments in the joint technical committees under
its jurisdiction.
7. Joint technical committees are encouraged to participate equally in the technical sessions of
ASCE and ACI. The publication services of ACI should be used for committee reports and
technical papers.
A.1.8.2 SEI-ACI Joint Committee on Concrete Bridges
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1. The Concrete Bridge Committee is a joint committee with ACI 343 and within SEI it sits
within the Bridge TAC. The chair of the Concrete Bridge Committee shall be responsible for
timely reporting to the Bridges TAC Chair on committee activities.
2. The chair of the Concrete Bridge Committee shall be reimbursed for the Bridge TAC
meeting according to the policies of ASCE.
A.2 Committee Membership and Duties
A.2.1 Policies for Committee Members
Committee members are selected for their skills and ability to contribute to committee’s mission
and activities. It must be clear in appointing members that they serve as individuals and not as
representatives of special interest groups.
1. Committee members must be willing to devote substantial time and effort to committee
activity. Inactive members shall be removed from committee membership.
2. The opportunity to engage in committee activity must be made available to as many qualified
members of the Society as possible. Qualified members should be added on a timely basis,
per B.2.1.
3. Only members of SEI/ASCE can join technical or other committees (on a case by case basis
this can be overruled by ExCOM). However, a person who is not a member of SEI/ASCE
may apply to be a member of a technical or other committee if their primary expertise is
outside the range of expertise appropriate for membership in SEI/ASCE and if they have
unique and critical qualifications necessary to support the goals and mission of the
committee.
4. Certain Technical Committees are not subject to the SEI/ASCE membership requirement.
These include: the Task Committee on Aesthetic Design of Transmission Line Structures,
Advances in Information Technology, and the Task Committee on Wood Pole Structures for
Electrical Transmission Lines.
5. No individual shall serve simultaneously on more than three technical committees of the
division, without approval from the TAD ExCom
6. Members of SEI at all membership levels are eligible to serve on committees
7. Graduate student members may serve on committees, but undergraduate student members
may not.
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A.2.2 Terms of Office
1. The term of membership on a technical committee (including subcommittees) of the division
shall be six years. When a member of the committee is appointed as chair, their member term
ends and their three year chair term begins. Chairs have the discretion to restore term years to
past chairs immediately after the end of their terms. After completion of a term of service,
and after a two-year absence from committee service, a member may be reappointed to the
committee. This section does not apply to joint technical committees unless noted.
2. The term of office for the chair of a TAC or of a technical committee shall be three years.
This term may be extended one year at a time with approval of the ExCom.
3. Service on the control group of a committee shall be limited to three years, except that
service as chair may extend service on a control group up to six years.
4. Letters of appointment to committees shall include the effective date of appointment and date of
expiration of committee membership. The date of appointment normally will be October 1.
Committee chairs write appointment letters for members of his/her committee with a copy of the
letter sent to the SEI staff, by the TAC chair.
5. Once a year the SEI committee rosters are updated by the committee chairs. SEI sends
instructions along with the current roster to the committee chairs for this purpose. The
committee chair sends the updated roster to the TAC chair for approval and to SEI staff for
processing.
6. The term of office of a committee chair may be terminated by the ExCom when a new chair
is needed to stimulate committee activity.
A.2.3 Duties of Executive Committee Members
1. All members of the ExCom shall be designated as Contact Member for one or more
Administrative and Technical Administrative Committees of the division, and will serve the
same committees for their full five-year term. In addition, members will hold the following
positions on ExCom, based on year of service:
First year:
Second year:
Third year:
Fourth year:
Fifth year:
Member
Secretary
Vice Chair
Chair
Past Chair
2. Contact Members have the following duties:
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a.
b.
c.
d.
e.
f.
g.
h.
i.
To approve the chairs of Technical Committees;
To report the formation of subcommittees;
To keep the ExCom informed on committee activity;
To ensure that the policies and procedures of the Society, SEI, and the division are
observed;
To encourage communication among division committees, between division committees
and the ExCom, and between the TAD and other SEI divisions, ASCE Institutes, and
Council;
To stimulate committee activity and new initiatives;
To recommend to the ExCom candidates for appointment as chair of Administrative and
Technical Administrative Committees;
To report to the ExCom on the need for establishing new committees or disbanding
existing committees;
To review committee reports and to make recommendations to the ExCom regarding
approval for publication,
3. The duties of the Chair of the ExCom are the following:
a. To supervise the technical activities, and with the advice and consent of the ExCom, to
prepare new technical initiatives and proposals, review and advise on technical work in
progress, stimulate current committee activity, and terminate nonproductive activities;
b. To represent TAD and summarize its activities at the annual meeting of the SEI Board of
Governors;
c. To chair the meetings of the TAD ExCom; and
d. To write letters of appointment for new TAC chairs and new ExCom members.
4. The duties of the vice chair of the ExCom are the following:
a. To conduct an annual review of the TAD Policies and Procedures Manual, and
recommend revisions for ExCom approval.
b. To fulfill the role of Chair in the Chair’s absence.
5. The duties of the secretary of the ExCom are as follows:
a. To attend all meetings of the ExCom and record detailed minutes of the meeting;
b. To distribute copies of the minutes to the ExCom for review within 30 days after each
meeting; and
6. Duties of the past chair are as follows:
a. Develop and submit an annual or semi-annual report to the SEI Board of Governors. The
report will be based on the accomplishments from the year in which he/she was chair.
b. Submit the annual report to the Board of Governors prior to the spring meeting or twice a
year, and provide copies to all other divisions of SEI for information.
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A.2.4 Duties of the Technical Administrative Committee Chairs
1. The Technical Administrative Committee (TAC) Chairs are charged with stimulating and
supervising the activities of the committees within their TACs. The Chairs have
administrative and leadership responsibilities as they coordinate the activities of the technical
committees and communicate with ExCom.
2. TAC chairs have the following responsibilities:
a. To coordinate the activities of the technical committees, through communication with
committee chairs and ExCom.
b. To stimulate committee activity, particularly by encouraging committee chairs to pursue
productive and worthwhile missions.
c. To critically evaluate the mission and productivity of technical committees and, when
necessary, to recommend that committees modify their missions, find new leadership,
reconstitute, or disband.
d. To explore the overall scope of the TAC and recommend the formation of new
committees to fill vacancies concerning areas of timely interest to the profession, and
which are not addressed adequately.
e. To ensure each technical committee has a long range plan in place that includes
committee goals and objectives for the next 5 years, identifying specific tasks and
projects it plans to accomplish, needed resources, and methodology to monitor and
evaluate progress.
f. To communicate with the members of the TAC through in-person meetings or conference
calls. These communications are essentially to discuss status of projects being developed
by the committees, discuss new projects, attend to administrative issues, and handle any
existing problems.
g. To distribute minutes of these meetings to the TAC and SEI staff.
h. To report to the TAD ExCom using the reporting format developed by the TAD ExCom.
i. To call an annual meeting (usually at the Structures Congress) of the TAC for
coordination of the committees and to discuss major initiatives within the TAC. Minutes
of these meetings shall be distributed to the TAC and SEI staff.
j. To encourage committee chairs to maintain good communication and coordination
among committees with similar interests in other SEI divisions and ASCE Councils and
Institutes.
k. To keep the ExCom contact member well informed of committee activities, and when
requested, to produce brief written summaries and statistical reviews for the information
of the ExCom.
l. To ensure that committee chairs maintain accurate and complete records of committee
membership. Specifically, encourage committee chairs to forward updated rosters to SEI
staff immediately following the Structures Congress.
m. To recommend new chairs for technical committees.
n. To approve new members of technical committees
o. To approve committee requests for specific funded meetings, consistent with committee
activities and meetings authorized by ExCom.
19
p. To approve the formation of subcommittees.
q. To take an active interest in ASCE section and branch activities, soliciting suggestions
from sections and branches for improvement of the services offered by the TAD
A.2.5 Duties of Technical Committee Chairs
1. Technical Committee Chairs are charged with stimulating and supervising the activities of
their committees. The success of the division’s activities depends on their industry and
imagination.
2. Committee chairs have the following responsibilities:
a. To lead the committee in technical and administrative matters including developing a
plan for the committee, implementing the plan in a specific time frame, and stimulating
new ideas;
b. To be energetic in stimulating committee activity, particularly by assigning specific tasks
of appropriate scope and duration to committees and committee members;
c. To evaluate the productivity of committees and committee members, and where
necessary, to recommend that unproductive members be removed from committee
membership.
d. To call meetings of the committee, ensuring that the need for meeting is clear and that the
meeting will be productive, and to distribute the minutes of the meeting.
e. To ensure good communication within the committee, with other committees of the TAD,
and with committees of similar interest in other SEI divisions and ASCE Councils and
Institutes.
f. To ensure that accurate and complete records of committee membership are maintained.
This shall include the yearly update of committee rosters from SEI staff.
g. To maintain a long range plan that includes committee goals and objectives for the next 5
years, identifying specific tasks and projects it plans to accomplish, identifying needed
resources, and methodology to monitor and evaluate progress.
h. To keep the TAC Chair and ExCom contact member well informed of committee
activities, and when requested, to produce brief written summaries and statistical reviews
for the information of the ExCom.
i. To submit to the TAC Chair information on activities of the technical committee for input
into the annual report.
j. To take an active interest in ASCE section and branch activities, soliciting suggestions
from sections and branches for improvement of the services offered by the TAD.
k. To assist associate editors in maintaining up-to-date lists of competent reviewers, and as
far as possible, to ensure that reviews are completed in time.
A.2.6 Duties of Associate Editors
The duties of the associate editors of TACs shall be as follows:
20
1. For papers submitted for publication in the Journal of Structural Engineering, Journal of
Bridge Engineering, and Practice Periodical on Structural Design and Construction
supervise the review of papers assigned to their committees, including the selection of
competent reviewers.
2. Establish procedures to ensure that reviewers complete the appropriate reviews promptly
and thoroughly.
3. Maintain a list of reviewers who serve each year and track their performance.
4. Remove from the list reviewers who are regularly unable to complete reviews within
reasonable time limits.
5. Advise the editors of the Journal of Structural Engineering and Journal of Bridge
Engineering on controversial and non-routine matters related to the review of papers for
the journal.
6. Submit titles of potentially award-winning papers to the SEI Awards Committee.
7. Assist the editors in providing necessary information to new associate editor(s) to ensure
a smooth transition.
A.3 Committee Meetings
A.3.1 Approval of Committee Meetings
1. Committees shall meet as necessary for the effective conduct of their activities subject to
availability of funding, and appropriate approvals. At least one committee meeting a year
shall be funded. Additional meetings may be funded with adequate justification, appropriate
activities and approval of the ExCom.
2. Committee meetings for which travel reimbursement is to be paid shall be approved upon
submittal of an agenda (Appendix II) and the committee meeting request form (See
Appendix IV).
3. Approval is not required for a committee meeting for which travel reimbursement is not
required. However, the parent committee chair and the ExCom contact member must be
notified of such a meeting.
4. Committee meetings shall be open to any member of SEI and the Society.
5. Minutes of prior meetings must have been received by the ExCom contact member (and SEI
staff) before approval of a subsequent meeting.
6. Meetings held through conference calls are encouraged.
21
A.3.1.1 Authorizations of Committee Meetings
The following procedures for organizing and holding a funded meeting must be completed prior
to the meeting:
1. Complete the meeting request form and send it to SEI staff for approval.
2. List the control group members that are to be reimbursed.
3. Send SEI staff a copy of the agenda for the meeting.
4. Once the SEI staff has the form and all the approvals, they will send chair and control group
members an invitation to the eReimburse system.
5. For meetings to be held at the Structures Congress, respond to the meeting room request
announcement sent by SEI staff in advance of the Congress.
6. Call staff if you have any questions.
A.3.2 Travel Reimbursement
1. Travel cost reimbursement is made only to the control group members and ExCom contact
members authorized for reimbursement. Authorization is subject to the availability of
budgeted funds.
2. When staff members receive an approved SEI TAD funded committee meeting request, SEI
staff will send an eReimburse invitation directly to the reimbursed members.
3. After the meeting, individual reimbursement requests are submitted through the eReimburse
system for processing. Receipts for airfare or train fare must accompany all reimbursement
claims.
4. Travel expenses will not be reimbursed until the meeting minutes are submitted to SEI staff.
5. Reimbursement claims must be submitted to SEI Headquarters within 30 days of the meeting
or by September 25, whichever date occurs earlier. If claims are not submitted within 30
days, the money may be moved to support another activity within TAD without notice. The
fiscal year is October 1 to September 30.
6. Reimbursement of committee travel is subject to ASCE policy. Total reimbursement is not
guaranteed.
7. To the extent possible, meeting locations should be selected to ensure minimum expense to
the SEI. However, the least-cost provision does not apply when the meeting is held at a
Structures Congress, specialty conference, or other major meeting of SEI.
22
8. Meetings should be scheduled to take advantage of lower cost air-fare alternatives that may
be available on weekends or selected weekdays.
9. Reimbursement typically constitutes transportation, and a per diem toward food or lodging,
and are limited in accordance with ASCE rules. Full reimbursement is not likely.
10. If a control group member attends other meetings for which travel support is available at the
same time, one additional per diem may be claimed (if available) for each additional meeting
attended if on different days.
11. Travel costs will not be reimbursed for trips totaling less than 100 miles round trip.
12. Official rules pertaining to ASCE committee travel authorization and reimbursement are
detailed within “ASCE Register, Article VII, Item 10.” (Consult the ASCE Official Register).
A.3.3 Reimbursement of Committee Operating Expenses
1. The individual benefits of committee membership are substantial, and Institute staff members
expect that committee members or their organizations can absorb the costs of day-to-day
committee operation. However, the Institute will make reasonable reimbursement for
telephone conference meetings, provided adequately documented requests are made to
Headquarters and funding is available.
2. Reimbursement cannot be made for rooms rented for committee meetings. However, if
committee meetings are held in conjunction with a meeting of the Institute, a meeting room
request form must be submitted to staff along with the meeting request form.
3. Salary costs for committee personnel or their supporting personnel engaged in committee
activity are not reimbursed by the Institute.
23
B. Procedures
B.1 Establishment of Committees
B.1.1 Administrative and Technical Administrative Committees
The formation of new Administrative Committees or Technical Administrative Committees
(TACs) must be approved by the ExCom.
B.1.2 Technical Committees and Task Committees
An Administrative or TAC may recommend to the ExCom the formation of a new technical
committee or task committee under its direction. Such recommendations must be documented by
the following:
1.
2.
3.
4.
A brief formal statement of purpose
A description of the anticipated activity
A statement justifying the need of the activity
Discussion on the relationship of the proposed committee to existing committees in the
TAD and other divisions or councils of the Society, including contracts made with related
committees to ensure the efforts are not redundant
5. Recommendations for the chair and all control group members of the proposed
committee
A task committee is expected to complete work within two years. A one-year unfunded
extension may be granted by the ExCom contact member.
A new committee proposal form is included is available on the SEI Website at www.asce.org/sei.
New committee recommendations are transmitted to the ExCom through the committee’s contact
member. See section A.1.8 and A.1.9 for joint committees.
B.1.3 Subcommittees
Committees may establish subcommittees to perform specific functions. Any committee may
form a subcommittee within its membership. Formation of a subcommittee requires the
notification of the parent committee and all committees up to and including the ExCom. If the
subcommittee is to be listed in the Official Register and funded, its statement of purpose must be
approved by the ExCom contact member. The chair of the parent committee shall appoint the
subcommittee chair and approve its membership.
24
B.2 Appointment of Committee Members and Chairs
The application to join a technical committee, task committee, or subcommittee is posted on the
SEI web page at www.asce.org/sei. Applicants must submit this application and forward it to SEI
in accordance with the instructions on the website. All applications will go through the approval
process,
1. No one can join a committee without completing the committee application form.
2. Committee chairs are updated once a year during the yearly roster updates.
3. The chair of the committee shall send the new member a copy of the latest minutes and a
committee roster.
4. Undergraduate student members of ASCE are not eligible for SEI or TAD committee
appointment.
B.3 Distribution of Minutes
B.3.1 General
1. Meeting minutes should be submitted to SEI and distributed to committee members within
30 days of the meeting. When it is not possible to submit and distribute official minutes in
that time limit, draft copies should be sent to committee members.
2. Committee minutes shall be sent to the following:
a. Members of the committee
b. SEI staff
c. ExCom contact member
d. Chair of the TAC
3. Correspondence between ExCom members and correspondence emanating from a member of
the ExCom to Society Headquarters should be distributed by direct copy to all other ExCom
members. Other correspondence deemed important may be distributed to other members of
the committee.
4. Committee correspondence to the ExCom involving an Administrative and Technical
Administrative Committee must have direct copies to the ExCom contact member and SEI
staff included in the distribution.
5. Internal committee correspondence involving committees should include a direct copy to the
ExCom contact member in the distribution.
25
B.3.2 ExCom Minutes
1. The ExCom Secretary prepares the initial draft of the minutes and distributes them to ExCom
and SEI staff. The Secretary incorporates any changes suggested by ExCom and SEI staff
and distributes the final draft of the minutes to ExCom and SEI staff.
2. The ExCom members respond to the Secretary within two weeks of distribution of the final
draft of the minutes with any further suggestion for changes.
3. The approved minutes then get distributed by SEI staff to the following:
a. ExCom Members
b. SEI staff
c. SEI Board of Governors
B.4 Publications
B.4.1 Review of Papers
Papers submitted for publication in the Journal of Structural Engineering, Journal of Bridge
Engineering, and Practice Periodical on Structural Design and Construction should follow
ASCE publications procedures.
B.4.2 Publications Produced by TAD Committees
1. The Society and Institute classify “special publications” as single volumes that may be
proceedings of a conference, a committee report, or proceedings of a conference or
convention session. Written approval from the TAD ExCom is required for publication.
2. TAD committee reports must be approved prior to publication by all TAD committees above
the one producing the report. Each committee is expected to conduct a thorough review of
the report by its complete membership followed by a formal vote. Publication follows
ExCom approval.
3. The publication mode for a committee report is typically a single volume. However,
publication may take the form of a journal paper, an article in Civil Engineering magazine,
etc. The publication mode is recommended by the ExCom to Headquarters publication staff.
4. If a committee report is published outside one of the SEI TAD Journals, an announcement
consisting of the abstract of the report and a call for discussion shall be published in that
journal at the time the report is issued.
26
B.4.3 Manuals and Reports of Engineering Practice
Manuals of practice require an extensive peer review prior to publication. The ExCom appoints
a “blue ribbon” committee composed of experts who are not involved with the writing to act
as a review committee. Publication follows ExCom approval and ASCE Publications
Committee approval.
Six months prior to the anticipated completion date, the TAC Chair will provide the EXCOM
recommendations and credentials for the “Blue Ribbon committee” for review and approval
by EXCOM. EXCOM will review recommendations and finalize the “Blue Ribbon
committee” membership within three months. (Note: It is recommended the membership of
the “Blue Ribbon committee” be six to ten members.)
The “Blue Ribbon committee” shall summarize all comments and recommendations in a
matrix format with page, section, existing text and recommended changes and supporting
comments. The TAC shall review all recommendations from the “Blue Ribbon committee”,
accepting, modifying or rejecting the recommendation and provide a response for their
action. The final reviewed document shall be submitted with the associated “review matrix”
to ExCom for publication approval.
Each contributing author to a Special Publication or a Manual of Engineering Practice shall
be entitled to receive, without charge, one copy of the published document.
A committee report is any written document that comes out of a committee (group-authored or
group-approved) setting. Committee reports are usually more formal than a white paper and
have the goal of answering a question or a range of technical issues, instead of just compiling
background information.
A manual is a presentation of best practices in an area, almost a recipe or checklist or outline
that includes all the things that should be considered when dealing with a topic. This
publication will include a detailed discussion of the topic. The manual should convey
“expert" advice, not just someone's opinions.
A standard is a rigorous presentation of topics—a consensus on best or required practices that
might even carry the force of a legal requirement for working in a particular area. The Codes
and Standards Activities Division of SEI coordinates all activities of SEI/ASCE related to the
establishment and use of discontinuance of structural standards. The TAD and the Codes and
Standards Activities Division coordinate the development of documents concerning the
interface between prestandardization and standardization activities.
There are additional types of documents produced by committees that are not in formats
published by ASCE Publications including white papers, guidelines, and monographs. These are
often working documents that can be developed into publishable items.
A complete guide of ASCE Publication Policies is available and should be obtained by any chair
whose committee is involved with the preparation of a committee report or manual of practice.
27
B.5 Special Projects
SEI Staff sends an announcement requesting special project proposals to all committee chairs of
TAD.
Requests are submitted to SEI staff and reviewed and voted on by the TAD ExCom.
SEI staff writes a letter to the special project principal investigator with notification of whether
the project was approved and the amount awarded. The principal investigators are also notified
that they need to report twice a year to the TAD ExCom on the progress of the project.
SEI staff and the TAD ExCom contact member should make sure the special project status
reports are submitted for the spring and fall ExCom meetings.
It is important to include a clear time line, the end result (i.e., committee report, pre-standards,
article, etc.) and detailed budget in the special project proposal. Each Special Project
proposal/contract should include a budget that shows how much they intend to spend each year.
B.5.1 Procedures for Special Projects
Upon approval of a proposal by TAD ExCom, a letter is sent from SEI staff to the principal
investigator notifying him or her of the TAD ExCom decision. This letter is the contract and
verifies project schedule, payment schedule, and deliverables. This letter must be signed by the
principal investigator and SEI staff prior to the project starting. A copy of this letter is sent to the
SEI Director.
SEI staff coordinates reimbursements within the policies of ASCE up to the funding limited set
by the contract.
B.5.2 Expenses
All expenses must be approved by the SEI staff prior to submission to the accounting department
for payment.
1. The SEI staff is responsible for tracking the expenses against the project budget. Each special
project needs to provide an annual budget and if they do not use those funds in that fiscal
year then that portion of their funding is no longer available.
2. Travel expenses are in accordance with standard SEI policy and procedures. Prior to
incurring any travel expenses, a travel authorization form must be obtained from SEI staff.
28
3. All invoices are to be submitted to SEI staff and must be itemized in accordance with the
contract.
4. Appropriate expenses for TAD special projects are the following:
a. Travel expenses
b. Meeting expenses
c. Secretarial assistance
d. Copying and shipping
e. Telephone and conference calls
f. Professional editorial assistance
g. Research costs such as testing and sample procurement
5. Inappropriate expenses for TAD Special Projects are the following:
a. Honorarium
b. Consultant time
c. Direct labor by engineering professionals
i. Student stipends
ii. Hardware
iii. Books
iv. Equipment of any kind
The principal investigator is required twice each year to provide a report on the status of his or
her special project to keep the ExCom and staff informed of progress and possible problems. SEI
staff provides the necessary report form to the principal investigators with sufficient lead time for
the reports to be submitted in time for the spring and fall meetings (normally at the Structures
Congress and October 1, respectively) of the TAD ExCom.
B.5.3 Review Process
Unless indicated otherwise in the proposal, the following process is to be followed for reviewing
the work product of the special project:
1. Upon completion of the project, an electronic and hard copy of the document is submitted to
SEI staff
2. SEI staff forwards the document to the appropriate TAC chair for review and comment. The
TAC chair is responsible for organizing a review committee of at least 3 individuals.
3. The TAC review committee reviews the document and prepares a report containing its
comments and any needed revisions. This report is submitted to SEI staff, who transmits it to
the principal investigator. The principal investigator is expected to review the report and
address all comments and needed revisions prior to submitting the next draft of the document
to SEI staff. If the principal investigator disagrees with the comments or suggestions
provided by the TAC review, such disagreement shall be arbitrated by the TAD ExCom
contact member assigned to the special project.
29
4. If the TAC review committee fails to complete its review or assignment in a timely manner
(e.g., three months), then the TAC chair may appoint a replacement review committee.
5. Upon receipt by SEI staff of written approval of the document by the TAC Review
Committee (or at the conclusion of the arbitration), the principal investigator shall
incorporate all needed changes and submit the next draft of the document to SEI staff.
6. SEI staff shall transmit the draft document and the TAC Review Committee’s report and
comments to the TAD ExCom contact member assigned to the project.
7. The TAD ExCom contact member shall review the document and the TAC Review
Committee’s report and make a recommendation to the TAD ExCom regarding publication
of the document. If the TAD ExCom contact member does not recommend publication, then
specific details and recommendations for revising the report must be provided. A
recommendation not to publish must be discussed by the full TAD ExCom prior to the
decision being transmitted to the principal investigator. Upon acceptance by the TAD
ExCom of a recommendation not to publish, the recommendations for revision are
transmitted by SEI staff to the principal investigator for incorporation and subsequent
resubmission of the document to the TAD ExCom contact member.
8. If the recommendation of the TAD contact member is to publish the report, the
recommendation is then balloted by the TAD ExCom.
9. Upon approval by the TAD ExCom, SEI staff notifies the principal investigator and the
ASCE Publications Department. The ASCE Publications Department then works with the
principal investigator through the publications process.
10. Upon publication of the document, all final invoices are submitted for payment in accordance
with the contract letter.
11. Once the document is published a thank you letter from TAD ExCom and a complementary
copy of the publication will be sent to the principal investigator.
B.6 Review of Publications of Other Organizations
As part of their technical activities, TAD committees may prepare a response to request for (a)
public review of proposed standards developed by other standard-writing bodies, and (b) review
of technical reports or manual prepared by other professional organizations, provided that (1)
written evidence of committee consensus on the response is maintained and is available for
review by the ExCom; and (2) the opinion expressed is clearly identified as the view of the
committee and not the Institute.
30
B.7 Co-Sponsorship of Non-ASCE or SEI Conferences
1. Requests may be submitted for SEI TAD co-sponsorship, without financial obligation, of a
conference, workshop, meeting, or other event of a non-ASCE group. Requests are to be
submitted from the sponsoring organization to SEI or ASCE staff. Once approved (or
disapproved) by the TAD ExCom, SEI or ASCE staff will advise the sponsoring
organization. SEI Board of Governors is also notified of the decision.
2. Approval of such requests shall be restricted to non-profit events of professional
organizations, and federal government research agencies.
3. No event falling within two weeks of any major SEI or ASCE congress or convention shall
be co-sponsored.
4. Co-sponsorship requests must be received by TAD ExCom no later than 6 months ahead of
the event, and always before any conference brochures are issues.
5. The TAD also requests that all SEI/ASCE members associated with the conference be
designated as such on all marketing material for the event—not simply as ASCE members.
31
Appendix I
Awards Calendar of Dates and List of Awards
DATE
ACTIVITY
July, August,
September
Publish announcement in ASCE News, SEI web page, Structure Magazine and Journal of
Structural Engineering calling for nominations for all TAD awards and Huber Prizes.
July 1
Request nominations for TAD awards and Huber Prizes from TAD Executive Committee, and
the Administrative, Administrative and Technical Administrative Committees.
July 1
Request: (1) nominations for journal paper-based awards from TAD associate editors and (2)
reviews of all published papers from manager of journals.
October 1
Deadline for Huber Prize nominations to reach ASCE Honors and Awards.
November 1
Deadline for paper-based award nominations to reach ASCE Honors and Awards.
NovemberDecember
SEI Awards Committee meeting to select awards nominees
By December 31
SEI Awards committee to notify Headquarters of selections
Eligible papers are those published during the 12-month time period of July through June of the year
preceding the award: for instance, July 2000 through June 2001 for awards presented in 2002.
List of Awards*
Moisseiff Award
T.Y. Lin Award (Joint with American Concrete Institute and PCI)
Raymond C. Reese Research Prize
Shortridge Hardesty Award
George Winter Award
Norman Medal
James B. Croes Medal
Arthur M. Wellington Prize
State-of-the-Art of Civil Engineering Award
Walter L. Huber Civil Engineering Research Prizes
Collingwood Prize
Nathan M. Newmark Medal
Ernest E. Howard Award
Alfred Noble Prize
SEI Awards
Walter P. Moore
Dennis Tewksbury
Innovations in Transmission Line Engineering Award
SEI President’s Award
W. Gene Corley Award
* Refer to the ASCE Official Register for awards eligibility information
32
Appendix II
Model Agenda for Technical Committee Meetings
This agenda contains the usual items to be considered at a committee meeting. The needs of
specific committees will determine additional items.
Adoption of agenda
Approval of previous meeting minutes
Operation announcements from TAD Executive Committee contact member
Reports from constituent committees
 reports from task and subcommittees
 review and critique by committee
 summary of projected constituent committee meetings
Report on publications
 identification of papers for award nominations
 review of committee papers
Review of committee membership
 review of constituent committee chairmen terms and nominees
 new and turnover membership
 Official Register data
Review of technical sessions, tutorials, and conferences
 Structures Congresses
 specialty conferences
 annual conventions
 new proposals
Planning
 new topics for committee study
 studies to be terminated
 develop proposals for special projects and funding
Summary of assignments
 assignments to committee members
 action items and information items to TAD EXCOM
Next meeting schedule and location
33
Appendix III
Timetable for Processing Committee Roster Updates
All committee rosters are reviewed once a year to ensure that the official roster is accurate.
Access to Higher Logic, eReimburse, and other ASCE resources is dependent on members terms
being accurate.
Summer
SEI staff forwards current rosters with update instructions to all technical
administrative, technical, task and subcommittee chairs
By Sept 1
Technical and TAC chairs send their updated roster information to SEI
Staff. New chairs to replace retiring chairs need to be selected by this date.
September
Updates processed at Headquarters and incorporated in to the Official
Register
October 1
Updates become effective
34
Appendix IV
Technical Activities Division Forms
Sample Form to Join a Technical Committee
This is the type of information on the on-line application to join a Technical
Activities Division Committee. All applications must be made via the online
form at: http://www.asce.org/structural-engineering/sei-tad-committeeapplication/.
1.
Name of committee you wish to join:
2.
Applicant’s Name:
3.
ASCE Member Number:
4.
Employer:
5.
Job title:
6.
Employer’s principal business:
7.
Mailing address:
8.
Email address
9.
Educational background (degree(s) and dates):
10.
Professional accomplishments and published works pertinent to this application (continue
on separate sheet if desired):
11.
Brief statement of your job responsibilities in relation to the work of the committee name:
12.
Past and present service on committees of ASCE or other organizations:
13.
What other contributions can you make to the work of the committee?
All applications must be made on the website at: http://www.asce.org/structural-engineering/seitad-committee-application/
35
Meeting Room Request Form
Most meetings occur at the Structures Congress. Meetings are requested though an online
form whose URL is sent directly to committee chairs several months before the event. This
online form is different every year.
Committee Name:
Contact Name:
Phone Number:
E-Mail:
Expected Number of Attendees:
Day/Time block
8am-11am
11am-2pm
2pm-5pm
5pm-8pm
8pm-11pm
Wednesday
Thursday
Friday
Saturday
.
All Structures Congress meetings are 3 hours
Will you require a projector Yes no
These are samples and the forms may be different
every year
36
Appendix V
Timetable for Executive Committee Responsibilities
October 1—New Executive Committee (EXCOM) Membership(s) become effective and current
members assume new duties in accordance with Section A.2.3. The immediate past chair joins the
Committee on Awards.
Fall—EXCOM holds its fall meeting.
Within 30 days after the meeting, the secretary distributes copies of the Minutes to the EXCOM
for review—with copies of the final minutes sent to:
a. EXCOM Members
b. SEI staff
c. SEI BoG
Past chair develops an annual report on TAD activities for the last fiscal year to submit to the
Board of Governors at the spring meeting. There is an on-line form for reporting to the Board of
Governors.
EXCOM contact members recommend candidates for appointment as chairs of Administrative
and Technical Administrative Committees to EXCOM.
Spring—EXCOM holds its spring meeting after the Structures Congress.
May/June—Within 30 days of the meeting, the secretary distributes copies of the minutes to
EXCOM for review, with copies of the final minutes sent to the following:
a. EXCOM members
b. SEI staff
c. SEI Board of Governors
July—Vice chair conducts an annual review of the TAD Policies and Procedures Manual, and
recommends any revisions to the EXCOM for approval at the fall meeting.
37
Appendix VI
Sample Appointment Letter for New Committee Members
Date
Mr. Joe Smith
Smith Company
11111 X Street
YY City, NY 10002
Dear Mr. Smith:
I have received your application to become a member of the SEI Technical Activities Division
ABC Committee of the Technical Administrative Committee on XXX. I am happy to inform you
that you have been approved to serve on the committee for the term 10/1/200x to 9/30/200y.
I am the chair of the ABC Committee and you can contact me at (XXX) XXX-XXXX. I am
including a copy of the minutes of the most recent committee meeting for your information.
Although your membership term does not start until October 1, 200X, you are certainly welcome
to start interacting with the committee right away.
The next meeting is on (date) at (location).
(TC Chair: you can list any projects the group is working on to see if the new member can
become involved right away.)
Sincerely yours,
Chair, ABC Committee
CC: Susan Reid, Administrator
TAC Chair
This letter is sent by the committee chair following approval by TAC chair
38
APPENDIX VII
Memorandum of Understanding for Joint Committees between ACI
and ASCE SEI
MEMORANDUM OF UNDERSTANDING (MOU)
Technical Committes that are Jointly Sponsored by the American Concrete Instute (ACI)
and the Structural Engineering Institute of the American Society of Civil Engineers (SEI)
for which ACI acts as the Lead Sponsor
ACI and SEI agree to jointly sponsor technical committees with the following understanding:
Committee Name and Logo Use:
The name of the committees will reflect the joint nature of the committees and will
include the abbreviation “ACI-SEI” in all appropriate printed materials. The logos of
both ACI and SEI will appear on all published works of the committees.
Committee Operations:
The committees shall follow the operating procedures of the ACI Technical Committee
Manual (TCM). In addition:
1. Proposals to organize sessions at SEI Structures Congresses shall be submitted
according to SEI requirements (Technical Activities Division’s Policy and
Procedures Manual).
2. Documents produced by the committees will be concurrently reviewed by ACI
and SEI oversight technical committees. ACI will send such committee
documents to SEI at least five weeks before the ACI review session, and SEI will
provide any review comments in the requested format at least one week before the
ACI review session. SEI may send representatives to the review session to
support their comments.
3. ACI will provide meeting space at ACI conventions, will maintain an official web
page, and preform committee mailings upon request. SEI will provide meeting
space at SEI functions.
Standardization:
When a committee develops a new standard or a revision to an existing standard, a public
review shall be conducted in accordance with ACI’s TCM and with SEI/ASCE Rules of
Standards Committees. For revised standards, all proposed changes shall be clearly
identified. ACI shall attest to SEI/ASCE that all relevant requirements of the TCM,
including ACI’s balloting and balance rules, have been met.
Chair Appointments:
Approximately six months before the end of a chair’s term ACI will request that SEI
submit nominations for chair. SEI will submit any nominations at least six weeks before
the relevant ACI meeting. ACI will appoint the chair from the submitted nominees and
others that ACI might identify. After all action is final, ACI will notify SEI of the result.
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Intellectual Property:
The work and intellectual property developed by the committees is owned jointly by both
ACI and SEI.
Publications:
1. ACI shall publish the documents created by committees covered under this MOU, and
will maintain the source computer files. SEI identified errata shall be transmitted to ACI
for verification and incorporation in future printings
2. ACI will sell printed committee documents to SEI or ASCE (not less than 10 per order) at
50% of the ACI non-member price, plus postage. SEI or ASCE shall not print individual
copies, but resell those purchased from ACI.
3. Both ACI and SEI have the right to sell the committee documents, and may advertise as
they see fit, each bearing their respective marketing and selling costs.
4. Committee documents may be packaged and sold with other publications by both
societies.
5. If either ACI or SEI has an agreement to license a third party to market the society’s
publications, documents created by committees cover under this MOU can be included.
Each organization will notify the other if they wish to pursue selling the published works
of a committee through a third party.
6. Without written permission from both SEI and ACI, no other entity may incorporate
significant portions of a committee document into another publication (printed or
electronic).
7. Committee requests to publish their document in an SEI Journal shall accompany the
document when submitted for technical review. If SEI agrees to publish a committee’s
document in an SEI Journal, then ACI shall deliver the source file to SEI for this purpose.
Appendices
The benefits and opportunities provided to the committees and the required oversight and
expectations of ACI and SEI are listed in Appendix A. This MOU applies to the committees
listed in Appendix B. Committees wishing to be added or removed from the list may do so by
submitting a request to the ACI Technical Activities Committee and the SEI Technical Activities
Division Executive Committee.
Termination of MOU
This Memorandum of Understanding will remain in force until subsequently amended or
terminated. This MOU will be terminated ninety days after official written notification of
termination from either ACI or SEI.
(MOU was signed by William Tolley, Executive Vice-President of ACI, and James Rossberg,
Director of SEI, December 2005 and January 2006 respectively.)
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Appendix A
Society Benefits to Committees
ACI
1.
2.
3.
4.
SEI
1.
2.
3.
4.
Meeting space at ACI
Conventions;
Home web page on ACI
web site;
TAC Contact and ACI
staff provide support to
chair;
ACI logo appears on
committee documents.
Meeting space at SEI
Structures Congress;
SEI staff provide
support to chair;
SEI logo appears on
committee documents;
Access to Technical
Activities Division
Executive Committee
(TAD/EXCOM) through
assigned contact
member
Opportunities
provided to
Committees
Each Society
Expectations of
Committees
Sponsor Society
Required Oversight
1.
1.
Meet regularly and
work to fulfill
Committee’s mission;
Submit ACI report of
committee activity;
Procedures and
activities should
conform to the ACI
Technical Committee
Manual
1.
Meet regularly and
work to fulfill
Committee’s mission;
Have access to annual
report of committee
activity and plans from
ACI.
Submit a Structures
Congress session
request at least once
every three years.
The chairs of the joint
committees will
participate in the SEI
Committee on
Concrete and Masonry
Structures.
1.
2.
1.
2.
Technical sessions at
ACI Conventions and
related symposium
publications;
Committee reports
may be published in
the ACI Manual of
Concrete Practice and
separately.
Technical sessions at
Structures Congress
and related
congress/symposium
publications;
Committee reports
may be published in
the Journal of
Structural Engineering
or the Journal of
Bridge Engineering
2.
3.
1.
2.
3.
4.
2.
3.
4.
5.
2.
TAC assigns the
mission;
TAC appoints the
chair;
TAC approves
sessions at ACI
Conventions and
related symposium
publications.
TAC hears appeals;
TAC reviews all
documents.
Chair responds to
TAC EXCOM contact
member requests;
TAD EXCOM
reviews documents
and provides input to
TAC.
Appendix B
Committees Jointly Sponsored by the American Concrete Institute (ACI) and the Structural
Engineering Institute of the American Society of Civil Engineers (SEI) for which ACI acts as the
Lead Sponsor:
334 – Concrete Shell Design and Construction; 343 – Concrete Bridge Design; 352 – Joints and
Compressions in Monolithic Concrete Structures; 421 – Reinforced Slabs; 423 – Prestressed
Concrete; 441 – Reinforced Concrete Columns; 445 – Shear and Torsion; 447 – Finite Element
Analysis of Reinforced Concrete Structures; 550 – Precast Concrete Structures
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