Policies

1. MEMBERSHIP REQUIREMENTS

Membership is open to all interested persons, and may be maintained by attending at least one Subcommittee meeting over two successive calendar years. An individual becomes a member by subscribing to the Subcommittee mailing list at a meeting or on the Subcommittee web page. All meetings of the Subcommittee are open and the secretary shall maintain an attendance list for each such meeting.

2. ELECTED AND APPOINTED OFFICERS

The Subcommittee shall have three elected officers, Chair, Vice Chair, and Secretary/Treasurer, each of whom must be a member of the IEEE Communications Society, an IEEE Communications Society Affiliate, or member of a Sister Society. Student members are not permitted to serve as elected officers.

The nominal term for elected officers shall be two years. After serving a two-year term, each elected officer may not be re-elected to the same position in the next two-year term but may be elected to a different position for the next term, or any position for a non-consecutive term (see the Nomination and Election Procedures below). At the end of each term, the Vice Chair of the current term automatically becomes a candidate for Chair, and the Secretary becomes a candidate for Vice Chair. In no case shall one person continuously serve as a Subcommittee officer for more than six years. Chairs from the previous three terms who are not currently serving as elected or appointed officers will be appointed as members of the Advisory Board.

The Chair reports directly to the IEEE Communications Society’s Vice President of Technical Activities (VP-TA), in accordance with the Society’s Bylaws. If an officer position becomes vacant before normal conclusion of his/her term, the remaining term shall be filled by special election. If such a special election is not held before or during the next regularly scheduled meeting, the VP-TA, in consultation with the President, shall appoint someone to serve the remaining term. Positions filled shall be for completion of the interrupted term.

Appointed positions are at the discretion of the Chair. They shall include at least Meetings and Conferences Liaison, Publications Liaison, Standards Liaison, and Webmaster.

A temporary set of officers, with terms not to exceed one year, shall be established by the subcommittee founders prior to the first scheduled election.

3. NOMINATION AND ELECTION PROCEDURES

The Nominations & Elections (N&E) Committee shall be chaired by the Subcommittee Chair and consist of the current elected and appointed officers and two members of the Advisory Board selected by the subcommittee Chair. The membership of the N&E Committee shall be revised at each election meeting in accordance with the election results.

The responsibilities of the N&E Committee are to solicit suggestions for candidates by email to the subcommittee membership; to offer at least two candidate names for each elected position; to display the election slate plus biographies and position statements of candidates on the subcommittee web site no later than two weeks before an election and include the election slate on the final email meeting notice to all subcommittee members; and to conduct elections. Members shall be able to submit, by email to the N&E chair, nominations by petition up to one week before an election. A nomination by petition must include copies of at least five email “signatures” of members. A nomination by petition shall be included on the election ballot and biographies and position statements shall be made available on the subcommittee web site. All candidates, whether nominated by the N&E Committee or by petition, must consent to being nominated and indicate willingness to serve.

Elections will occur by secret ballot every two years at the subcommittee meeting at IEEE Globecom. Only members at the meeting can vote. In the case of two candidates for a position, election is by simple majority. For the case of more than two candidates, selection proceeds in two stages. In the first stage the voter can select one, several, or all candidates. In the second stage, the voter selects one candidate from the two candidates who garnered the most votes in the first stage; simple majority rule shall apply. In the event of a tie, a fair coin flip shall decide between them. The Secretary/Treasurer shall report election winners to the TC membership, VP-TA, Secretary of Technical Activities Council (TAC), and ComSoc headquarters in New York City. The vote counts shall be confidential within the N&E Committee. Newly elected Subcommittee officers assume their positions at the conclusion of the meeting in which the election is held.

4. CONDUCT OF MEETINGS

The Subcommittee shall meet at least twice a year, in spring at either OFC or ICC and in fall at Globecom. Meetings will be announced at least two weeks in advance to the Subcommittee e-mailing list. Meetings are open to any conference attendee. The Chair or a designated substitute, typically another officer, will chair each meeting. Any member can suggest items for the agenda, preferably prior to sending the meeting notice. The Secretary/Treasurer or a designated substitute will take minutes which are posted on the Subcommittee web site within one month after the meeting.

All issues, except for changes to the Policies and Procedures (P&P), are decided by a simple majority vote. Changes to the P&P are approved or rejected in an email ballot sent to all Subcommittee members, requiring a two thirds majority of the responding members, who must constitute at least 40% of the members in good standing.

5. FINANCES

The Secretary/Treasurer shall be responsible for receiving supporting funds from the ComSoc Technical Activities Council, recording all financial transactions of the Subcommittee and maintaining one or more appropriate accounts. The Chair shall be a co-signatory on all such accounts. Funds shall be used in accord with ComSoc procedures and shall not be used for monetary awards or for travel purposes. Invoices shall be forwarded to the VP-TA for approval and then to ComSoc headquarters for payment or reimbursement. The Secretary/Treasurer shall make a financial report at each meeting and include it in the minutes of that meeting.

6. SUPPORTING ACTIVITIES

The Subcommittee will be active in as many of ComSoc’s activities as it can support. This will include conferences (such as ICC, GLOBECOM, INFOCOM, and OFC) by providing representatives to their respective Technical Program Committees, by providing for professional review of submitted papers (by soliciting such assistance from among its membership) and by organizing mini-conferences, symposia, panels, short courses, tutorials, etc., as deemed appropriate by the Society and the Subcommittee. Further, the Subcommittee can individually organize workshops and conferences. Also, because of the broad nature of committee activities, collaborative sessions with other committees will be sponsored and encouraged. The Subcommittee will consider changes to its charter as new technologies emerge, and work closely with both the Strategic Planning Committee and the Emerging Technologies Committee. The Subcommittee will further support ComSoc journals, magazines, and standards activities by soliciting volunteers as authors and editors, submitting proposals, and identifying committee members from its membership. The Subcommittee will seek ways to increase active participation of its members in information exchange related to its charter, such as stimulating Feature Topics and Special Issues of ComSoc journals and magazines and sponsoring workshops, tutorials, short courses, and panel sessions on relevant topics.

7. INFORMATION DISSEMINATION The Subcommittee will maintain an Internet Web site, linked from the Technical Activities section of the ComSoc Web site. This web site will post announcements for the membership such as meeting agendas and minutes, opportunities for membership participation in Subcommittee sponsored activities, election-related issues, and links to relevant sites. The Subcommittee will maintain at least one email exploder, with access under the control of the Secretary/Treasurer and the Chair, for timely dissemination of information.