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Policies and Procedures - Boards |
5.10 Regional Board – Asia/Pacific - approved 4/98 -
Charter
- Scope and Objectives
- 1.1 Scope
- 1.2 Objectives
- Operations and Organization
- 2.1 APB Meetings
- 2.2 AP Director
- 2.3 APB Organization
- Officers
- 3.1 Nomination and Appointment
- 3.2 Terms of Office
- Vice Directors, Secretaries, Treasurers, and Advisors
- 4.1 Vice Director(s)
- 4.2 Secretary(ies)
- 4.3 Treasurer(s)
- 4.4 Advisor(s)
- Committees
- 5.1 General
- 5.2 Technical Affair Committee(TAC)
- 5.3 Meetings and Conference Committee(MCC)
- 5.4 Information Services Committee(ISC)
- 5.5 Membership Development Committee(MDC)
- 5.6 Chapters Coordination Committee(CCC)
- Support Office (AP Office)
- 6.1 Location
- 6.2 Operation
Appendix: Asia Pacific Director Nomination Procedure
- A.1 The Nomination Procedure
- A.2 AP Director Candidacy Qualification
CHARTER OF THE ASIA PACIFIC BOARD
I. Scope and Objectives
1.1 Scope
The Asia Pacific Board(APB) has been established according to the Communications Society(ComSoc) Bylaws(TBD). The APB acts as a management body which represents the ComSoc to the Asia Pacific(AP) Region. It fosters provision of ComSoc’s technical and information services to the ComSoc members in the AP Region and promotes their participation in the ComSoc activities. It also reflects the interests of the AP Regional members in establishing the policies and procedures of the ComSoc.
1.2 Objectives
1.2.1 APB shall promote the ComSoc membership in the AP region.
1.2.2 APB shall foster the provision of ComSoc’s technical and information services in the AP region.
1.2.3 APB shall endeavor to converge the interests and opinions of AP regional ComSoc members and reflect them to ComSoc’s policies and procedures.
1.2.4 APB shall promote the global and regional technical activities in the AP region.
1.2.5 APB shall collaborate with other ComSoc boards, councils and committees in the international matters.
1.2.6 APB shall support ComSoc’s collaboration with the Sister Societies in the AP region.
1.2.7 APB shall promote and coordinate the ComSoc Chapter activities in the AP region.
1.2.8 APB shall conduct other related businesses.
II. Operations and Organization
2.1 APB Meeting
The APB Meeting shall be held in locations convenient to its members at least twice a year. Unless particularly notified the regular APB meetings will be held during the ICC and GLOBECOM conferences, and temporary meetings may be held during the APCC.
2.2 AP Director
2.2.1 AP Director shall represent the ComSoc to the AP Region.
2.2.2 The AP Director shall organize the APB and appoint the APB officers to run the APB organization.
2.2.3 The AP Director shall act as the Chair of APB and represent APB to other ComSoc organizations. The Director may appoint some ComSoc members as the APB representatives to other ComSoc organizations and meetings.
2.2.4 The AP Director shall report to the ComSoc Vice President-Membership Development and endeavor to reflect the interests of the ComSoc members in the AP Region.
2.2.5 The AP Director shall distribute information of the APB activities to the concerned ComSoc organizations and meetings.
2.3 APB Organization
The APB shall have the following organization in support of the AP Director to accomplish its goal effectively.
- Vice Director(s)
- Secretary(ies)
- Treasurer(s)
- Advisors
- Committees
- Support Office(AP Office)
III. Officers
3.1 Nomination and Appointment
3.1.1 The AP Director (for the next term) shall be nominated by the APB and approved (or selected) by the President of the ComSoc. A formal procedure of the nomination shall be defined by the APB(see Appendix).
3.1.2 The Vice-Director(s), Secretary(ies), and Treasurer(s) shall be appointed by the AP Director.
3.1.3 The Chairperson of each committee shall be appointed by the AP Director. The Vice-Chairperson(s) and the Secretary(ies) of each committee shall be appointed by the AP Director upon recommendation of the relevant Chairperson. Other officers of each committee may be additionally appointed by the AP Director when it is determined necessary to conduct its businesses.
3.1.4 The APB Advisors shall be appointed by the APB Director. The number of Advisors should not exceed 12.
3.1.5 Insofar as possible, these officers should provide balanced representation reflecting countries/areas, industrial and academic affiliations.
3.2 Terms of Office
The above officers shall be appointed for a two year term. These officers should not serve in the same capacities for more than two consecutive terms, but the Advisors may serve in the same capacity for plural terms.
IV. Vice Directors, Secretaries, Treasurers and Advisors
4.1 Vice Director(s)
The Vice Director shall delegate the AP Director when it is requested by the Director or when the Director is not available to perform the function due to emergent situations.
4.2 Secretary(ies)
The secretaries shall assist the AP Director through the following activities:
- to assist the Director in determining the beneficiary of Student Travel Grant(STG) Program by responding to the inquiry from the applicants and notifying the results to the applicants.
- to coordinate APB meetings by arranging the meeting time schedule, reserving the meeting room and food, and encouraging APB officers and the (potential) AP Regional ComSoc members to attend the meeting.
- to prepare reports for APB meetings and the International Development Council(IDC) meetings.
- to record the meeting minutes of the APB meetings.
- to keep all APB documents and records.
- to substitute the Director and to attend the meetings requested by the AP Director.
- to gather information from the ComSoc boards, councils, and committees.
- to coordinate the mutual interests and the cross-boundary issues among APB Committees.
- to keep contacts with the APB officers and the AP office.
- to do other activities for secretaries requested by the Director.
4.3 Treasurer(s)
The Treasurer(s) shall prepare the APB budget plan, manage the budget, and keep the budget related record, under the approval of the Director.
4.4 Advisor(s)
The Advisors shall provide advices to the AP Director and other APB officers to their related affairs.
V. Committees
5.1 General
5.1.1 The APB shall have five standing committees: Technical Affairs Committee (TAC), Meetings and Conferences Committee (MCC), Information Services Committee (ISC), Membership Development Committee (MDC), and Chapters Coordination Committee (CCC).
5.1.2 Each committee shall be operated by each Committee Chairperson supported by Vice Chair(s) and Secretary(ies).
5.1.3 Each Committee shall perform the chartered functions described below.
5.2 Technical Affairs Committee (TAC)
5.2.1 The TAC shall manage the following technical related activities in cooperation with ComSoc Technical Committees and the other APB Committees:
- to propose technical sessions/workshops for the ComSoc conferences;
- to foster session/workshop organizers from the Asia Pacific Region;
- to solicit qualified reviewers from the Asia Pacific Region and to propose them to the technical program committees of ComSoc conferences as required;
- to propose editors and guest editors to the ComSoc publications as required;
- to foster AP members to be involved directly in the ComSoc Technical Committee activities;
- to coordinate independent Workshops/Mini-Conferences in the AP region.
5.2.2 The TAC Chairperson shall represent the APB in contacting the ComSoc’s Technical Affairs Council(TAC), the Publication Boards and other technical related organizations.
5.3 Meetings and Conference Committee (MCC)
5.3.1 The MCC shall manage the following meetings and conferences related activities in cooperation with the concerned ComSoc organizations and APB committees:
- to distribute information on international meetings and conferences related to IEEE ComSoc and its Sister Societies.
- to distribute call for papers and other technical information to AP Regional ComSoc members.
- to coordinate and support IEEE ComSoc supported international meetings and conferences in the AP region, including the APCC, ISPACS, EOCC, and APNOMS.
- to pursue the visibility of the APB in the above international conferences.
- to perform their statistical analyses for the ComSoc's major conferences including ICC, GLOBECOM, and INFOCOM, and the above AP Regional conferences.
- to develop empirical knowledge database of the ComSoc's major conferences including ICC, GLOBECOM, and INFOCOM, and the above AP Regional conferences by collecting the meeting reports.
5.3.2 The MCC Chairperson shall represent the APB in contacting Meetings and Conferences Director, GICB, and other international conference organizations and meetings.
5.4 Information Services Committee(ISC)
5.4.1 The ISC shall manage the following information services to the AP Regional ComSoc members in cooperation with the AP Office, MDC, and other ComSoc organizations:
- to manage and update the AP Region Homepage to provide new and important information for the AP Regional ComSoc members
- to publish and distribute the AP Newsletter
- to provide a liaison to the IEEE Global Communication Newsletter (GCN)
- to collaborate with the AP Office in information service related matters.
5.4.2 The ISC Chairperson shall represent the APB in contacting the Information Services Development (ISD) Director and other information Service related organizations.
5.5 Membership Development Committee (MDC)
5.5.1 The MDC shall manage the following membership development related matters in cooperation with the AP Office, ISC and other related ComSoc and APB organizations:
- to manage the AP Regional e-mail system containing all AP Regional ComSoc members.
- to provide information and analyze statistics related to membership in the AP Region and overall.
- to collaborate with the ISC and the AP Office in relation to information distribution.
- to coordinate with other ComSoc organizations in developing Sister Societies.
5.5.2 The MDC Chairperson shall represent the APB in the Membership Program Development Board(MPDB), and in contacting other membership related ComSoc organizations.
5.6 Chapters Coordination Committee (CCC)
5.6.1 The CCC shall manage the coordination among ComSoc Chapters in the AP region and other Chapter related matters:
- to coordinate the activities and services of the ComSoc Chapters in the AP region
- to hold a yearly AP Regional Chapter meeting
- to collaborate with the AP Office in running the Distinguished Lecturer Tour (DLT) Program
- to collaborate with the AP Office in coordinating ComSoc Executives' visit to Chapters
5.6.2 The CCC Chairperson may delegate the AP Director to the Chapters, and shall represent the APB in contacting Chapter related ComSoc organizations and meetings.
VI. Support Office (AP Office)
6.1 Location
Since July 1995, the IEEE Communications Society has had a permanent office in Singapore(within the IEEE Asia Pacific Operations Centre premises). Its purpose is to better serve the ComSoc members in the AP Region.
The Communications Office for the Asia Pacific (or AP Office) is located at
59E Science Park Drive
The Fleming Singapore Science Park
Singapore 118244
Tel no: (65) 778-2873
Fax no: (65) 778-9723
Email: ieeeapo@pacific.net.sg
6.2 Operation
Within the given resources provided by the IEEE Communications Society, the office shall endeavor to support the AP Director and the five APB Committee Chairs to the best of its ability. The support includes:
- to assist the Technical Affairs Committee(TAC) in promoting the ComSoc at major ComSoc conferences.
- to assist the Meeting & Conference Committee(MCC) in the e-mail distribution of conference announcements to Region 10 Committee members, Council and Section Chairs, and Communications Chapter Chairs for local distribution.
- to assist the Information Services Committee(ISC) by contributing articles to the Global Communications Newsletter and supporting the coordination/production of the AP Homepage and the AP Newsletter.
- to collaborate with the Membership Development Committee(MDC) on membership promotions in the AP Region.
- to assist the Chapter Coordination Committee(CCC) in Chapter related matters. Under special circumstances, the CCC may request the office to host its guest speakers/visitors and coordinate interaction between Chapters and ComSoc for special projects.
Appendix: Asia Pacific Director Nomination Procedure
A.1 The Nomination Procedure
A.1.1 A Nomination Committee shall be established when needed. The Nomination Committee shall have five members.
A.1.2 The current AP Director and the previous AP Director (or APC Chair, as applicable) are automatic members, and the previous AP Director (or APC Chair, as applicable) serves as the chairman of the Nomination Committee.
A.1.3 The other three members of the Nomination Committee shall be recommended by all "active" AP Regional ComSoc members who attended two or more of the last four APB meetings. The chairman of the Nomination Committee shall send e-mails to request recommendations of the three members from all "active" APB members, and then discuss with the current AP Director to select the three members from those recommended. The Nomination Committee must reflect a reasonably balanced representation among different countries/areas, cultures and others. The three members of the Nomination Committee can nominate and be nominated for the post of AP Director.
A.1.4 The names/e-mail addresses of all the five members of the Nomination Committee shall be announced on the e-mail network. Any "active" member may recommend candidates to any of the Nomination Committee members.
A.1.5 The Chairman of the Nomination Committee shall then conduct discussions among the five committee members via e-mails/conference calls or any other possible means. The committee shall finally decide one (or two) of the next AP Director candidate(s) and recommend to the ComSoc President.
A.2 AP Director Candidacy Qualification
A.2.1 The candidate should be an IEEE ComSoc member residing in the AP Region.
A.2.2 The candidate should be an "active" APB member for some period of time who has attended half or more of the last two years’ APB meetings before being considered as a candidate.
A.2.3 The candidate should be a one who has committed to attend all ICC/GLOBECOM's in his 2-year term to be able to chair the APB meetings and represent the APB in various ComSoc meetings to be held in those conferences.
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