The 2000 T&R Organization and Procedures Manual is based on past experience in the operation of the SNAME Technical and Research Program. It should not be used as a rigid set of rules, but as a reference when questions arise as to what constitutes sound operating procedures.
1. To continually review the status of maritime technology with a view toward stimulating needed research in the following ways:
3. To provide guidance to outside groups on non-proprietary technical matters of general interest to the profession.
The organizational structure is shown in Fig. 1, on page D-1. The duties of the various committees and panels are described as follows:
1. Files: Files at SNAME Headquarters contain minutes and correspondence for all committees and panels in the organization. These files are treated in the strictest confidence and are usually available only to current members of the specific panels and committees, except when special circumstances arise. However, it should be noted that SNAME can make no absolute guarantee to any outside group that, at some certain date, extraordinary circumstances may require opening the files.
2. Rosters of Panels and Committees:
SNAME Headquarters keeps complete rosters of the members of all panels and committees in the organization. The basic rules governing information in these rosters are as follows:
(a) T&R rosters are open to T&R participants only, unless permission of the specific committee or panel is given for their wider release.
(b) SNAME members have access to names and addresses in the T&R rosters through the SNAME Website.
(c) The rosters are not released to non-participants in the T&R organization except under extra-ordinary circumstances and then only with the permission of the individual panels or committees involved.
Chairs are expected to update their rosters at least yearly.
B. Preventing Conflict of Interest
All T&R participants should be aware of possible conflicts that may arise as a result of individuals from differing, and often competitive groups, assembling to discuss mutual problems. Committee and panel membership is determined strictly on an individual basis and it is expected that the participants will conduct themselves accordingly.
When panel or committee planning dictates that a project be undertaken, the selection of a contractor must be made within ethical guidelines. The selection of a contractor must be made in the absence of potential recipients of the contract. Likewise, administration of a contract should be performed by a separate steering group of the panel so that the contractor need not be excluded from the regular panel activities.
C. SNAME’s Tax Exempt Status
SNAME is a nonprofit tax-exempt organization as defined in Section 501 (c) (3) of the IRS Code. Accordingly, all projects and undertakings are screened for acceptability so as not to jeopardize this status.
D. Restrictions on Accepting Contracts
The Society as such is the sole entity
capable of entering into legal agreements with outside organizations. No committee, panel or other sub group of SNAME is empowered to execute such agreements. SNAME will normally not enter into any contracts that require it to provide extensive ongoing administrative support.
E. Contract Changes
The T&R Committee Chair has the authority to approve changes in the contract scope, schedule, and cost.
F. Restrictions on Payment for Services
SNAME funds in support of the technical and research effort may be used only for payment to the approved contractors carrying out work. All expenses incurred through participation in regular T&R activities and meetings must be borne by the individual or his/her employer; no expenses will be reimbursed by the Society.
G. Restrictions on Publications
SNAME does not develop codes or standards in any form. The relatively small participatory scope of the T&R panels does not permit SNAME to gain sufficiently broad, long-term industry consensus for the establishment of design or operational practices, which could be considered standards or codes. SNAME does produce guidelines, which reflect "sound professional practice" in a given technical field. However, these guidelines do not guarantee minimum performance, nor are they meant to delineate the only possible method of arriving at a particular technical solution.
H. Legal Review Policy
The SNAME staff has access to the Society’s legal advisor for the purpose of reviewing documents and procedures. If, at any time, a T&R participant feels that a T&R activity will have legal ramifications for any of the parties involved, SNAME Headquarters should be contacted immediately.
The legal review process is entered into only when an individual or group in the T&R organization or the staff at SNAME Headquarters questions the advisability of a particular publication or procedure. It is the responsibility of the committees and panels to screen all projects and publications to assure that they do not transgress any of the guidelines set forth in items A through F of this section.
I. Abrogation of Procedures
The Executive Director shall have the authority, with the approval of the Steering Committee Chair, to abrogate any of the procedures set forth in this manual, if, in his/her opinion, circumstances beyond his/her control such as illness or prolonged absence of authorizing personnel, cause unwarranted time delays in finishing a research project or task.
A. Membership
Normally, only members of the Society are selected to participate in the T&R Program. However, non-members may also be invited to serve (with subsequent encouragement to become a member).
B. Technical and Research Steering Committee
Only Society members are permitted to serve on the T&R Steering Committee and alternates are not permitted on this committee. At the midpoint of the President’s term, he/she shall appoint members for a two year term.
The Technical Committee chairs recommend appointments for the approval of the Chair of the T&R Steering Committee. The panel chairs select panel members for the approval of the committee chairs.
C. Committee Chairs
Committee chairs must be members of the Society. The President of the Society selects committee chairs at the mid-point of his/her term.
D. Panel Officers
0
Each panel will have a chair and a vice-chair. These officers are usually selected from the ranks of experienced panel members. The chair of the parent technical committee makes the selection with final approval and appointment made by the Chair of the T&R Steering Committee. The initial term of office for the chair and vice-chair is two years and they may serve three consecutive terms (total of six years) at the pleasure of the selecting officer. The chair and vice-chair will be selected in alternate years to provide continuity.
E. Other Participation
1. Corresponding Members: Because of the formalities of appointment necessary to make a person a member and the implications of long-term membership, the committee or panel chair may from time to time find it expedient to have a participant receive correspondence and other material. The chair may also redesignate a current serving member to the category of corresponding member.
Some participants, for their own reasons, may wish to participate in panel or committee activities without incurring the normal obligations of full membership. When such limited participation is in the interest of the Society, the panel or committee chair may designate the participant to the category of corresponding member. Correspondents are invited to each meeting, but are not expected to attend all meetings
2. Guests: Guests may attend a meeting at the pleasure of the presiding chair. Prospective members are often invited to attend as guests. Experts whose attendance is expedient for only one or two meetings but not for ongoing participation may also be invited to meetings as guests.
3. Recorder: Panel and committee chairs may designate a member to be the official recorder of minutes for that panel.
4. "Representative" and "Substitute": When a panel member is unable to attend a meeting, he/she may choose, with the agreement of the presiding chair, to send a representative or a substitute.
5. "Under 30" Initiative: SNAME encourages younger members of the Society to participate in the T & R Program. The T&R Committees shall make every effort to place interested members under the age of 30 on technical panels that are of interest to them.
F. Expenses
Travel, meals and lodging expenses incurred through participation in T&R activities and meetings are not borne by the Society.
G. Procedures
Generally, the panel chair is at complete liberty to decide membership changes. However, it is expected that he/she will usually consult with panel members about such issues.
Once a decision has been made, the panel chair informs SNAME Headquarters of anyone who is to be excused from a panel or of a new member’s name and address. SNAME Headquarters prepares the appropriate letters. In some cases, a panel or committee member will inform SNAME Headquarters that he/she can no longer participate in the T&R activities. In such cases, he/she will be removed from the roster and his/her correspondence will be sent directly to the appropriate panel or committee chair.
In the past, some panel and committee chairs have found some of the following ideas more expedient for keeping their panel or committee membership on an active cycle:
1. Members may be appointed with the understanding that they will serve only until the termination of a given task.
2. Members may be appointed with the understanding that they will serve for a given amount of time, typically one or two years.
Vice chairs shall serve in the absence of the chairs. In addition, the vice chairs shall encourage the panel members to attend meetings. He/she will evaluate the level of participation of the panel membership on a yearly basis and report his/her evaluation to the Chair of the T&R Steering Committee via the panel and committee chair just prior to the Annual Meeting of SNAME.
H. Headquarters Staff Help
Complete rosters of all of the committees and panels in the T&R organization are kept at SNAME Headquarters using a computerized system tied in with the SNAME membership database. These rosters form the basis for the mailing of minutes and meeting notices and other correspondence for the panels and committees and therefore it is vital that the database be kept as up to date as practicable. The panels and committees shall maximize their use of the Internet for communications.
SNAME Headquarters prepares all appointment letters and letters of appreciation for panel and committee membership in the T&R Program. In special cases, some committee chairs may elect to prepare their own letters where their signature is appropriate. In this case, SNAME Committee stationery, available from Headquarters, should be used.
The presence of the rosters at SNAME Headquarters allows access to addresses, telephone numbers and e-mail addresses of all T&R participants. Access to this information is at the discretion of SNAME Headquarters within the policy previously described.
A. When
Routine meetings shall be scheduled at least one month in advance to allow formal notification of the membership.
Chairs may send out their own meeting notices with a copy to Headquarters; however, it is recommended that meeting notices be sent through SNAME Headquarters to ease any follow-up work which may be necessary.
B. Where
Meetings should be planned in a location that will provide maximum attendance of the membership. Rooms are available at Society Headquarters; however, reservations should be made well in advance, again, at least one month prior to the meeting date. Conference rooms at Headquarters are unavailable during the two weeks immediately before the Annual Meeting.
Panels and committees should avoid holding meetings at secure locations or other areas, which will burden members of the Society with unnecessary requirements, such as security clearances. Meetings shall never be held at a location that will absolutely preclude or discourage the presence of any of the participants, unless a prior agreement has been reached.
C. How
1. Expenses - all travel, subsistence and housing expenses incurred through participation in T&R activities and meetings must be born by the individuals or his/her employer; no expenses will be reimbursed by the Society.
2. Meetings are generally expected to be conducted according to Robert’s Revised Rules of Order
3. Arrangements for meetings other than those held at SNAME Headquarters are the responsibility of the panel or committee chair or their designate. At the Annual Meeting, SNAME can arrange for a limited number of rooms on site. The Administrative Assistant for T&R and the SNAME staff will handle these arrangements.
4. Meetings may be held in conjunction with expositions or tours of facilities; however, if at all possible, they shall be held at a time and location that make participation in the accompanying activity optional.
D. Who
1. All panel and committee members are expected to attend all meetings of their group. Exceptions to this rule include only international members or members specifically excused by the panel or committee chair.
2. In the event that a chair cannot attend a meeting, it is his/her responsibility to notify the vice-chair.
3. "Alternates" are not permitted to represent T&R Steering Committee members at meetings.
4. When sending an alternate to a technical committee meeting, a member should endeavor to contact SNAME Headquarters and/or the committee chair to let them know.
5. Guests may be invited to a meeting at the discretion of the panel or committee chair. SNAME Headquarters may prepare such invitation letters.
6. A simple majority of the panel or committee membership present shall constitute a quorum.
E. Headquarters Staff Assistance
All members are encouraged to take
advantage of the Internet for communications with each other and with Headquarters. Electronic transmittal of Meeting Announcements, Meeting Minutes, and general correspondence shall be given preference.
Prior to meetings, Headquarters is available to assist in the distribution of advance material that will facilitate efficient use of member’s time.
Headquarters shall distribute meeting notices approximately one month before the scheduled meeting date provided the committee chair gives sufficient notice to Headquarters. The return slips from the meeting notices are collected at SNAME Headquarters to verify that sufficient attendance will be achieved at the meeting. Any requirements, such as arrangements for audio-visual equipment, at SNAME Headquarters, must be made well in advance.
A member of SNAME Headquarters staff will record minutes at the T&R Steering Committee meetings and at as many technical committee meetings as feasible. Panel chairs must make their own arrangements for recording minutes, and should use the proper minutes format shown in Appendix C on page C-1. If the chair chooses to distribute minutes directly, copies should be sent to SNAME Headquarters for their files, with notification that the distribution has already been made.
Meetings shall be cancelled only in extreme circumstances, as notification of cancellation is difficult and sometimes unreliable, and can cause extreme inconvenience to members.
VII. APPROVAL PROCEDURES FOR T&R PROJECTS
A. Initiation
Research projects are usually initiated at the panel level, then approved by the cognizant technical committee, and only then submitted to the Research Priority Subcommittee (of the Steering Committee) for discussion and determination of priority, after which they are submitted to the full Steering Committee. However, projects may be brought directly to the Steering Committee (without Research Priority Subcommittee review) at any time during the fiscal year. The Steering Committee will consider each project with the advice of the Budget and Endowments Committee as to the amount of funds available. The funds committed in any one fiscal year cannot exceed those funds received in the previous fiscal year plus any remaining uncommitted funds carried over from previous years.
B. When
The timetable for this annual procedure is as follows:
1. In May and June, committee chairs request that each panel and task group chair submit a description of each project under consideration. It must be described in standard format and include the amount of funding necessary.
2. The T&R staff will give to the Research Priority Subcommittee an overall listing of all approved research projects, including descriptions and funding necessary. In addition, the staff shall advise the Research Priority Subcommittee of the amount of funding available for the fiscal year beginning September 1.
3. By August 31, the Research Priority Subcommittee will have met and reviewed those projects submitted to them, and made its recommendations to the Chair of the T&R Steering Committee.
4. September 1 marks the beginning of SNAME Fiscal Year. Funds received by SNAME for T&R after September 1 are retained for the next fiscal year’s program.
5. At the fall meeting of the T&R Steering
Committee, recommendations of the Research Priority subcommittee are reviewed, and approved, rejected, or tabled. The Executive Director will prepare the fiscal year T&R budget for approval by the Budget and Endowments Committee, which is responsible for the preparation of the Society’s operating budget.
C. Ongoing Projects
Any research that is not completed during the current fiscal year, and is expected to run into the next fiscal year, is not to be included in the foregoing budget, but is to be carried over as a separate line item under ongoing research into the next fiscal year until completion.
D. Proposal Format
Proposals for T&R projects shall follow the form shown in Appendix A of this document. The proposal is then reviewed by the parent technical committee to determine practicality, adequacy of technical content, and overall impact on other efforts. Once endorsed by the technical committee, the proposal is passed along to the T&R Steering Committee for final approval. The Steering Committee review involves two phases. First, a Research Priorities Subcommittee of the Steering Committee is usually formed each year to place the projects on a priority list for consideration by the entire committee, as necessary. Finally, the Steering Committee will give final technical approval to the project, which then designates it as worthy of being carried out by SNAME or some outside group if funds are available. The Steering Committee uses the priority list to help in developing a program budget within the available funds.
The form, content, and timing of the proposal are critical. Every effort should be made to closely follow the suggestions outlined in Appendix A of this document. Nearly every project has different managerial and administrative funding requirements. These must be carefully outlined in the proposals so that consideration can be given to special circumstances that may affect the priority and level of funding which the project finally receives.
VIII. GENERAL FUNDS FOR RESEARCH
When directed, the T&R Staff is responsible for carrying out a fund-raising program under the direction of the T&R Steering Committee. The President authorizes and signs all letters soliciting and acknowledging support and sends copies to the T&R Steering Committee Chair.
IX. IMPLEMENTATION PROCEDURE FOR T&R PROJECTS
A. Authorization to Commence
1. For projects that do not require T&R funds, panels may begin work after approval by the parent technical committee.
2. For projects that require total funding from the T&R budget, panels may begin work after the Budget and Endowments Committee has established the operating budget. They may authorize eventual SNAME contracting with a panel-recommended researcher or subcontractor.
3. On projects that require only partial funding from the T&R budget, panels may begin solicitation for the remainder of the funding after receiving approval of the T&R Steering Committee. After receipt of these funds and after the operating budget has been established by the Budget and Endowments Committee, panels may begin work on the project and may authorize eventual SNAME contracting with a panel-recommended researcher or subcontractor.
4. For projects that require total funding from one or more external organizations or agencies, SNAME policy requires that funds be deposited with SNAME to cover the external contribution to such a project. After approval by the Steering Committee and after funding has been established, the panel may begin its work.
B. Manner of Solicitation
In cases where outside funding is to be solicited, the T&R staff consults with the panel and its parent technical committee to determine possible interested organizations and to prepare a suitable technical proposal and/or letter. Solicitation letters and proposals are sent over the signature of the Chair of the T&R Steering Committee.
C. Purchase Orders
For projects authorized for SNAME funding, the T&R staff determines from the panel the specifications of the contract, to whom the purchase order for the work is to be written, and any other special requirements. The Executive Director then issues the purchase order to the subcontractor.
D. Approval of Invoices
The panel chair and Executive Director of the Society shall approve all invoices for payment.
X. PROGRESS REVIEW
The Steering Committee shall review all ongoing projects for relevance and progress. The Steering committee may terminate any research project before completion, if it determines that the project is not in the interest of the Society or the profession.
XI. PREPARATION OF MATERIAL FOR PUBLISHING
A. General
1. Most of the research work undertaken by the T&R panels will culminate in a Bulletin or Report to be published by the Society and made available to the public. Purchase orders (or other forms of agreement) involving research shall state the time frame in which the work will be done, shall specify timing of interim reports, and shall specify the form the final report will take.
2. As research progresses, progress reports shall be made to the panel. If the work is destined to become a published document, a manuscript will be prepared, including all graphic and other supporting material, for review and general approval of the panel.
3. The panel will then recommend publication of the work as a bulletin or report and shall release a clean, camera-ready copy of the complete manuscript to the Technical Committee first, and upon approval, to the Executive Director.
B. Forms of Publication
The panel will adhere to the following guidelines in determining whether a publication will be a bulletin or report.
1. Bulletin: Contains the results of conclusive research performed by, or on behalf of, the Society, which will give the naval architect or marine engineer new criteria or data with which to work. These are sometimes called "Guides" or "Guidelines."
2. Report: Documents useful information resulting from projects sponsored by the T&R Program, but which, however, may not necessarily represent conclusive research.
3. Other SNAME Publications: It is conceivable that at the conclusion of a research project, the parent technical committee may deem that the publication is unsuitable as a bulletin or a report. Usually, the publication will then be sent back to the panel for some form of remedial action. However, in certain circumstances, it may be deemed more productive for the Society to publish the document in a different form. In such a case, the Executive Director shall consult with the parent technical committee and/or the panel involved, and recommend an appropriate action to the chair of the T&R Steering Committee. Examples of alternate forms of SNAME publications include papers, Marine Technology articles, handbooks, and datasheets.
4. Outside Publications: In some cases, an outside group can more expediently publish the results of research performed by an outside contractor. However, a decision to do so shall be made by the Executive Director in consultation with T&R Committee Chair.
C. Form of Publications
A decision as to whether a publication shall be published as a bulletin or report, or in other form shall be recommended by the panel and approved by the parent technical committee.
D. Sensitive Material
If, in the opinion of the T&R Steering Committee Chair or Executive Director, the projected publication contains "sensitive" material, the document will be submitted to the Society’s legal advisor for review. His/her opinion may range from that of providing a proper disclaimer to requiring revision/deletion of certain material. In most cases a disclaimer will suffice. Disclaimers are developed on a case-by-case basis; however, certain standard disclaimers are used by the Society. When a panel is preparing to submit a final document to SNAME Headquarters for publication, it is most helpful for the panel to prepare a draft disclaimer or transmit information to Headquarters in a form, which indicates the panel’s opinion of the sensitivity of the document.
E. Publication Preparation
1. After the draft material has been sent to members of the parent technical committee, all comments shall be sent to the cognizant panel chair with a copy to the Executive Director. It shall then be the responsibility of the panel to prepare the publication in accordance with the approved SNAME "Instructions to Authors."
2. For final Reports and Bulletins, one camera-ready paper copy of the final report and one copy in electronic format shall be provided to SNAME Headquarters at project completion. The format of these submittals shall conform to the current requirements of the staff.
3. Final pricing of the finished publication shall be the responsibility of the Headquarters staff in accordance with a formula based on cost of preparation, and printing, taking into account the quantity to be printed. This pricing is based on market data provided by the staff.
XII. SPECIAL T&R ACTIVITIES
A. Symposia
The occasion may arise when a T&R committee, panel, or task group decides to conduct a symposium on a particular subject within its area of expertise. Such activity is encouraged, provided:
1. Approval is secured well in advance (see suggested timetable in Appendix B) from the parent committee, from the T&R Steering Committee, and from the Executive Committee.
2. The panel or task group assumes full responsibility for solicitation and acceptance of papers and for the preparation of the proceedings. The assistance of Society Headquarters staff shall be available.
3. All planning is undertaken with the understanding that the symposium is to be self-supporting. Recommendations will be accepted from the panel as to date and location for the symposium; however, the final decision shall rest with the Executive Committee. The panel shall be responsible for arranging logistics support (facilities, lodging, registration) in collaboration with the appropriate local Section. For details and timetable on papers and proceedings, see
Appendix B.
B. Workshops
In some cases, a panel may decide to hold a workshop rather than a symposium. In a workshop, usually only a specific group of people is invited to participate. As such workshops will still be considered formal SNAME activities, the approval process outlined in item A above is applicable.
C. Tours/Presentations
Panels and committees are encouraged to arrange tours or special presentation programs in conjunction with their regular meetings. This not only has been found to greatly help attendance, but is also an excellent way to keep the panel or committee in touch with the latest technology. All arrangements for such tours are the responsibility of the panel or committee chair who shall ensure that proper liability insurance is in place and that appropriate waivers signed before the date of the activity.
D. SNAME Co-Sponsored Conferences
The occasion may arise when a T&R panel or task group contacts, or is contacted by some outside organization to help in the preparation and planning of a conference or a symposium. As in Item B above, this is allowable providing the panel secures approval for such activity from the parent technical committee and then the T&R Steering Committee. In cases where the conference is to be an approved SNAME co-sponsored event, even if no SNAME funds are involved, approval must be obtained from the Executive Committee.
E. Outside Programs
A number of outside agencies, both governmental and private sector may look to SNAME T&R for guidance. Though this is a proper function of the SNAME T&R Program, the committee chair shall be advised, and shall in turn advise the Chair of the T&R Steering Committee who will in turn, pass the issue to the Advisory Public Service Committee.
All legitimate requests for technical information will be passed from the Advisory Public Service Committee or Headquarters staff to the Chair of the Technical and Research Steering Committee for possible action from the T&R Organization.
XIII. SOCIETY PROJECTS
Technical committee chairs may assign members to panels for specific tasks, which could be part of a major research project, as determined by the T&R Steering Committee. Panel chairs shall give such assignments equal or greater priority to the tasks already at hand, in order to expeditiously apply their panels’ expertise.
XIV. FILING AND RECORDS
Copies (both paper and electronic) of all correspondence, minutes, etc., shall be properly maintained and filed by committee and panel chairs. The Executive Director shall keep accurate financial records at Headquarters.
A. Minutes
Every panel or committee meeting shall have minutes prepared to record its activity. Minutes need not be more than a single page recording the major actions taken at a given meeting. Minutes may be submitted to SNAME Headquarters for distribution to the panel or committee or may be distributed directly. If directly distributed, copies of all minutes must be sent to SNAME Headquarters where a minutes file is kept on each panel and committee. Headquarters should be advised where a direct distribution of minutes has been made.
B. Correspondence
All correspondence by T&R committee and panel members outside of the Society will be placed on a special SNAME letterhead, available from Headquarters. This letterhead shall carry a disclaimer near the bottom stating:
"It is understood and agreed that nothing expressed herein is intended or shall be construed to give any person, firm, or corporation any right, remedy or claim against SNAME or any of its officers and members."
C. Rosters
Rosters of committee members and of panel members shall be maintained at Headquarters, updated annually by panel and committee chairs. The complete roster shall be distributed to the Chair and to each member of the T&R Steering Committee. In addition, each panel chair will be provided the roster of his/her panel plus the rosters of all technical committees.
D. Copying Quality
It should be noted that items sent to SNAME Headquarters for copying prior to distribution to a panel or committee should be of sufficient quality to be reproduced with clarity using standard photocopying processes. (Note that lower contrast, lighter colors, in particular light blue, will not reproduce.)
Items sent in electronic format shall conform to the current requirements of the staff.
APPENDIX A
REQUIRED PROJECT SUMMARY AND APPROVAL FORM
TITLE OF PROJECT AND AGENCY SUBMITTING PROPOSAL
The title should be brief but descriptive. It shall describe in generally understood terms, what the project work will involve. The title shall convey a representative identity to the project that proposal evaluators, project reviewers, and prospective readers will comfortably and accurately use in referring to the effort. The importance of a meaningful descriptive title should not be underestimated.
The primary group (team leader and agency or firm) submitting the proposal should be stated after the title.
INTRODUCTION
The introduction shall be limited to about six lines. Often the background of a particular problem, opportunity, or innovation that gives purpose to the project will help the reviewers in understanding why the project fits into the T&R Program in the proposed time frame.
OBJECTIVE AND BENEFITS
The objective shall comprise a one-sentence, "big picture" statement of the desired "output" or expected result of the work and its expected benefits.
WORK STATEMENT SUMMARY
The work statement summary shall be no more than ten lines and provide a sequenced overview of the highlights of the work that will be undertaken, and how and where it will be done. It should give the reviewer a clear view of the scope of work, and of the task breakdown.
OUTPUT FORMAT OR DELIVERABLE
This statement shall, in a line or two, indicate if the work might end as a T&R report, bulletin, technical paper, or other format, and shall also indicate the anticipated number of pages.
SCHEDULE
The schedule shall include the five most important milestones by date, in five lines or less.
MANHOURS, OTHER DIRECT EXPENSES, AND PRICE SUMMARY
A tabular summarization of the estimated total man-hours broken down into no more than two categories (senior and junior level); cost division of the aforesaid labor; other direct expenses; and administrative, and other overhead expenses. Cost sharing is particularly desirable. The grand total price or total price per year (if a multi-year effort) shall be stated.
COST SHARE
The nature and value of shared costs or cost discounting proposed shall be stated in about three lines or less. Cost sharing is encouraged where reasonable and possible.
CHIEF RESEARCHERS
Project leaders or major contributors shall be named with a three-sentence resume for each. Primary background, present position, organization, and general field and years of experience shall be included. (Education, published papers, chronology of employment, etc. are not necessary.) Strongest consideration will be given to projects whose researchers are members of the Society.
PROPOSER’S INTEREST
A one to three line statement of why and how the proposer and/or proposer’s agency or firm see benefit to themselves from the proposed research shall be included.
PANEL OR OTHER REFERRAL GROUP ENDORSEMENTS
The proposal shall provide this heading and shall leave room for about five lines for the committee or panel chair to explain desirability and assign priority to the project. The signature(s) of the author(s) and date shall also be included on the project proposal.
COMMENTS BY THE RESEARCH PRIORITY SUBCOMMITTEE
The proposal shall include the above subtitle and leave room for two lines of comment by the T&R Research Priority Sub-committee.
PRELIMINARY RANKING
The proposal shall include this subtitle and leave one line blank for the final ranking by the T&R Steering Committee.
APPENDIX B
SCHEDULES AND DETAILS FOR PLANNING T & R SYMPOSIA
PAPERS AND PROCEEDINGS
The sponsoring panel is responsible for solicitation and acceptance of papers, and preparation of proceedings, if they are deemed desirable. All papers shall be prepared in camera-ready form, following the instructions for papers as set forth in "Instructions for Authors of SNAME Publications."
At such time as is reasonable, estimates of the number of papers and registration are developed by the panel. These estimates shall be transmitted to Headquarters, which will in turn advise the panel of costs connected with printing and distribution of brochures, press releases, and papers. Using these costs and other appropriate data, the panel may then set the registration fee, allowing a contingency margin, should unforeseen circumstances arise. An account will be established at Headquarters to cover the reimbursable costs.
Following preparation of the camera-ready copy, papers may be forwarded to the Executive Director for printing. If discussions and/or authors’ closures are to be included in the proceedings, the panel is responsible for editing, preparing the camera-ready copy, and for forwarding the material.
Guidelines for the preparation and running of a seminar by local Sections are available from Headquarters. Certain parts of the manual may be used in assisting a T&R panel in the scheduling and planning of a T&R Symposium.
SUGGESTED TIMETABLE
Experience has shown that the following schedule is reasonable. Panels should feel free to lengthen this if desirable, but it should be compressed only after careful consideration by the panel, the parent committee, and Headquarters.
+18 months
Panel develops initial idea for symposium, lists potential authors, and determines dates and location. If possible, tentative commitments for papers should be obtained from the authors.
+13-16 months
Panel seeks approval of parent committee, whose chair will then seek approval from T&R Steering Committee. The panel chair then presents the proposal to the Executive Committee for final approval. A tentative announcement is issued, to determine the level of interest, and to obtain a preliminary estimate of registration.
+12-14 months
Official calls for papers are issued. Panel begins to make arrangements for meeting facilities, lodging, and registration.
+10-12 months
Authors to submit abstracts of papers to panel for review and acceptance. Authors are notified as soon as possible to begin preparation of camera-ready copy, in accordance with "Instructions for Authors of SNAME Publications," Meeting Papers.
+9-10 months
Headquarters shall provide the panel with costs for brochures, printing, etc., to enable the panel to establish a registration fee.
+5-6 months
Camera-ready copy of registration brochure delivered to Headquarters. A decision is reached about including discussions and/or author’s closure in proceedings.
+4 months
Papers are returned from printer. Potential discussers are contacted.
+3-4 months
Camera-ready papers are submitted to Headquarters for printing.
First press releases are issued advising of plans for symposium, but avoiding specific details (cost, location, etc.). The symposium agenda is confirmed.
Registration brochure is mailed, to include synopses of papers, lodging information, and final registration fee.
+1-2 months
Papers are sent to discussers, with requests for written discussions (in approved format) to be submitted one month before symposium. Preprints are sent to advance registrants.
Symposium
-1 month
Transcripts of oral discussions, written discussions, and author’s closures are edited by the panel, prepared in approved form, and submitted to Headquarters for transmittal to the printer.
-2-3 months
Proceedings are available for sale. The panel, in conjunction with Headquarters shall undertake a final accounting.
APPENDIX C
FORMAT FOR MINUTES OF A MEETING
minutes
The Society of Naval Architects and Marine Engineers
601 Pavonia Avenue, Suite 400, Jersey City, NJ 07306
Tel. 201-798-4800 FAX 201- 798-4975 www.sname.org
NAME OF COMMITTEE
Time Meeting Convenes
Time |
Dates of Meeting
Date |
Headquarters
or Other Location
Location
|
|
Members Present
List with Chairman first and balance in alphabetical order with email addresses
|
(note part time in parentheses
after name if appropriate)
|
| |
President’s name if in attendance
|
|
| |
Others Attending
List of those in attendance who
are not members of Committee, (in
alphabetical order) and with
organization or position they represent.
Member(s) Absent
List in alphabetical order
|
|
1) Call to order/introductory remarks/determination of a quorum.
2) Review/approval of Minutes or previous meeting.
3) Officers/Committee reports.
4) Old/unfinished business.
5) New business.
6) Adjournment.
|
|
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TR Manual
