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Adopted: May 2004
Revised: November 2005
Revised: February 2008
IEEE Circuits and Systems Society Policies and Procedures
Adopted May 23, 2004
Revised November 2005
Revised February 2008
Table of Contents
Introduction
The IEEE Circuits and Systems Society (CASS) is a Society in the Institute of Electronics and Electrical Engineers (IEEE) Incorporation. IEEE is incorporated under the New York State Not-for-Profit Corporation Law. The policies, procedures and regulations by which CASS is governed are embodied in six documents. In order of precedence, the IEEE Constitution, which can be approved and amended only by the voting members of the Institute, contains IEEE's fundamental objectives, organization and procedures. Implementation of the Constitutional provisions, in specific organizational structures and procedures, is entrusted to the IEEE Bylaws, which are approved and amended by the IEEE Board of Directors. The third document is the IEEE Policy and Procedures. Its purpose is to provide more detailed statements of specific policies, objectives and procedures than are appropriate for inclusion in the Constitution and Bylaws. Statements of Policy and Procedures are approved and amended by the IEEE Board of Directors. The fourth and fifth documents are the CASS Constitution and Bylaws. The CASS constitution and bylaws can be amended in accordance to Article XI of the CASS Constitution. The sixth document, this document, is CASS Policy and Procedures. Its purpose is to provide more detailed statements of specific policies, objectives and procedures than are appropriate for inclusion in the Constitution and Bylaws. Statements of CASS Policies and Procedures are approved and amended by the IEEE CASS BoG. The precedence of these six documents should be remembered by all those engaged in CASS management duties. If, having consulted these documents, questions of procedure or interpretation remain, inquiries should be addressed to the CASS President or the President’s designee.
Acronym List
Regional activities, conducted by the Regional Activities Division under the aegis of the CASS President-Elect are concerned primarily with the interests of the individual member in the locale of his home or place of employment, and with the activities of local groups of members such as Sections, Subsections, Chapters and Student Branches. The activities are coordinated within each of the ten IEEE Regions by the respective CASS Regional Vice-Presidents. The Regional Activities Division meets at least once per year.
1.1 SUPPORT OF NATIONAL PROFESSIONAL ORGANIZATIONS
Considering its international membership base, CASS will not directly provide financial support for CASS members involvement in national professional organizations. CASS will provide support for participation of members in national professional organizations only from the budgets of Regional VP’s.
The technical activities of CASS are conducted by the Technical Activities Division under the aegis of the CASS VP Technical Activities. The Technical Activities Division meets at least once per year.
3.1 DISTINGUISHED LECTURER PROGRAM
CASS maintains a Distinguished Lecturer Program (DLP) under the direction of the Education Committee. The Chair of the Education Committee will concurrently serve as chair of the DLP. The formal term of appointment of a DL shall be for two calendar years. The goal of the CASS DLP is for Distinguished Lecturers to give a target of minimum 2 lectures per year at the invitation of local CASS Chapter Chairs.
3.1.1 DL Selection
The Education Committee shall be responsible for nominating ten individuals and at least three alternates each year for the position of Distinguished Lecturer. The DLP Chair shall be responsible for soliciting a call for nominations to the Society's Technical Committees Chairs and the Board of Governors. The nomination process shall have a defined nomination period of eight weeks and all nominations should be returned with the nominees name, full contact information, as well as their areas of expertise. As the nominations are received, the DLP Chair will contact the candidates to obtain a brief (100 word) biography, confirm contact information, and secure their list of lecture topics. If a nominee does not respond in a timely fashion, his/her non-response indicates lack of interest and his/her name will be dropped from the nomination list. The BoG votes on the list in the year previous to the DL’s elected term. The DL’s are then appointed by the President.
3.1.2 Publicity
The Executive Director shall be responsible for causing information regarding the new class of DL’s to be posted to the Society's Web page, and for providing in a timely way full information about the Society's program for the coming term to the IEEE for publication in the IEEE Distinguished Lecturer Handbook. Information about the DLP will be e-mailed to all CASS Chapter chairs.
3.1.3 Eligibility
No Technical Committee Chair or Board of Governors member is eligible to serve as a DL during the term of their service or for one year immediately thereafter. Serving DLP lecturers who are elected as TC Chair or BoG member during their two-year term, can complete their term.
3.2 PROCEDURE
Requests for DLP visits must be addressed by the local Chapter Chair to the CASS DLP Chair, who can approve the requests subject to the available budget. Travel expenses related to DLP trips will be reimbursed to the Distinguished Lecturers after they file an IEEE expense report to the CASS Executive Director. An e-copy of the expense report has to be sent to the CASS DLP Chair and the CASS Administrative VP for approval.
The awards procedures are administered by the Awards Committee Chair (ACC), who is appointed by the CASS President according to the CASS Bylaws each year, before January 15.
4.1 SOCIETY AWARDS
Society awards are: Van Valkenburg, Technical Achievement, Education, Meritorious Service, CAS Industrial Pioneer, Belevich (alternate years) and Chapter of the Year Awards. Prize paper awards are: Darlington, Guillemin-Cauer, Pederson, Young Author, TCSVT BPA and TVLSI BPA.
4.2 PROCEDURE
The ACC selects the sub-committee chairs for each of the society and prize paper awards. In order to meet the stringent timing of the award selection process, the President appoints the new sub-committee chairs in the first week of his/her term. The Darlington and Guillemin-Cauer awards should be considered as a joint effort and only one sub-committee chair is to be appointed. Typically, sub-committee chairs should be selected as follows:
- Society Awards (excluding the Chapter of the Year award): past recipients of the respective award.
- Prize Paper Awards: present and/or past EIC’s of the corresponding transactions.
4.2.1 Nominations
The deadline for nomination submissions is February 15. The sub-committee Chairs shall propose at least 2 persons (4 persons for the Guillemin-Cauer and Darlington awards) as members of the subcommittee. For prize papers, members should be chosen among the present/past editors or associate editors of the corresponding transactions or related publications. This list shall be submitted for approval to the ACC before the submission deadline.
Each sub-committee shall receive the complete nomination material (and references/endorsements, if applicable) of the related award and decide on the recipient within one month. The decision must be duly submitted in written form to the ACC. If less than three nominations are submitted, the award will not be given in that year. Self-nominations are excluded. If a sub-committee feels that none of the received nominations meet the high standards necessary for a given award, an award may not be given in that year. This must be duly motivated in written form to the ACC. The ACC will forward the final award decisions to the President who is responsible for informing the awardees and announcing the results to BoG.
4.2.2 Conflict of Interest
Members of each sub-committee cannot nominate nor endorse nominations for the award category they belong to (e.g. a member of the VLSI Transactions Best Paper Award, cannot nominate or endorse any proposal for a prize paper), nor can one of their papers be nominated for any awards of the same category.
4.2.3 Procedure
The ACC, or the ED on his/her behalf, will receive all nominations. Both will keep the nominations confidential. Nominations will not be accepted after the deadline. Preferably, the awards nomination procedure should be done using a web-based system. If so, the nomination web-system will be shut down after the deadline.
5.1 PETITION SIGNATURES
As specified by the CASS Constitution and Bylaws, CASS allows petition for BoG and ExCom nominations, the holding of certain meetings, the cancellation of certain meetings, etc. There is no limit for the number of signators per page or number of sheets in a petition.
5.1.1 Petitions for Nominations
All nomination petitions will include (1) the name of the CASS member being nominated and the position for which they are nominated, (2) the printed name and signature of each signator and (3) the IEEE number of the signator. Valid petitions for BoG and ExCom positions allowed in the CASS Bylaws require original signatures. Petitions submitted solely via e-mail and FAX, for example, are invalid. Only original petition signatures are accepted. For purposes of meeting deadlines, facsimile scans of signature pages may be submitted as e-mail attachments or via fax machines. The sheet of original petitions will be mailed to the Nominations Chair or his/her designee postmarked no later than the deadline.
The Nominations Chair will submit a list of all nominated candidates, listed as eligible and non-eligible, to members of the Nominations Committee.
5.1.2 Other Petitions
Petitions for other that nominations will include (1) a clear description of the matter being petitioned, (2) the authority for submitting the petition, (e.g. a CASS Constitution or Bylaw Article), (3) the printed name and signature of each signator and (4) the IEEE number of the signator. Only original petition signatures are accepted. The sheet of original petitions will be mailed to President or his/her designee.
5.1.3 Validation
The President, Executive Director, Administrative Vice President and, in the case of BoG and ExCom nominees, the Chair of the Nominations Committee, may scrutinize the validity of signatures. In cases of nominations, the same scrutiny will be applied to all nominees for a position. Invalid signatures will be deleted from the tally of signatures and, in no way, will diminish the count of those signatures deemed valid. In cases of controversy concerning the validity of a signature, a vote of the President, Administrative Vice President and , for nominations, the Nominations Chair, will be binding.
5.2 PARLIAMENTARIAN
The Parliamentarian advises the President and other officers, committees, and members on matters of parliamentary procedure and interpretation of the CASS Constitution, Bylaws and this document. The Parliamentarian's role is purely an advisory and consultative one - since parliamentary law gives to the President alone the power to rule on questions of order or to answer parliamentary inquiries. Accordingly, any appeal on a Parliamentarian ruling will be to the CASS President.
5.3 ELECTRONIC COMMUNICATION AND WEB PRESENCE
5.3.1 Conference Call or Web-Based Meetings
Members of the BoG or ExCom can participate electronically in meetings.
5.3.1.1 Notification
Those wishing to electronically participate in a meeting will so notify the ED ten days prior to the meeting. The ED will be responsible to facilitate such participation. At minimum, an audio connection allowing real time communication to those assembled and others electronically participating (e.g. a conference call over a speaker phone) is required.
5.3.1.2 Secret Ballots
Those participating in meetings electronically can designate a proxy prior to the meeting in writing. The proxy designee must be a voting member of the assembly. The proxy will vote in lieu of the electronically participating member (1) only on motions decided by secret ballots and (2) only concurrently with the participation of the electronically participating member.
If a written proxy is not submitted prior to the meeting, the electronic participant will not vote on secret ballots.
5.3.2 e-mail
5.3.2.1 Alias Lists
Coordination and maintenance of e-mail alias lists is the responsibility of the ED. At minimum, there will be alias lists for the BoG and ExCom. Other alias lists may be designated by the President.
5.3.2.2 Electronic Voting Results
When, in accordance to procedures in the CASS Bylaws, an e-mail vote is taken electronically, the President, when informing the body of the vote’s results, will identify the votes of all voting members.
5.3.3 Webmaster
The CASS web page will be maintained by the CASS Executive Director under supervision of the President.
5.3.4. e-Discussions
The use of electronic media (e.g. e-mail, discussion site, teleconferencing, wiki, etc.) is encouraged for discussing issues and proposals among the BoG members between meetings. In line with the facilities offered by IEEE, the CASS Executive Director under supervision of the President shall provide the infrastructure as needed. All electronic debate concerning sensitive personnel and volunteer matters is however discouraged.
All publications of CASS are under the jurisdiction of the CASS VP Publications.
6.1 EDITORIAL POLICY
The editorial policy and technical scope of the journals sponsored by CASS are determined by the Society, within the framework and policies established by the IEEE Publication Activities Board and the IEEE Board of Directors. Implementation of these policies shall be the responsibility of the Editor-in-Chief of the publication. To avoid financial penalties from IEEE, EIC’s will work to adhere to fiscal page budgets, approved by BoG in the preceding year on recommendation of the Publications Division, while simultaneously maintaining the high quality characteristic of IEEE publications.
6.1.1 Publication Criteria
6.1.1.1 Novelty and Quality
The major criteria for publication of manuscripts in the publications sponsored by the IEEE CASS shall be novelty and quality, based on the recommendation of the independent reviewers, and determined by the Associate Editor assigned to the manuscript.
6.1.1.2 Field of Interest
Using broad interpretation, EIC’s will adhere to the scope of interest for their magazine or transactions as approved by the BoG
6.2 ORIGINALITY OF SUBMISSIONS
6.2.1 Plagiarism
Authors are required to submit material that is original and that has not been published, or submitted for consideration, elsewhere. Authors who plagiarize the work of others--who copy the work of another without attribution or appropriate documented permission--shall be subject to sanctions by IEEE. Such behaviour not only constitutes a misdeed, but may be actionable by IEEE under the rules of Member Conduct. Instances of suspected or documented plagiarism shall immediately be brought to the attention of the Editor-in-Chief for notification to IEEE.
6.2.2 Duplicate Submissions
If authors have used their own previously published material as a basis for a new submission, they are required to cite the previous work(s) and very clearly indicate how the new submission offers substantively novel or different contributions beyond those of the previously published work(s). Duplicate submissions arise when a manuscript contains substantial parts of a previous publication or simultaneous submission of the same author(s) or when an entire manuscript exactly mirrors a second manuscript by the same authors submitted to another journal. Journal papers based on previous conference publications are not considered duplicate submissions. Duplicate submissions without citing an author’s previous work is subject to sanctions by CASS and by IEEE as listed below.
All manuscripts submitted to CASS discovered to be duplicate submissions shall be immediately rejected.
All authors (that is, any single, paired, or group of authors) of the duplicate submission(s) shall be prevented from submitting new manuscripts for the period of one year from the date of sanction.
Any manuscripts already under review by the Society by any of the authors of the duplicate submission(s) will have his/her/their manuscripts returned to them immediately, regardless of the stage of peer review. In this way, innocent co-authors will be not harmed by having their manuscript rejected; but the manuscript will automatically be classified as withdrawn from consideration by the society.
Identification of duplicate submissions shall be brought to the attention of the Editor-in-Chief and should be appropriately documented. Notification of sanction for duplicate submission shall be to the author(s) from the CASS VP Publications with copies to the Editor-in-Chief and the IEEE Vice President-Publication Activities.
6.3 Appeal of Editorial Decisions
Authors wishing to appeal the decision of an Associate Editor shall make a request, in writing, to the Editor-in-Chief. If the Editor-in-Chief believes that additional, independent review is warranted, the Editor-in-Chief may select independent reviewers. In the event the author(s) wishes to pursue the matter further, a decision will be made by the Vice President-Publications, with the advice and consent of the Publications Activities Division. This decision shall be communicated to the author by the Vice President-Publications. In the event of a challenge to review or publishing actions which cannot be resolved at the Society level, the IEEE Vice President of Publications shall be the IEEE officer with cognizance of the appeals process. An appeal of an editorial decision must be submitted within 60 days of final notification of the decision to the IEEE Staff Executive, Publications, who will acknowledge receipt of appeal and inform the IEEE Vice President of Publication Activities within 30 days. The IEEE Vice President of Publication Activities shall, within 30 days of receipt of a written appeal, determine whether the dispute merits a formal arbitration process. For arbitration, the Vice President of Publication Activities shall appoint an individual who shall, in consultation with all the parties to the dispute and with the assistance of knowledgeable members of the professional community, assess the merits of the dispute and recommend a resolution. The recommendation shall be presented to the IEEE Vice President of Publication Activities for review within 120 days of the receipt of the complaint. The decision, which shall be binding on the IEEE entity which is party to the dispute, shall be made within 15 days of the receipt of the recommendation by the IEEE Vice President of Publication Activities, and shall be reported to the IEEE Publication Activities Board.
6.4. Manuscript CASS.
All IEEE Transactions entirely sponsored by CASS will use Manuscript CASS.
Technical meetings, including Conferences, Symposia, and Expositions activities of the CASS, are conducted under the jurisdiction of the CASS VP Conferences.
7.1 IEEE MEETING RESOURCES
Meeting organizers are encouraged to consider the following services offered by IEEE.
- IEEE Travel <http://www.ieeetravelonline.org/> often gives flight prices better than commercially available - but may not be lower than some government contract rates.
- IEEE Concentrated Banking. <www.ieee.org/services/financial/treasury/concentration.html> allows managed centralized banking and easy conference closing of conference finances.
- IEEE Conference Management, <www.ieee.org/conferences/intro.html> assists with contract negotiation, meeting management and on-site help.
7.2. SANCTION OF TECHNICAL MEETINGS
Technical meetings shall require the following approvals in order to be held under the auspices of and/or with the support of CASS.
7.2.1 Publication Guide Adherence
All CASS Sponsored Technical Meetings, and all CASS co-sponsored meetings where all other co-sponsors are IEEE Societies or Councils, will adhere to procedures contained in the IEEE Meetings Organization Manual <http://www.ieee.org/organizations/tab/conforward.html> and the IEEE Conferences Best Practices Manual <http://www.ieee.org/organizations/tab/BestPract_1.html>. These include but are not limited to (a) a 15% to 20% projected surplus, (b) differential registration fees between IEEE and non-IEEE members, and (c) signatory authority on all bank accounts by two CASS volunteers (VP Conferences and Administrative Vice President) and the signature of the IEEE Staff Director - Financial Services or designee. Exceptions to this policy can be made with the majority approval of the President, Past President, President Elect and Vice President of Administration.
7.2.2 Criteria for New Conferences
7.2.2.1 New Sponsored or Co-Sponsored Conferences
New Conferences in which CASS is the sponsor or co-sponsor shall require the following clearances:
- Review by the CASS VP Technical Activities
- Approval by the Conference Activities Division, including approval of the proposed budget
- Budget review by the CASS Administrative Vice President
Subsequent notification shall be made to the cognizant Society Chapter Chair and IEEE Regional Section Chair.
7.2.2.2 New Technical Committee Workshops
New workshops sponsored or co-sponsored by one or more of the Society's Technical Committees or Chapters, or with other organizations shall require the following clearances:
(1) Approval by the cognizant Technical Committee(s).
(2) Approval by the Conference Activities Division, including approval of the proposed budget
Subsequent notification shall be made to the cognizant Society Chapter Chair and IEEE Regional Section Chair.
7.2.2.3 Meetings Having "Technical Cooperation" or "In Cooperation" Status
Technical meetings for which the Society provides no direct financial sponsorship shall require the approval of the Conference Activities Division. The Vice President-Conferences will subsequently read these actions into the minutes of the ExCom.
7.2.3 Ongoing or Repeating Technical Meetings
Technical meetings of any description in which the Society has previously participated require approval by the Conference Activities Division, which includes approval of the proposed budget. For ongoing or repeating technical meetings having "technical cooperation" or "in cooperation" status, approval of the Conference Activities Division shall be required for each instance of CASS participation. The Vice President-Conferences will subsequently read these actions into the minutes of the ExCom.
7.2.4 Report to BoG
The VP Conferences will report concerning all conferences with which CASS is associated to the BoG
7.3 CONFERENCE BUDGETS & CONTRACTS
7.3.1 Budget Adherence
Every technical meeting with sponsorship by CASS is expected to follow its budget. The meeting will discharge all of its debts and meet the surplus as committed in the original budget.
7.3.2 MOU’s AND CONTRACTS
All contracts and MOU’s between CASS with other organizations (e.g. meeting management and hotel contracts) must be approved by the Administrative Vice President with the advice of the ED.
7.3.2.1 Hotel Booking Agents
It shall be the policy of CASS not to use booking agents whose specific purpose is to engage hotel sleeping rooms on behalf of conferences, workshops, or other technical meetings, and who derive their income from direct payment or commission. When the meeting organizing committee believes an exception to this policy is warranted, a recommendation from the Conference Activities Division followed by the express, written approval of the ExCom shall be required.
7.4 MEETING ORGANIZATION COMMITTEE EXPENSES
No expenses for the meeting organization committee (e.g. travel, complimentary rooms, and registration waivers) are to be charged to the conference unless explicitly included in the conference’s approved budget.
7.5. CONFERENCE RECORDS
7.5.1 Adherence to Electronic Publication Criteria
All CASS conferences are required to adhere to IEEE’s electronic submissions as outlined on <http://www.ieee.org/organizations/pubs/confstandards/ >. Failure to do so will result in fees charged by IEEE for noncompliance.
7.5.2. IEEE Book Broker Revenues
7.5.2.1 Cosponsored and In-cooperation Meetings
In the event IEEE Book Broker wishes to purchase copies of the technical meeting record for a meeting co-sponsored by the CASS, or any meeting in which the Society's participation is less than that of full financial sponsor, it shall be the decision of the Vice President-Conferences, based on the history of sales of that title, to determine whether to commit the financial resources of CASS to share in the expense of purchasing and servicing the title, either solely by the Society, or in cooperation with other IEEE entities. The purchase price of the proceedings shall not exceed the actual cost for printing and shipping the copies. Should it be the recommendation of the Vice President-Conferences that a new title be purchased by Book Broker and the Society be required, alone, to bear the expense to purchase and service the title, the Vice President-Conferences is charged with negotiation of the purchase price with the technical meeting to minimize the financial exposure to the Society for products outside its direct control.
7.5.2.2. Ongoing and Repeating Technical Meetings
In the event IEEE Book Broker wishes to purchase copies of the technical meeting record for a meeting in which the level of sponsorship of the CASS remains the same as previous years, the purchase of such title by Book Broker shall be automatic, with no additional action by the Vice President-Conferences. The purchase price for the meeting record shall not exceed the actual costs for printing and shipping the copies.
In the event such meeting is sponsored by CASS, the manner of reporting Book Broker revenues shall be the same as in Section 7.5.2.1. In the event that the level of participation of the CASS in the technical meeting has changed, the Vice President-Conferences shall determine whether the Society will continue to participate as a "sponsor" of the title, based on the financial history of the title, and the Vice President-Conferences shall advise Book Broker of the Society's decision.
7.6 Conference Closing
Any technical meeting in which the Society has a financial participation that is an "approved" IEEE meeting shall meet the requirements of IEEE for speedy closing, and shall not incur penalties for late closure, except with the express, written permission of the Vice President-Conferences and the Vice President of Administration. Conferences should be scheduled to close within six months of the event, to avoid the fines that IEEE imposes on CASS for conferences that close late.
7.7 E-MAIL AND OTHER MAIL LISTS
All e-mail and postal mailing lists generated by technical meetings sponsored solely by CASS are solely owned by the Society and may be used only in conjunction with normal CASS sponsored activities, as approved in writing by the Society’s Executive Director. Such permissions will be given on a one-time-use-only basis and with the understanding that the technical meeting using the e-mail or postal mailing list will provide any modifications, additions, or deletions back to the Society, or its designated agent for e-mail or postal mailing lists, upon completion of the technical meeting. Further, should a cost be incurred by the Society’s designated agent for e-mail or postal mailing lists to provide said lists, the technical meeting may be charged a fee to cover those costs.
Financial matters are under the jurisdiction of the CASS Administrative Vice President. The following policies have been established to ensure volunteers and staff have a clear understanding of and shall carry out their responsibilities regarding the functions and administration of the financial aspects of CASS.
8.1 ASSET AND LIABILITY MANAGEMENT
Adherence to the policies in this section regarding Asset/Liability Management shall be the same inside and outside of the United States, except where local laws and regulations prohibit compliance. This compliance outside the United States should be to the maximum extent possible.
8.1.1 Asset Management
All CASS Geographic Units and Conference bank accounts must have the CASS Executive Director and Administrative Vice President as a signator thereon. It is the policy of IEEE that all bank accounts for IEEE Meetings provide for the signatures of at least two volunteers and the signature of the IEEE Staff Director - Financial Services or designee. The two volunteers are the CASS VP Conferences and Administrative Vice President. In countries where this policy is prohibited or otherwise cannot be practiced, a procedure can be approved by the CASS VP Conferences and Administrative Vice President that is in conformance with the intent of the policy to provide competent fiscal oversight of CASS accounts.
8.2 BUSINESS EXPENSE REPORTING
8.2.1 Travel Policy and Funds
It is CASS policy to reimburse reasonable, authorized travel expenses. This includes travel of Officers and Board Members to attend the meetings of the Executive Committee and Board of Governors, travel of Officers to represent the CAS Society at IEEE meetings, travel of CASS representatives to the meetings where they represent the CAS Society after authorization from the CASS President.
It is CASS policy to follow the IEEE guidelines for travel reimbursement as specified in the IEEE Finance Operations Manual. Reimbursable expenses include the direct travel (economy airfare, taxi/bus fare, car mileage) to and from the meeting place, and single-room lodging and meals (when not provided as part of the meeting) from the night before through the night after the meeting. Expenses not directly related to the meeting, such as conference registrations, phone calls, bar tabs, are not reimbursable. Exceptions to these rules, such as use of business class and above, must be approved in advance by the CASS President and IEEE; reasons considered include medical necessity. Volunteers are strongly encouraged to compare prices with those available via e-mail from IEEE Travel Service. Persons claiming reimbursement of travel expenses must send an IEEE expense report, with expense receipts, to the CASS Executive Director, and must send at the same time an e-copy of the expense report to the Administrative VP for him/her to grant approval within two weeks after receipt.
8.3 CONTRACTS WITH OUTSIDE VENDORS AND CONTRACTORS
All contracts or MOU’s between CASS with organizations or contractors external to IEEE must be approved by the Administrative Vice President with the advice of the ED.
9.1 THE CASS LOGO:  
The emblem of CASS will be protected by legal registration. The emblem, “CAS” and “CASS” is to be used only in connection with official business of CASS. The CASS emblem may be incorporated in the design of awards, or for similar purposes, provided that the total emblem is used without any modification.
9.2 INDEMNIFICATION
CASS Officers and BoG members will be indemnified by CASS when (1) CASS and IEEE Policy has been followed and (2) there is no associated criminal act.
9.3 CONTRACTS WITH OUTSIDE VENDORS
All contracts of CASS with all other organizations must be approved by the Administrative Vice President with the advice of the ED. For large contracts, consultation with IEEE advisory services is encouraged.
The following calendar serves as a guideline for actions normally practiced annually by CASS staff and volunteers.
| JANUARY |
|
Update web pages, databases, rosters for new year |
|
Order letterhead, envelopes, bus. cards for president |
|
Appointments of reps to various committees |
|
TAB Organization Roster due by end of month |
|
Poll BoG members for division preferences |
|
Circulate announcement after div. pref. are made |
|
Contact newly elected Fellows & request venue preference for certificate presentation |
~ January 15 |
Circulate award nominations announcement to all |
Last week in January |
Circulate reminder – awards nominations due Feb. 1 |
|
Finalize venue of first ExCom meeting |
|
Finalize contract & billing with hotel for ExCom mtg |
|
Request Excom to submit hotel reserv. (~2-3 weeks) |
|
Send Excom agenda items request (~2-3 weeks) |
|
Set P.O.s for current year, incl. EICs & other vendors |
|
Create Certificates of Appreciation |
|
Other misc. requests for the new year |
January - March |
Begin updating CAS Directory |
Jan – Feb |
Update DLP program |
| FEBRUARY |
1st |
Society Awards Nomination Deadline |
First week |
Prepare award nominations ‘packages’ |
|
Send award packages to Awards Comm Chair (at times Chair has requested they be directly sent to subcommittee chairs) |
|
Reminder regarding ExCom lodging |
|
Reminder regarding ExCom agenda items (usually 2-3 reminders) |
|
Set ExCom agenda, and distribute w/attachments |
|
Begin preparations for ~30 side meetings at ISCAS (several steps involved, and numerous reminders) |
February 15 |
Deadline for awards nominations. |
| MARCH |
|
Begin arrangements with ISCAS mtgs. hotel rep |
Early-mid month |
ExCom meeting |
|
Follow-up on action items from ExCom meeting |
|
Minutes due 3 weeks after ExCom meeting |
End of month |
Awards Comm Chair to provide recipient names |
| APRIL |
|
Request reports from Tech Comm Chairs |
|
Request BoG agenda items from officers |
|
Letter is sent to award recipients. They must indicate preference of venue where to receive award, and submit a W-8/9 form. |
|
Request certificates and plaques for awards |
|
Request checks for awards (must have W-8/9 forms) |
|
Certificates, plaques, checks either brought to or shipped to specified place indicated by conf. organizers (ISCAS, DAC, ICCAD or ECCTD) |
|
Prepare awards list for conference programs, Awards Comm Chair, President (various formats) |
Mid-month |
Call for BoG agenda items (2 weeks lead time) |
|
Reminder for agenda items – one week later |
|
Send all reminder to register for ISCAS with side meeting announcement |
|
BoG agenda items and attachment due, TC reports due |
| MAY |
~ 1st |
Circulate BoG/ExCom election announcement |
|
Start preparation of BoG agenda
(should be distributed 20 days prior to meeting – if any C&BL amendments, MUST be distributed 20 days prior to meeting) |
|
Begin final stages of ISCAS side meetings arrangements (finalize room assignments, menus, etc. with hotel) |
|
Send note to award recipients re: special seating |
|
Frame fellow certificates (request dummies in March) |
Mid-month |
Send reminder for BoG nominations |
|
Final reminder for BoG nominations – 1 week prior to due date of June 1st |
End of month |
Distribute ISCAS side meeting schedule to all |
|
BoG/ExCom meeting at ISCAS (Sunday prior to conf) |
| JUNE |
1st |
BoG Nomination deadline |
|
Prepare material (bios & position statements) to send to IEEE for ballot preparation
All petition nominations must be checked for member status (each endorser’s record) |
|
Send BoG election document to IEEE for preparation of ballots |
|
Proofread document after IEEE prepares typeset version |
|
Follow-up on BoG action items |
|
Minutes due 3 weeks after BoG meeting
(also minutes from ExCom meeting, if held at ISCAS) |
15th |
IEEE to send BoG election ballots to CAS members |
| JULY |
Beginning of month |
Send ExCom (officer) election nomination announcement |
|
Start preparations for Fall ExCom meeting |
Mid-month |
Request lodging requests for ExCom meeting |
|
Request ExCom agenda items (2-3 weeks prior) |
| AUGUST |
Beginning of month |
Send reminder re ExCom election nomination deadline |
|
Send rooming list to hotel for ExCom meeting |
Mid-month |
Distribute ExCom agenda with attachments |
|
Finalize arrangements at hotel for ExCom meeting |
End of month or early Sept. |
ExCom meeting |
| SEPTEMBER |
1st |
ExCom (officer) nomination deadline |
|
Compile bios and position statements for election ballot (request from candidates, if not provided) |
|
Send document to nomination chair for final slate |
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Send election document to IEEE |
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Proof document from IEEE & approve mailing |
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Minutes due 3 weeks after ExCom meeting |
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Begin preparation for November BoG meeting (announcement, schedule, hotel info, etc.) |
|
Begin hotel preparations for November meetings (BoG & other) |
| OCTOBER |
|
Order McCalla checks for ICCAD |
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Request BoG agenda items (send several reminders) |
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Finalize menus for November BoG & other meetings |
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Distribute BoG agenda and attachments, post on web |
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Prepare BoG documentation in hard copy for meeting & ship to hotel |
| NOVEMBER |
Beginning of month |
Announce ExCom & BoG election results |
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BoG/ExCom meeting at ICCAD (Sunday prior to conference) |
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Follow-up on BoG action items |
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Minutes due 3 weeks after BoG meeting |
| DECEMBER |
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Review various items with outgoing president |
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Review pending items with incoming president |
| ALL YEAR LONG |
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Update various web pages as information updates are requested |
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Manage Membership promotions |
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Manage Chapter activity requests |
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Manage Society promotional material requests |
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Update (web) Resolutions summary list as required |
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Maintain active roster DB |
11.1. CASS orientation seminar
In the beginning of the year, the Past President shall organize an orientation seminar (e.g., using telebroadcasting) covering operations of the IEEE and the CAS Society for the benefit of incoming members of the BoG.
Changes to this document can be made by a 2/3 (two thirds) vote of the CASS BoG present at a regularly scheduled BoG meeting.
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