IEEE Technical Activities Board Operations Manual

2.0 IEEE TECHNICAL ACTIVITIES BOARD (TAB)

(IEEE Bylaw I.304.7)
The IEEE Technical Activities Board shall be responsible to the Board of Directors for directing the advancement of the theory and practice, of electrical, electronics, communications and computer engineering, as well as computer science, and the allied branches of engineering and the related arts and sciences and technologies, and their application for the benefit of IEEE members worldwide and for the general public. TAB shall encourage and support its Societies, Councils, and Committees to develop and deliver to their global customers appropriate and timely intellectual property products, in either printed or electronic form, or through meetings on current or emerging technologies.

2.1 TAB OPERATIONAL PROCEDURES AND FUNCTIONS

As delegated by the IEEE Board of Directors, the Technical Activities Board shall interpret relevant bylaws and policies through organization arrangements, guidelines, and scopes, and shall develop policy relating to the IEEE program of technical activities. Relevant policy statements, rules and regulations, and procedures shall be published in the TAB Operations Manual for the guidance of all concerned.

As delegated by the IEEE Board of Directors, the Technical Activities Board shall establish operational procedures assisting the management and operation of the Societies and Technical Councils. The Technical Activities Board shall be responsible for developing its plans, schedules, and procedures. The Societies and Technical Councils shall operate in support of their assigned technical fields, as provided in their respective constitutions and field of interest statements. The Technical Activities Board through the TAB Chair may bring reports, recommendations, or other actions by the individual Societies and Technical Councils, the TAB Standing Committees, the TAB Ad Hoc Committees, and the Technical Activities Board, to the Board of Directors.

2.2 TAB MEMBERSHIP

(IEEE Bylaw I-304.7)
The Technical Activities Board shall consist of the Chair, who shall be the Vice President-Technical Activities; the immediate Past Chair; the Vice Chair, who shall be the TAB Vice President-Elect; the Society Presidents; the Technical Council Presidents; the ten Division Delegate/Directors; the TAB Treasurer; the Chair of the TAB Periodicals Committee; the Chair of the TAB/PSPB Products and Services Committee; the Chair of the IEEE Conferences Committee; and the Staff Secretary who shall serve without vote.
The Vice President – Technical Activities shall be elected by the eligible voting members of the IEEE who are also members of at least one society. The Society Presidents shall be elected in accordance with the bylaws of each respective Society. The Technical Council Presidents shall be appointed by the Board of Governors of each respective Council. The ten Division Delegate/Directors shall be elected in accordance with the IEEE Bylaw I-308. The TAB Treasurer shall be appointed by the Chair for a two-year term, with reappointment permissible for up to a maximum of six years. The Chair of the TAB Periodicals Committee shall be appointed by TAB for a two-year term. The Chair of the TAB/PSPB Products & Services Committee shall be appointed jointly by TAB and PSPB for a two-year term.
The Vice President-Technical Activities shall be ineligible to serve a second full term.

Any revisions to Technical Activities Board membership (IEEE Bylaw I-304.7) requires review and approval by the Board of Directors, using the process in accordance with IEEE Bylaw I-300.4(5).

2.3 TAB MEETINGS

Robert's Rules of Order (latest revision) shall be used to conduct business at meetings of the IEEE Technical Activities Board and committees thereof, unless specified otherwise by IEEE governing documents, resolutions of the IEEE Board of Directors, resolutions of the Technical Activities Board, or the TAB Operations Manual.

Number of TAB Meetings and Locations (PDF). The Technical Activities Board shall hold at least two meetings during the year. The locations for these meetings shall be according to the criteria set forth in IEEE Policies.

TAB Meeting Schedule Changes. Once scheduled, a meeting date or location may be altered or canceled only by a vote of a majority of all TAB members secured by or transmitted to the TAB Secretary not less than 20 days before the original date or the new date set for the meeting, whichever is the earlier. Notice of such approved change shall be distributed to all TAB voting members not less than ten days before the original or the new date of the said scheduled meeting, whichever is the earlier.

TAB Special Meetings. Special meetings of the Technical Activities Board may be called by the TAB Chair or by 20% of TAB voting members on notice to all other TAB members. Notice of such special meetings, giving the time and place of meeting, the purpose of the meeting, and the names of the TAB voting members calling the meeting, shall be distributed to all TAB members not less than 20 days before the date set for the special meeting.

Actions Without Meeting.

(IEEE Bylaw I-300.3)
Unless otherwise provided in the Certificate of Incorporation, the Constitution, the Bylaws, or the Not-for-Profit Corporation Law of the State of New York, any action required or permitted to be taken by the Board of Directors, the Executive Committee, the Major Boards, the Standing Committees and any other board or committee reporting directly to the Board of Directors may be taken without a meeting if all members of the Board or Committee vote unanimously on the action, with the vote to be confirmed promptly in writing. The written confirmation shall be filed with the minutes of the proceedings of the Board or Committee.

Meeting Alternatives. The IEEE Technical Activities Board and TAB organizational units may conduct meetings other than in person provided that (1) there is unanimous consent of all members of the organizational unit as to the procedure for debate, (2) there is unanimous consent of all voting members as to the voting procedure and (3) all persons participating in the meeting are able to hear each other at the same time. Given these conditions, normal TAB meeting procedures will apply. All actions shall be ratified at a duly constituted meeting.

Notices of Meetings. Notices of meetings and any other documents required to be sent to TAB members pursuant to provisions of the IEEE Constitution, IEEE Bylaws, IEEE Policies, and this TAB Operations Manual shall be sent by such routings as shall ensure prompt delivery.

2.4 ALTERNATES AT TAB MEETINGS

No Member of TAB may hold more than one TAB voting position simultaneously.
Alternates may attend TAB meetings in place of their respective Society or Council (S/C) President should the President be unable to attend the meeting. The IEEE Board of Directors shall approve the list of alternate positions and grant voting privileges in advance of attendance at meetings. The list shall normally be approved at the IEEE Board of Director's last regularly scheduled meeting of the year.
A S/C may send a representative to a TAB meeting not indicated on the approved alternate list; however, this individual shall not have voting privileges.

2.5 TAB/COMMITTEE AGENDAS AND MINUTES

TAB/Caucus Agenda Item Submission. Proposed TAB Agenda items should be submitted electronically to Communications and Committee Operations along with a cover sheet summarizing the proposed item. Committee Operations will then forward the request to the TAB Chair and the TAB Management Committee for review and approval. Proposals submitted for revision of the TAB Operations Manual, an IEEE Bylaw or Policy, shall be sent to TAB members at least 4 weeks prior to the scheduled TAB meeting.

Guidelines for submissions are as follows:
1. Action Items. Proposed action items require a summary of the item and the reason for its submission. Supporting documentation shall also be provided. Financial implications to TAB must be included in every motion.
2. Discussion Items. Discussion items require a summary of the item, its reason for submission and questions to be resolved in discussion. Supporting documentation shall also be provided.
3. Information Items. Information items require purpose and documentation whenever possible.

TAB Minutes. Minutes of all TAB meetings shall be archived by the Secretary or his/her designee. Minutes shall record concise attendance at the meeting, the substance of all discussions and any actions taken, but need not be in the nature of a verbatim transcript.
Highlights of TAB meetings are provided in the IEEE Society Sentinel normally within two weeks after a TAB meeting.

TAB Committee Meeting Minutes. At each meeting of a TAB committee, minutes/summaries or highlight reports of the meetings shall be prepared by the Chair of the particular Committee and the assigned staff support for that Committee. Minutes/Summaries and highlight reports shall record concise attendance at the meeting, the summary of actions taken & substance of all discussions, but need not be in the nature of a verbatim transcript.

2.6 TAB FORUMS

TAB Caucus. There shall be a TAB Caucus comprised of members of TAB. The TAB Caucus shall provide a forum for discussion of issues important to TAB, prepare for the TAB meeting by identifying items to be placed on the TAB consent agenda and gain consensus and prepare motions as necessary. Prior to the scheduled meeting, the TAB Management Committee will determine the priority of items for the Caucus Agenda.
At the beginning of the scheduled Caucus, participants should agree on the proposed agenda items.
The TAB Caucus is also a forum for candidate presentations, in order to prepare for elections that need to take place during the Presidents' Forum, Division Directors Forum, or the TAB meeting. The candidate presentations and any necessary questions, answers and discussions shall be done in the Caucus prior to the respective elections.
(refer to Section 8 - TAB Nominations and Appointments process for election details).

Presidents' Forum. There shall be a Presidents' Forum comprised of the incumbent Society and Technical Council Presidents' and the TAB Vice Chair who shall serve as Chair.
The Forum shall be for discussion of items of interest or concern to the IEEE Society/Council Presidents, as well as holding elections for various TAB committee positions specified in Section 8 of this manual. The Forum shall report to TAB on its selection of individuals to serve on the TAB Finance Committee, and TAB Management Committee. Society/Council Presidents may also recommend items to be placed on the TAB Consent Agenda. Votes for these items will be restricted to members.
Division Directors are invited to attend this meeting.

Division Directors' Forum. There shall be a Division Delegate/Directors' Forum, comprised of the incumbent Division Directors and the IEEE Vice President - Technical Activities, who shall serve as Chair.
The Forum shall be for discussion of items of interest or concern to Division Directors as well as for holding elections and making appointments for various TAB committee positions. The Forum shall report to TAB on its selection of individuals to serve on the TAB Periodicals Committee, TAB/PSPB Products & Services Committee and the IEEE Conferences Committee.

Technical Activities Board Meeting. There shall normally be three TAB meetings each year.
The TAB meeting shall normally be held after the TAB Caucus and Presidents' Forum, and Division Directors' Forum. The TAB Consent Agenda is approved at the beginning of the TAB meeting.

2.7 TAB OFFICERS AND ROLES
The officers of the IEEE Technical Activities Board shall be the IEEE Vice President - Technical Activities, who serves as the TAB Chair, the immediate Past TAB Chair, the TAB Vice Chair, and the TAB Treasurer. The TAB Secretary, as designated by the IEEE Executive Director, shall be the Managing Director of the Technical Activities Department, who shall serve as an ex-officio member without vote.

IEEE Vice President, Technical Activities/Chair, IEEE Technical Activities Board:

Functions. The functions of the Vice President - Technical Activities shall be to:
(a)    Serve as the highest volunteer officer responsible for the technical activities of the IEEE,
(b)    Serve on the IEEE Board of Directors and the IEEE Executive Committee,
(c)    Serve as Chair of the IEEE Technical Activities Board,
(d)    Oversee the staff operation in support of technical activities.
(e)    Represent the IEEE as an elected official.
(f)     Represent the IEEE in its technical areas and also on behalf of the IEEE President whenever requested.
(g)    Serve as the coordinator for all technical entities of IEEE.

Duties and Responsibilities. The duties and responsibilities of the Vice President - Technical Activities shall be to:
(a)    Preside over the meetings of TAB, TAB Management Committee and the Division Directors' Forum.
(b)    Attend all meetings of TAB, the TAB Caucus, the IEEE Board of Directors, the IEEE Executive Committee, the Division Directors' Forum, the TAB Management Committee and the TAB Strategic Planning Committee.
(c)    Make appointments to TAB related Committees, other OU Committees and OU's as appropriate.
(d)    Recommend administrative changes to Society/Council (S/C) Constitutions and Bylaws to be placed on the TAB agenda.
(e)    Inform TAB of important IEEE Board of Directors and IEEE Executive Committee matters.
(f)    Act as a voting member of the TAB Strategic Planning and the TAB/MGAB Visits Program.

Qualifications . The qualifications for the Vice President, Technical Activities (TAB Chair) shall be as follows:
(a)    Be an IEEE Senior Member or Fellow and a Member of at least one Society.
(b)    Must be able to commit a significant amount of time to the position.
(c)    Should have the support of that person's employer in meeting the obligations of the position.

Vice President-Elect/Vice Chair, IEEE Technical Activities Board:

Functions. The functions of the TAB Vice President-Elect/Vice Chair of TAB shall be to:
(a)    Assist the Vice President, Technical Activities as a representative of the IEEE in its technical areas.
(b)    Assist the Vice President, Technical Activities in the coordination of all technical entities of the IEEE.
(c)    Report administratively to the Vice President, Technical Activities.
(d)    Serve as the Vice Chair of TAB.

Duties and Responsibilities. The duties and responsibilities of the TAB Vice President-Elect/Vice Chair of TAB shall be to:
(a)    Preside over the meetings of the Presidents' Forum.
(b)    Preside over the meetings of the TAB Strategic Planning Committee (SPC).
(c)    In the absence of the TAB Chair, preside over the meetings of TAB and the TAB Management Committee.
(d)    Assist the TAB Chair by carrying out additional ad-hoc assignments.
(e)    Assure that issues in appropriate areas are brought to the attention of TAB and the IEEE as a whole if judged appropriate.
(f)     Attend all meetings of TAB, Presidents' Forum, TAB Caucus and the TAB Management Committee.
(g)    Serve as a non-voting member of the TAB Nominations and Appointments Committee.

Qualifications. The qualifications for the Vice President-elect, Technical Activities (TAB Vice-Chair) are the same as the qualifications for the Vice President, Technical Activities. See Section 2.7.A.3.

Immediate Past Chair, IEEE Technical Activities Board:

Functions. The functions of the Immediate Past Chair, TAB shall be to:
(a) Assist the TAB Chair as a representative of the Institute in its technical areas.
(b) Report administratively to the Vice President, Technical Activities.

Duties and Responsibilities.   The duties and responsibilities of the Immediate Past Chair of TAB shall be to:
(a)    Preside over the meetings of the TAB Nominations and Appointments Committee.
(b)    Act in the following TAB Committees:
  - TAB Management Committee
  - TAB Strategic Planning Committee

Qualifications. The qualifications for the Past President, Technical Activities (TAB Immediate Past Chair) are the same as for the TAB Chair. See Section 2.7.A.3.

TAB Treasurer:

Functions. The functions of the TAB Treasurer shall be to:
(a)    Serve as the chief financial officer of the IEEE Technical Activities Board.
(b)    Oversee the sound financial management of S/Cs and TAB funds.
(c)    Oversee compliance with IEEE Policies and procedures in all financial matters relating to TAB and TAB Standing Committees.
(d)    Serve as a voting member of TAB and the TAB Management Committee.
(e)    Report administratively to the Vice President, Technical Activities.

Duties and Responsibilities. The duties and responsibilities of the TAB Treasurer shall be to:
(a)    Preside over meetings of the TAB Finance Committee.
(b)    Oversee the development of the TAB budget and review the budgets of appropriate TAB entities.
(c)    Approve expenditures as necessary and appropriate, along with the TAB Finance Committee.
(d)    Attend all meetings of TAB and the TAB Management Committee and report on the progress and activities of the TAB Finance Committee.
(e)    Present a summary of financial impact of actions taken at each TAB meeting.
(f)     Serve as a voting member on the IEEE Finance Committee.

Qualifications. The qualifications for the TAB Treasurer include the following:
(a)    Must be of IEEE Member grade or higher.
(b)    Must be able to commit a significant amount of time to the position.
(c)    Should have the support of that person's employer in meeting the obligations of the position.
(d)    Should have some background in financial management.

TAB Secretary:

Functions. The Managing Director, Technical Activities shall be the TAB Secretary, as designated by the IEEE Executive Director. The functions as TAB Secretary shall be to:
(a)    Serve as an ex-officio nonvoting member of TAB and serve on other bodies as appropriate.
(b)    As Managing Director, Technical Activities, serve as the Chief Technical Staff Executive in areas related to the technical functions of the Institute.
(c)    Organize, direct, and guide Technical Activities Staff operations in support of TAB.

Duties and Responsibilities. The duties and responsibilities of the TAB Secretary shall be to:
(a)    Be responsible for logistical and administrative support of TAB and its Committees.
(b)    Assist the TAB Chair in determining the administrative needs of TAB and its entities and assure that those needs are met.
(c)    Advise appropriate entities of TAB actions and plans.
(d)    Attend appropriate meetings of S/C AdComs to enhance their interface with TAB and IEEE staff.

2.8 TAB MEMBERS AND ROLES
Following are the functions, responsibilities and qualifications for the members of the IEEE Technical Activities Board.

Division Director. There are ten (10) TAB Division Directors with functions and duties as follows:

Functions. The functions of a Division Director shall be to:
(a)   Serve as a member of the IEEE Board of Directors
(b)   Serve as a member of the IEEE Assembly
(c)   Serve as a member of the Technical Activities Board
(d)   Serve as a member of the TAB New Technology Directions Committee (NTDC)
(e)   Serve as a member of the Division Directors' Forum
(f)    Chair the Division Nominating Committee of his/her Division

Duties and Responsibilities. The duties and responsibilities of a Division Director shall be to:
(a)   Attend all IEEE Board of Directors Meetings. In this capacity he/she is expected to serve the best interests of IEEE as a whole.
(b)   Attend all meetings of the IEEE Assembly.
(c)   Become familiar with the IEEE governing documents (IEEE Constitution, IEEE Bylaws, IEEE Policies, TAB Operations Manuals, etc.).
(d)   Attend all TAB Meetings, TAB Caucuses, Division Directors' Forums, and other meetings as required.
(e)   Assist the TAB Chair and the IEEE Board of Directors by carrying out additional ad-hoc assignments.
(f)    Help the TAB NTDC identify relevant new technologies and develop them within TAB.
(g)   Form the Division Nominating Committee, in consultation with the constituent Societies & Councils (S/Cs), and ensure that the nomination process, as specified in Section 8 of the TAB Operations Manual, is followed. Inform potential Divisions Director candidates of the functions, duties and qualifications of a Division Director.
(h)   Appoint Division representatives to other Organizational Units (OUs) as required. These appointments shall be made in a timely manner.
(i)    Engage with the S/Cs of his/her Division:
      (1)     Attend at least one Administrative Committee (AdCom) Board of Governors (BoG) meeting of each S/C during his/her term of office.
      (2)     Facilitate communication and cooperation among the S/Cs in his/her own division and help resolve any conflicts.
      (3)     Determine Division S/C needs and help them to develop strategic plans which are consistent with IEEE and TAB policies; ensure they receive due consideration in TAB.
      (4)     Reinforce compliance of the S/Cs with the IEEE Policies and TAB policies. Ensure matters of importance to successful S/C operation are carried out in an effective and timely manner, such as reports, conference closures, publication activities, etc.
(j)   Facilitate communication, cooperation and problem resolution across IEEE.
      (1)     Communicate needs, concerns, and actions between TAB and the IEEE Board of Directors.
      (2)     Promote communication and cooperation among S/Cs across TAB. Cooperate with other Division Directors to resolve conflicts across Divisions.
      (3)     Expedite problem resolution involving S/Cs and TAB across IEEE.
     (4)     Promote cooperation among S/Cs in his/her Division and the Regions.
      (5)     Promote technical activities at the regional level of the S/Cs in his/her Division.

Qualifications. The qualifications for a Division Director shall include the following:
(a)   Must be a Senior Member or Fellow grade member in good standing of the IEEE, and a member of at least one Society in the Division.
(b)   Normally, should have had experience as a S/C President.
(c)   Must be able to commit a significant amount of time to the position. This involves preparing for and attending three OU series per year, (typically four days each plus travel time, each including TAB, Board of Directors, and committee meetings); participating in (and preparing for) possible other committee meetings, teleconferences and retreats; and reviewing frequent related e-mail, mail, and web postings such as agenda items, reports, and e-mail discussions.

(Information relating to a Division Director-Elect can be found under 2.9.A).

Society President. The functions, duties, responsibilities and qualifications of the Society Presidents are as follows:

Functions. The functions of the President of an IEEE Society shall be to:
(a) Serve as the highest elected official of the Society and
(b) Be responsible for the Society administration.
(c) Serve as the Society's representative on TAB.
(d) Determine the needs of the Society's members and advise TAB and the IEEE of specific Societal concerns.

Duties and Responsibilities. The duties and responsibilities of an IEEE Society President shall be to:
(a)  Develop the agenda for and preside over all meetings of the AdCom/BoG.
(b)  Attend all TAB meetings.
(c)  Serve as the communications link between the S/C and the TAB Officers, Division Directors and the Technical Activities Department of the IEEE.
(d)  Make recommendations to the AdCom for appointments to AdCom Standing Committees and Technical Committees as appropriate.
(e)  Provide counsel for and directly participate in the planning and activities associated with Society conferences.
(f)   Support and encourage a continuing Society membership growth program.
(g)  Assist and endorse Society publications through the Society Newsletter and Transactions.
(h)  Encourage growth in the number of Chapters and oversee the services provided to them.
(i)   Oversee that the Society operates in compliance with its governing documents. (constitution, bylaws, operating procedures).

Qualifications. The qualifications for a Society President include the following:
(a)   Must be of IEEE Member grade or higher.
(b)   Must be able to commit a significant amount of time to the position.
(c)   Should have the support of that person's employer in meeting travel, telephone and secretarial expenses.

Technical Council President. The functions, duties, responsibilities and qualifications of the Technical Council Presidents are as follows:

Functions. The functions of the President of an IEEE Technical Council shall be to:
(a) Coordinate all activities of the Council through the Administrative Committee (AdCom) and carry out orders and resolutions of membership and appropriate IEEE bodies.
(b) Represent the Council at TAB meetings.

Duties and Responsibilities. The duties and responsibilities of the President of an IEEE Technical Council shall be to:
(a) Establish and appoint officers to special ad hoc committees.
(b) Ensure that the interests of the Council are well represented within the IEEE.

Qualifications. The qualifications for a Technical Council President include the following:
(a)   Must be of IEEE Member grade or higher.
(b)   Must be able to commit a significant amount of time to the position.
(c)   Should have the support of that person's employer in meeting time commitments.

TAB Standing Committee Chair. The functions, duties and responsibilities, and qualifications of TAB Standing Committee Chairs are as follows:

Functions. The functions of a TAB Committee Chair shall be to:
(a)   Chair the Committee, in accordance with the Committee Charter.
(b)   Represent the Committee on TAB, if so specified in the Committee Charter.
(c)   Report administratively to the Vice President, Technical Activities or the appropriate TAB Committee Chair.
(d)   Serve as a member of TAB, if so specified in the IEEE Bylaws.

Duties and Responsibilities. The duties and responsibilities of a TAB Committee Chair shall be to:
(a)   Establish subcommittees and ad hoc committees as needed.
(b)   Call and preside over meetings of the Committee. Work with staff to develop agendas.
(c)   Recommend to TAB proposed changes to the Committee Charter to ensure it meets current needs and objectives.
(d)   Carry out other tasks assigned to the Committee by TAB, the Vice President, Technical Activities, or the appropriate TAB Standing Committee.
(e)   Bring appropriate Committee items to the attention of TAB or the responsible TAB Standing Committee.
(f)    Report status of Committee activity to TAB or the responsible TAB Standing Committee.
(g)   Prepare and present Committee budgets as needed.
(h)   Approve Committee expenditures, and forward to Technical Activities Department.
(i)    Participate at TAB or Standing Committee meetings, if appropriate.

Qualifications. The qualifications for a TAB Committee Chair include the following:
(a)   Must be of IEEE Member grade or higher.
(b)   Previous experience as a member of the Committee is preferable.
(c)   Must be able to commit a significant amount of time to the position.
(d)   Should have the support of that person's employer in meeting the obligations of the position.

2.9 INCOMING TAB MEMBERS AND ROLES

Division Director-Elect. The Division Director-Elects have functions and duties as follows:

Functions. The Division Director-Elect is expected to learn the duties, responsibilities, and context of a Division Director prior to assuming that position. It is expected that he/she will take on an assignment to a committee with responsibility outside of his/her home OU.

Duties and Responsibilities. The duties and responsibilities of a Division Director-Elect shall be to:
(a)    Attend all TAB Meetings, TAB Caucuses, Directors' Forums and other meetings as necessary.
(b)    Attend all IEEE Boards of Directors meetings as necessary.
(c)    Become familiar with the S/Cs in the Division.
(d)    Attend at least one Region meeting per year, as approved by the Division Director.
(e)    Assist the Division Director in serving the best interests of IEEE.

2.10 VOLUNTEER RESPONSIBILITIES AND THE IEEE CODE OF ETHICS
Volunteers carry out a very wide range of duties and responsibilities on behalf of IEEE. All volunteers, particularly leaders, are required to acquaint themselves appropriately with IEEE Policies, Procedures, and Practices. Each year, all members affirm their intention to adhere to the IEEE Code of Ethics. This Code also applies to nonmembers who are serving the IEEE in some capacity. The Code addresses in concise terms ethical issues encountered in professional engineering activity. Beyond this, there is also an obligation for volunteers to abide by the spirit of the Code, especially in respect of Articles 2, 7, 8, 9, and 10.

Conduct as an Officer or a Member of an IEEE Board or Committee. Volunteers are expected to contribute to IEEE activities in a co-operative and constructive manner, to ensure that the best possible use is made of the time available, given that volunteers are usually able to offer IEEE their time and effort very sparingly. Meetings should be strongly focused on the business laid out in the agreed agenda, and not be impeded by irrelevant interventions. The Chair has the prime responsibility for the conduct of the meeting, but the co-operation of all members present are also important factors in ensuring that the business is conducted in a fair and harmonious manner.

Conflict of Interest. A common misunderstanding about “conflict of interest” is that it only applies where an individual attempts to obtain some monetary advantage by virtue of being an office holder. A broader view of the concept applies to any situation where some kind of advantage or privilege is being sought through the exercise of authority granted to an office holder. The guiding principle for volunteers is to follow IEEE Polices, Procedures, and Practices, and be seen by their peers to be acting ethically in their decision-making.

Acceptance of Position Obligations. Election or appointment of a volunteer to a position, such as a Board or Committee chair or member, Society or Technical Council Officer, etc., implies that there is an expectation that that person will be willing and able to undertake assigned duties and, if appropriate, to attend the meetings of the organizational unit. Accepting a position also requires that the volunteer is adequately prepared for the meetings, that agenda papers are read beforehand, and any items from the previous meeting requiring action are properly followed up. If a person is unable to perform these or other assigned duties, the expected result is a resignation from the position.

Transfer of Position. An orderly and regular turnover of Board or Committee membership, including that of the officers or editors, should be a routine feature of IEEE volunteerism. It ensures a healthy flow of new blood and invigorates all IEEE Organizational Units. Sections of this document define the terms of office for TAB volunteers and the procedures for their election or appointment. It is the responsibility of the TAB Chair and the TAB Management Committee to ensure that these practices are followed. It is a duty of all TAB Officers, TAB Committee Chairs, and S/C Officers, to transfer all documents and other resources necessary for their successors to carry out their work effectively.

Legal Aspects. In the event that a legal issue arises, close adherence to the IEEE Code of Ethics, as well as IEEE Bylaws, Policies, Procedures, and Practices, provides a measure of protection to both IEEE and to individual members.
The IEEE Code of Ethics cannot, and does not, attempt to define in a comprehensive manner how IEEE volunteers should conduct themselves in their service on behalf of the IEEE, but it provides a sound basis on which high ethical standards can be established.
(See also the IEEE Code of Ethics, IEEE Policy 9.9 – Conflict of Interest.)

2.11 PROCESS FOR HANDLING MEMBER/VOLUNTEER COMPLAINTS

A. Complaints and Inquiries. Complaints and inquiries concerning problems among individuals involved in the technical activities within IEEE may be submitted directly to TAB or may be referred to TAB by the IEEE Ethics and Member Conduct Committee (EMCC).Individuals submitting complaints directly to TAB shall be IEEE members or Society Affiliates in good standing, and documentation of the complaint shall be submitted to the Managing Director, Technical Activities, or that person's designee. The documentation shall include the names of the TAB volunteers, IEEE members, or Society Affiliates whose conduct is under concern, a statement which states with reasonable specificity the alleged problem, identification of any documentation or material upon which the complaint is based, plus the name and signature of the person who is submitting the complaint is based, plus, the name and signature of the person who is submitting the complaint. The complaint shall include any materials or documentation that are thought relevant for consideration and review by TAB.

Requests for advice and assistance to resolve issues regarding ethical questions or disputes among Societies, Technical Councils, and/or TAB Organizational Units, may be submitted directly to the Chair, TAB Ethics and Conflict Resolution Committee (ECR), with an information copy sent to Managing Director, Technical Activities, or that person’s designee.

B. Tracking and Reporting of Complaints. The Managing Director, Technical Activities, or that person’s designee, shall be responsible for maintaining a system for logging and tracking of complaints and for providing regular reports, as appropriate but at least once per year, to TAB and TAB Management Committee of complaints/inquiries and their disposition.

C. Disposition of Compliants. The Managing Director, Technical Activities, or that person's designee, in consultation with the TAB Chair, shall characterize the complaint or inquiry, and arrange for its dispotision as follows:

1. If the complaint addresses a fiduciary problem, the case shall be forwarded to the Director of IEEE Operations Audit for review. The complainant shall be notified about TAB’s action.

2. If the complaint concerns misconduct with respect to a publication, the case shall be forwarded to the responsible editor. If the complaint concerns the editor, the case shall be forwarded to the volunteer who provides oversight of those editorial activities. The complainant shall be notified of TAB’s action. Handling of publication-misconduct complaints shall follow the processes specified in the PSPB Operations Manual.

3. If the inquiry can be answered without further processing, the Managing Director, Technical Activities, or that person’s designee, shall arrange for an appropriate volunteer or Staff member to respond to the complainant and shall apprise the TAB Chair about this action.

4. If the complaint or inquiry is from an IEEE member and involves an allegation of that another IEEE member has violated the IEEE Code of Ethics, it shall be forwarded to EMCC for action/adoption. The complainant shall be notified of TAB’s action.

5. If EMCC did not refer the complaint to TAB and if the complaint can be handled by an IEEE Society or Technical Council, the case shall be forwarded to the President or Executive Director of the Society or Technical Council. The complainant shall be notified about TAB’s action. The case shall be subject to investigation, decision and action by the Society or Technical Council in accordance with the complaint/dispute resolution process in Section 2.11.E.

6. All other complaints shall be subject to investigation, decision, and action by TAB in accordance with the complaint/dispute resolution process in Section 2.11.D.

D. Complaint/Dispute Resolution Process. The following basic process shall be used in resolving TAB-related complaints and disputes.

1. Request for Non-Binding Mediation. If the involved individuals request advice and assistance to resolve issues regarding ethical questions or disputes among Societies, Technical Councils, and/or TAB Organizational Units, the Managing Director, Technical Activities, or that person’s designee, shall forward the request to the Chair, TAB Ethics and Conflict Resolution Committee (ECR). The TAB Management Committee shall be informed about this transaction. The ECR will provide a process for resolving the issues by adhering to the following.

a. The mission and function of ECR is to provide a non-binding mediation process for the participants. The Committee cannot impose a decision on the participants in matters brought before the Committee. The situation shall be between the participants, and all outcomes shall be consensual.

b. Involvement by ECR in any particular matter shall not preclude additional action by (1) other Boards, or Committees, or Officers of IEEE having jurisdiction over the matter presented (including the IEEE Audit Committee or the IEEE Ombudsman), or (2) the EMCC in response to a validly filed complaint.

c. The Committee shall not get involved in work-place (i.e., employment) disputes or other matters external to IEEE.

d. While the functioning of ECR is not generally conducted in a public forum, the processes that the Committee follows are not confidential and participants in matters before the Committee shall not expect confidential treatment.

e. The ECR Chair shall report the results of each case to the TAB Chair, to the TAB Management Committee, and if appropriate to TAB. The ECR can share information presented to it with other Boards or Committees within the IEEE.

f. TAB Chair shall confirm the mediation result with the involved Organizational Units, and request acknowledgement of compliance.

2. Complaints Not Involving Mediation.

a. During the handling of a complaint, the contents of the complaint, identity of the persons involved, and the scope of the inquiry shall remain confidential to the extent practicable, consistent with the need for information and expeditious review.

b. The Managing Director, Technical Activities, or that person’s designee, shall confirm via written correspondence to the complainant and accused acknowledging the receipt of the complaint and, if necessary, requesting additional information.

c. The complaint along with all relevant information shall be assembled and presented to the TAB Chair for review and handling.

d. The TAB Chair can appoint up to three current or past members of TAB as an ad hoc committee for the purpose of investigating the complaint and formulating advice and recommendations. Members of this ad hoc committee shall not have any relationship with the complaint. The ad hoc committee will be assisted by Staff members who are not involved in the complaint. The ad hoc committee shall only report to the TAB Chair.

e. Utilizing the assembled relevant information and, if appropriate, the report of the ad hoc committee, the TAB Chair shall formulate a course of action. The TAB Chair, using written correspondence, shall notify the accused of the action that is being considered and offer the named individual(s) the opportunity to respond within 30 days to the proposed action.

f. No sooner than 30 days after notifying the individual(s) named in the complaint, the TAB Chair will issue a final determination of action(s) to be taken. The decision of the TAB Chair is final and not subject to further appeal.

The TAB Chair shall notify the complainant and accused of the final decision by written correspondence, including any correction actions and requested compliance agreements. The TAB Chair’s notification to the complainant shall not solicit the filing of a complaint. The Chair shall also inform the EMCC about the final decision in the case of a referral.

g. If the complainant is an IEEE Member and believes ethics issues still remain, the complainant may bring the case to the IEEE EMCC.

3. It shall be the goal of TAB to complete the complaint resolution process for a particular complaint within six months of receipt.

E. Society or Technical-Council Complaints/Dispute Resolution Process. The following basic process shall be used in resolving complaints and disputes handled by Societies and Technical Councils.

1. During the handling of a complaint/dispute, the contents of the complaint/dispute, identity of the persons involved, and the scope of the inquiry shall remain confidential to the extent practicable, consistent with the need for information and expeditious review.

2. The S/C President or Executive Director, or their designee, shall confirm via written correspondence to the complainant and accused acknowledging the receipt of the complaint/dispute and, if necessary, requesting additional information. In case the S/C President is involved in the complaint, the most immediate Past President, who has no relationship to the case, shall assume the President’s role in the resolution process.

3. The S/C President shall review the complaint/dispute along with all relevant information then determine handling.

4. The S/C President can appoint up to three current or past members of the S/C administrative body as an ad hoc committee for the purpose of investigating the complaint/dispute and formulating advice and recommendations. Members of this ad hoc committee shall not have any relationship with the complaint or dispute. The ad hoc committee shall only report to the S/C President.

5. Utilizing the assembled relevant information and, if appropriate, the report of the ad hoc committee, the S/C President shall formulate a course of action. The S/C President, using written correspondence, shall notify the accused of the action that is being considered and offer the named individual(s) the opportunity to respond within 30 days to the proposed action.

6. No sooner than 30 days after notifying the individual(s) named in the complaint, the S/C President will issue a final determination of action(s) to be taken. The decision of the S/C President is final.

The S/C President shall notify the complainant and accused of the final decision by written correspondence, including any correction actions and requested compliance agreements. The S/C President’s notification to the complainant shall not solicit the filing of a complaint. The S/C President shall also inform the TAB Chair about the final decision in the case of a referral from TAB.

7. If the complainant is an IEEE Member and believes ethics issues still remain, the complainant may bring the case to the IEEE EMCC.

8. It shall be the goal of the S/C to complete the complaint resolution process for a particular complaint/dispute within three months of receipt. The S/C President shall inform the TAB Chair if the complaint/dispute could not be resolved within this time.

2.12 TECHNICAL ACTIVITIES STAFF SUPPORT

The IEEE Technical Activities Department provides staff support to the IEEE Technical Activities Board and its Committees. S/C Presidents and Division Directors do not normally receive direct support; however, Committee Operations can assist them with requests, based on availability.

Basic society function support is provided by the Technical Activities staff. Individual support is provided by dedicated staff, such as the Executive Directors, who are paid by the respective S/C's. The Finance, Publications and Conference department staffs administer Technical Activities services as needed in their specific areas. Support for TAB is provided by Communications & Committee Operations.