New Initiatives Subcommittee Presentation to TAC

New Initiatives Subcommittee Presentation to TAC

07 August 2014

Jeff Laube

Sophia Bright

Agenda

2

• TAC Newsletter Status• Old Business Updates

Role of Forum Technical Chair – N. Andersen Format for AIAA annual reports – J. Castro

• Current Open Action Items• TAC workshop topic at SciTech

3rd Quarter Newsletter

• July issue released• Possible content for September issue

Forum 360 and/or LinkedIn article from Jessaif available

Featured TAC person - Sophia Bright Introduce the TAC workshop topic and solicit ideas

(or prep work) for SciTech An article regarding Strategic Tech/Emerging Tech

pilot project with SETC and others All articles are due to Peter Hartwich by late August

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How to be a Forum Technical Chair – N. Andersen

• Aligns with the “AIAA Moderating A Conference” tutorial • Provides information on things a Forum technical chair should

know Roles and responsibilities Forum Organizing Structure Development Timeline Activities at Forum Post Forum activities

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Annual Report Format – Update (J. Castro)

• Why do we write TC Annual Reports? Overall construct/philosophy/History What data needs to be captured and WHY; is it captured for immediate

dissemination or for archival record? Who is the customer? What’s the tempo –updated twice a year (group and annual reports)? What is the retention and retrieval approach? The written reports are

not posted to any website; have to contact Betty for archival copies.• How should reports be handled How is it used/read by VP TAC, Group Directors, AIAA staff?

• Created Draft Format and example for TC Annual Report Details provided in back up charts

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Open Action Items

• ACTION: Jeff Laube will work with Jessa Foor to get the LinkedIn site up and running to begin collecting best practices. Contacted Jessa Foor and will report status in San Diego Jessa has been working with our social media coordinator and Betty G. on

the LinkedIn idea. They were in the process of setting up a group, but wanted to explore another that was potentially much more robust and secure prior to pushing everyone to LinkedIn.

There team of staff evaluating SharePoint and determining if it meets the need of the committees/sections. However, they are not to the point where there is anything substantial to report.

They are working on a survey to be sent to committee members to get some ideas of what they use SharePoint for and what they feel it is missing. It is in the beginning stages, though.

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Open Action Items - Continued

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J F M A M J J A S O N D J F M A M J J A S O N D J F MEvent

SciTech 14

SpaceOps 14

Aviation 14

P&E 14

SPACE 14

SciTech 15

ADS 15

A M

A

M

A

A

A

A

A

A

M

M

M

M

M

M

• ACTION: Jeff Laube will contact Carmela and Ann for information on the deadlines for abstracts and manuscripts, Assess overlap issue with company and government review processes

Abstract & Manuscript Due dates with 6 (Minimum) week review process

Open Action Items - Continued

• ACTION: Jeff Laube and Joaquin Castro will form a subgroup to determine the best way to pass information to the TC/PCs concerning the NEM Forum Guidelines. OBE. Need to determine if there is an alternative action

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TAC Workshop Topic at SciTech

• Identify new revenues streams areas AIAA could expand into to generate more products Some suggestions from the SETC for revenue ideas:

– Look at selling AIAA merchandise (clever t-shirts) but AIAA's nonprofit status might not support this?

– Can we use universities or noncommercial venues for some of our conferences to avoid forum operating costs?

• Further discussion on Publications efforts to expand revenue Digital content Ideas to help forums to be revenue positive Possible questionnaire to Workshop attendees to help frame the

discussion in January?• Robbie Robertson (and others) will assist in developing workshop

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Use Publications Workshop as Example

• Define Topic: How can TAC create, enhance and expand revenue streams

to better support AIAA?• Possible Brainstorming Approaches

Suggest focus on generating ideas that serve the AIAA community, not on making revenue

Address the “pain points” of the community and people/organizations will willingly pay for good content

• Spend bulk of time brainstorming, then choose specific projects to focus on

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Part 1: Who AIAA serves

• Brainstorming session – all ideas are valid In small groups list everyone you can think of. “Rank” people/organizations based on how much we want to serve

them moving forward.

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Low priority High priority

Already Serving

Not serving at all

NASA, Boeing, etc.

SciFi Authors

Example:

From Publications Exercise

Part 2: What AIAA can offer

• Brainstorming session: all ideas are valid Divide into 4 groups, and each one will cover a different quadrant of the

table below.

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Ne

wM

ark

ets

Exi

stin

gM

ark

ets

ExistingProducts/Services

NewProducts/Services

MarketPenetration

ProductDevelopment

MarketDevelopment Diversification

How can we be more effective in

getting our existing products/services to

our members?

How can we be more effective in

getting our existing products/services to

our members?

What do we already have the

other people would be

interested in?

What do we already have the

other people would be

interested in?

What else can we

offer our members?

What else can we

offer our members?

What new things can we offer to people we are not yet reaching?

What new things can we offer to people we are not yet reaching?


Part 2 (continued): What AIAA can offer

• Generate lots of ideas for your group’s quadrant.• Groups rotate around to each other quadrant and get a few votes

for their favorite ideas.• After a full rotation (including voting on your original ideas at the

end), large group comes back together to review the top ideas from each group.

• Can spend a few minutes lumping similar ideas under one theme.

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Part 3: Action Time

• Turn the ideas into projects and place them on the quad chart below.

• Pick 2-3 to start tackling immediately. Assign actions and get started!

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Low Effort High Effort

High Impact

Low Impact

Fill-In Jobs

Quick Wins Major Projects

Thankless Tasks


Additional Discussion on Workshop Exercise

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Upcoming Meetings

• Next NIS Telecon Wednesday, September 17

• Next NIS In-Person Meeting Sci-Tech 2015 (5 - 9 Jan) in Kissimmee FL

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Reference Materials

NIS Vision and Strategic Objectives

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• Vision: Serve as an “engine for innovation” in support of the improvement

and growth of AIAA services to the industry

• Strategic Objectives:1. Grow NIS engagement opportunities and overall impact through

increased participation in NIS activities2. Increase engagement with young professionals and the next

generation of engineers to help grow the next generation of industry leaders and AIAA volunteers

3. Propose creative enhancements to the efforts to broaden AIAA impact throughout the industry and grow membership

4. Gather best practices for potential new initiatives

How to be a Forum Technical Chair: The Important Role of the Forum Technical Chairand Keys to Holding a Successful Conference

Created by the E&TM GroupSpecial thanks to contributions from many within the AIAA communityAligns with the “AIAA Moderating A Conference” tutorial

So, You’ve Decided you want to be a Forum Technical Chair

• Thank you for volunteering to do this!

• Ensure you have support from your home organization

• Work closely with the AIAA Staff They have done this before and they are experts at

knowing what to do and when They will ensure you know what you need to do and what

they will do

• Determine if there will be a co-Chair (or co-Chairs) If so, ensure R&Rs are clearly defined

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Things a Forum Technical Chair Should Know

• Is it a lot of work? Not as much as you would think – you have a lot of great support

from a lot of people who are just as passionate about this effort as you – the AIAA Staff, the Discipline Technical Chairs, and Session Chairs, and others who have been in this role before you

• How good is the back up? Very good – the AIAA Staff are excellent and pretty much everything is

electronic

• Will you have problems? Most probably yes, but the backup is there to help you sort things out

• What’s in it for you? Experience, an expanded network, and a sense of achievement

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The Forum Technical Chair’s Role

• Lead and set a positive tone

• Be inclusive and flexible

• Communicate often and in all directions

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The Forum Technical Chair can make the difference between a successful forum… and one

that appears pointless and disorganized

Forum Organizing Structure

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Forum Committee Overarching Roles & Responsibilities

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Executive Steering Committee• Focus, themes, and high-level topics aligned with Institute priorities• Evolution or expansion over time in terms of program and constituencies• Date windows and cities of Forum• Speakers for high-level plenary sessions (keynotes, panels)• Promotion of Forum within his/her organization

Organizing Committee •Organization of overall forum program aligned to ESC vision•Integration of program and non-program aspects into overall structure and schedule•Inclusion of systems-level topics in program•Organization of plenary sessions and Institute-level activities•Outreach to non-traditional audiences

Technical Program Committee•Identification of technical program topics aligned to high-level topics•Organization of technical paper session, technical panels, poster sessions•Identification of discipline technical chairs, session chairs, reviewers•Input for activities to serve technical audiences

Forum Technical Chair Specific Roles & Responsibilities

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• Facilitate and coordinate all aspects of the planning and execution of the technical program, in coordination with the Forum General Chair and Forum Organizing Committee

• Serve on the Forum Organizing Committee• Provide input to Forum Organizing Committee for activities to serve technical

audiences• Lead the Technical Program Committee to accomplish the following tasks:

• Identification of technical program topics aligned to high-level topics• Organization of technical paper sessions, technical panels, poster sessions• Work with individual committees to identify technical track chairs, session

chairs, reviewers• Assignment of technical sessions to available meeting rooms

Technical Program CommitteeOrganization of Technical Program

Forum Technical

ChairConference Chair

(for 2014 only)“XXX” Technical

ChairForum Project

ManagerTech PapersCoordinator

Others asneeded

•XXX refers to individual Technical Committee or Program Committee.

The Forum Technical Chair’s Responsibility Timeline

• Begin planning for the forum 18 months out

• Coordinate with the Forum General Chair and Forum Organizing Committee

• Leverage others’ work and experience AIAA Staff expertise, previous forum schedules of events, previous

Forum Technical Chair experiences

• Set the forum technical vision, aligned to the high level vision

• Work with the Discipline Technical Chairs to execute the vision

• Provide support to the Discipline Technical Chairs (and Session Chairs) to maintain their commitment

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18 Months Before the Forum (1 of 4)

• Work closely with AIAA throughout the journey Get to know key AIAA Staff and the people with whom you

will be working

• Leverage the past Start with the accepted structure and content Talk to the previous Forum Technical Chair for their

experience and any lessons learned

• Look to the future Are there emerging ideas that can/should be addressed? What is relevant and of value to the technical community?

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• Set up regular communications With the Technical Program Committee With others within the Forum Organizing structure as

necessary Frequency will change along the way

• Identify area(s) of focus for the forum What are the main topics? Are there common threads/themes?

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• Work with the TCs and PCs to identify and recruit potential Discipline Technical Chairs And possibly some Session Chairs

• Identify potential Joint, special, invited, and/or plenary topics, tracks,

sessions, and/or speakers

• Generate a schedule of events leading up to the forum Leverage a previously developed schedule and make it

your own

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• Propose a forum layout Consider items such as Short Courses, Exhibits,

Sponsors, Key Note Speakers, Invited Lecturers, Awards Events, Receptions, Breaks, Off-site Activities, Joint Sessions, Special Sessions, Wrap-up Session, etc

• Generate an initial Call for Papers High level vision – the Discipline Technical Chairs will

help develop the details

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• Continue regular communications With the Technical Program Committee With others within the Forum Organizing structure as

necessary With the Discipline Technical Chairs and key AIAA Staff Frequency will change along the way

• Decide on the forum area(s) of focus Theme(s), main message(s), take-away(s), what is the

product?

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• Obtain commitments From the selected Discipline Technical Chairs and

possibly some Session Chairs From any special speakers

• Continue working any joint, special, and/or invited sessions

• Work with the Technical Program Committee to Finalize the forum layout Generate a Call for Papers Begin to generate a room grid

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• Continue regular communications With the Technical Program Committee With others within the Forum Organizing structure as

necessary With the Discipline Technical Chairs and key AIAA Staff Frequency will change along the way

• Sharpen the forum area(s) of focus

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6 Months Before the Forum

• Reaffirm commitments From the selected Discipline Technical Chairs and

possibly some Session Chairs From any special speakers

• Finalize Any joint, special, invited, and/or plenary sessions Special speakers Room grid

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3 Months Before the Forum

• De-conflict the preliminary Program Prior to any potential withdrawals

• Provide any final Program corrections Titles, authors, etc

• De-conflict the compressed Program After any withdrawals

• Prepare any opening and welcoming remarks for the forum

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At the Forum

• The time is here – all your planning and hard work has paid off!

• As appropriate and as your time allows Present any opening / welcoming remarks Recognize and thank your volunteer team Ensure Discipline Technical Chairs and Session Chairs

are prepared Attend Speaker Briefings Attend meetings and events throughout the conference

• Enjoy your forum!

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Post-Forum Activities

• Prepare and submit a final forum report Starting this up front will make it easier to assemble after

the conference Include information on all aspects of the forum Work with the AIAA Staff

– They will have most of the details, statistics, photos, etc

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THANK YOU!

You’ve graciously volunteered to be an AIAA Forum Technical Chair

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TC Report Format and Related Issues

Presented by Joaquin H. Castro

P&E Deputy Director for Rockets, Space & Advanced Propulsion

NIS Meeting, AIAA 2014 Space, San Diego, Ca.

5 August 2014

Agenda

• Why do we write TC Annual Reports? Overall construct/philosophy/History What data needs to be captured and WHY; is it captured for immediate

dissemination or for archival record? Who is the customer? What’s the tempo –updated twice a year (group and annual reports)? What is the retention and retrieval approach? The written reports are

not posted to any website; have to contact Betty for archival copies.

• Suggested DRAFT Format and example for TC Annual Report

• How should reports be handled?

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P&E RS&AP Group

Proposed Format

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“TC Name” Technical Committee

January 20XX to December 20XX Annual Report

or

January 20XX to June 20XX Interim Report

T.C. Overview

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TC LiaisonsGas Turbine Engines (Name)Liquid Propulsion (Name)Energetic Comp & Sys (Name)Fluid Dynamics (Name)High Speed ABP (Name)Hybrid Rockets (Name)Nuclear Propulsion (Name)Solid Rockets (Name)ASME/IGTI (Name)ICLASS (Name)ILASS Asia (Name)ILASS Europe (Name)

T.C. Chair(Name) Phone: (xxx) xxx-xxxxEmail: [email protected]

Vice Chair/Chair-Elect(Name) Phone: (xxx) xxx-xxxxEmail: [email protected]

Secretary/Treasurer(Name) Phone: (xxx) xxx-xxxxEmail: [email protected]

SC “X” NameSC Chair Name

SC “X” NameSC Chair Name

EducationChair Name

AwardsChair Name

MembershipChair Name

PublicationsChair Name

Technical ProgramsChair Name

WebmasterChair Name

TC Members

• XX Total / Last year Total.

– XX Regular xx

– X Associate x– XX International xx

• Category

– XX Industry (XX% xx*)– XX Academia (XX% xx*)– XX Government (XX%

xx*)

• International members

– X Country x– X Country x– X Country x– X Country x– X Country x– X Country x– X Country x– X Country x– X Country x

Subcommittees


Imbedded TC Roster file required, see Comment Note

CSC

Insert link with Excell File of latest TC Roster


Recent Conference Performance

Issues / Help Needed

Forum Name Year Forum Name Year

Abstracts Received: XXXAbstracts Accepted: XXSessions: XX ( X Invited)Withdrawals/No-Shows: XXPresented: XX ( X Invited)

• • • •

Accomplishments

• • • • • • • • • • • • •

•

Initiatives & Plans

Financial Status and Other Activities

• • •

Abstracts Received: XXAbstracts Accepted: XXNo. of Sessions: XXWithdrawals/No-Shows: XX/XXPapers presented: XX (X ITAR)

T.C. Activity Summary - January 20XX to December 20XX (MM/DD/YYYY)

CSC

Most recent past

CSC

Most near future

Forum Participation

• List Forum/Conference related TC activities and plans

• What are the top 3 successes and top 3 disappointments form last years’ conference?

• How can we improved the Forums?

• List top 5 Sessions / Panels sponsored or co-sponsored for the Forum Lessons learned, what worked, what did not worked and why?

• List other relevant topic areas (if any) TC would like to sponsor in the future and why?

• List members of the Forum Organizing Committees (TAOs) and succession plan

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TC Meetings

• Provide (One page) Summary of last year’s meetings and plan for next year’s meeting Location, date, Forum (Face-to-face or via phone or web meeting) ExampleSpring Meeting Held in Conjunction with the USAF / Aerospace Corporation

Space Power Workshop (SPW), El Segundo, CA, on 4/23/2013. Meeting Minutes Embedded in Appendix

Summer Meeting Held in Conjunction with the AIAA Joint Propulsion Conference (JPC) / International Energy Conversion Engineering Conference (IECEC), San Jose, CA, on 7/16/2013.

Winter Meeting To Be Held First Week Feb 2014 (Tentative)

Next Face-to-Face Meeting to Be Held at 2014 SPW in May 2014

Telephone meetings held on March 23 2013 and September 9 2013

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Imbedded meeting minutes file required, see Comment Note

CSC

Insert Word File with Each Meeting MInutes

Honors & Awards Activities

• Provide Summary of TC’s Honors and Awards Activities Sponsored Awards Nominations Awardees' Selection Status of nomination year-to-year slate

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HSABP TC Example

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High Speed Air Breathing Technical Committee

January 2014 to July 2014 - Interim Report

T.C. Overview

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TC LiaisonsHyTASP: R. Starkey, D. Musielak JANNAF: P. Drummond, S. BeckelEuropean Orgs.: TBD Aero Thermal TC : Moehlenkamp; Fluid Dynamics TC: H. HassanGround Test TC : TBD Propellants & Combustion: TangiralaPublic Policy CVDs: J. Castro AIAA Sections: D. Musielak AIAA University Chapters : J. Malo-MolinaNASA: D.R. Reddy, J. LeeGreen Energy PC: M. BradleyPGC PC: D. Paxson

T.C. ChairDr. Dora Musielak Phone: (817) 422-9511Email: [email protected]

Vice Chair/Chair-ElectDr. Venkat Tangirala Phone: 518-387-5010Email: [email protected]

MembershipDr. Timothy O’Brien

CommunicationsDr. Jeff Dalton

Honors & AwardsDr. Orval (Rusty) Powel

EducationDr. Dora Musielak (acting)

Conferences: P&E JPCDr. Joel Malo-Molina

Conferences: SciTech ASMDr. Ron Springer

P&E ABP NominationsDr. Han Madhanabharatam

WebmasterDr. Dora Musielak (acting)

TC Members

• 43 Total / 50

– 35 Regular 37

– 4 Associate 5– 4 International 8

• Category

– 22 Industry 19 (51% 38)– 12 Academia 18 (28% 36)– 9 Government 13 (21% 26)

• International members

– 1 Belgium 1– 1 Italy 2– 1 Japan 2– 1 Russia 1

Subcommittees

HSABP Technical Committee

AIAA HSABP TC Roster

31 July 2014


Recent Conference Performance

Issues / Help Needed

P&E Forum JPC2014 SciTech ASM2015

Abstracts Received: 52Abstracts Accepted: NASessions: 9 ( 1 Invited)Withdrawals/No-Shows: NAPresented: NA ( NA Invited)

• Coordination with session chairs to ensure each and every session is chaired

• Determine new methods to engage TC members with travel restrictions

• Bring back Speaker’s Briefing each morning

Accomplishments

• Published 2 Newsletters – Issue 7 @ SciTech2014, and Issue 8 @ P&E Forum 2014

• TC leadership transition completed on June 1• Organized 10 sessions (7 paper / 3 poster) for 2014 P&E

and 3 joint sessions (GTE, ABPSI, P&C) and 1 ITAR session

• Participated in selection of 2014 ABP Award winner• Selected 2013-2014 HSABP Best Paper Award• Accepted 3 new TC regular members, and 2 associate

members• Continued to update SharePoint • Began an Education Series published via SharePoint• Produced Business Cards to Promote TC• Launched LinkedIn Network Site• Supported AIAA/IGTI Engine Design Competition• Supported Pressure Gain Combustion PC

• Energize Education Activities, devising new course offerings and modern forms of delivery

• 2014 Year-In-Review Article• Pursue high-speed component for PAW• Recruit YP, women, International and Government

members to balance representation• Develop new banner easy to transport

Initiatives & Plans

Financial Status and Other Activities

• $1808 • Planned expenditures: TC Banners, TC Business Cards

Abstracts Received: 67Abstracts Accepted: 58No. of Sessions: 10Withdrawals/No-Shows: 10/XXPapers presented: 46 (2 ITAR)

T.C. Activity Summary - January 2014 to July 2014 (07/31/2014)

31 July 2014

Forum Participation

• HSABPTC participates in SciTech and P&E Forum – Technical Sessions, Special Sessions, and General TC Meetings

• Top 3 successes form P&E Forum Special session on supersonic combustion simulation More papers presented compared with last year’s JPC

• Top 3 disappointments from P&E Forum Fewer papers authored by US organizations compared with internationals (20/26) Venue too large Not enough informal meeting spots to network between sessions

• How can we improved the Forums? Emphasize Speaker’s Briefing Breakfasts informal meetings with speakers and

co-chairs give opportunity to meet face-to-face before session, ensure chairs are present, build rapport, and ease first-time speakers nervousness.

Add more coffee break meeting spots to network between sessions Add more invited sessions

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31 July 2014

Forum Participation

• Top 5 Sessions sponsored and co-sponsored for P&E Forum Lessons learned: coordination of session chairs is crucial for success.

• Other relevant topic areas (if any) TC would like to sponsor in the future and why? Pressure Gain Combustion Technologies growing interest in R&D status

• Members of the Forum Organizing Committees (TAOs) and succession plan Tim O’Brien (P&E Forum JPC) Joel Malo-Molina Ron Springer (SciTech ASM) Dan Paxson

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31 July 2014

TC Meetings

• Summary of meetings and plan for next year’s meetings Bi Annual TC General Meeting held in conjunction with SciTech

ASM 2014, National Harbor, MD, on 13 January 2014. Bi Annual TC General Meeting held in conjunction with P&E Forum

JPC 2014, Cleveland, OH, on 28 July 2014. Meeting Minutes. Next telephone meetings planned for September 2014, and

November 2014 Monthly email status reports from subcommittee chairs are

planned, starting in September 2014

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Imbedded Minutes file

31 July 2014

Adobe Acrobat Document

Honors & Awards Activities

• Summary of TC’s Honors and Awards Activities HSABP TC sponsors three awards: Air Breathing Propulsion (ABP) Award,

HSABP Best Paper Award, and Gordon Oates ABP Graduate Award Received 5 nominations for ABP Award Dr. Aswhani from Maryland University was selected as the winner of the

ABP Award ABP Status of nomination year-to-year slate Will continue to identify

potential candidates to nominate Nominations for HSABP Best Paper Award nominations are submitted by

session chairs at both SciTech and P&E Forum conferences HSABP Awardees Selection Each year we receive as many as 30 and as

few as 10 nominations for best paper HSABP Status of nominations See above Gordon Oates ABP Graduate Award recently reinstated.

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31 July 2014

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Region VI ReportPresentation to TAC

07 August 2014

Jeff Laube

Deputy Director – Technical, Region VI

Region VI Activities – Deputy Director Technical

• Maintaining regular contact with all RAC VI Technical officers Section Chairs are contacted if no Tech officer

• Routinely retransmit TAC and other AIAA “Technical” information including: TAC Newsletters Information and questionnaire for the newly formed Aerospace

Cybersecurity Working Group Abstract reminders for Space Call for support to CVD New AIAA credo “In Search of the Next Impossible Thing”

(Video and presentation)• Several sections had or are having technical symposiums

Orange County, Tucson and San Diego LA-LV conducted Re-Inventing Space (their conference) in

conjunction with SPACE 2014

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Region VI Activities – Deputy Director Technical

• New student branches approved University of California, Merced – Merced, CA Boise State University—Boise, ID

• Region VI student conference 1-2 March 2014 on the campus of Cal State Sacramento.

• RAC VI Director brought up community college teacher membership category with RSAC Working with membership committee to figure out how to proceed. Suggest adding them as Educator Associates and working

“differently” with High School and Community college teachers than with K-8 teachers

Suggest adding membership dues ($25) for ALL Educator Associated

• Engineering Heptathlon Dr. Jeff Jepson of Tucson branch put together a “how to” guide for

creating a one-day event.

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Documents

New Initiatives Subcommittee Presentation to TAC