IMAPS POLICY AND PROCEDURE MANUAL
TABLE OF CONTENTS
1.0 EXECUTIVE COUNCIL 5
1.1 OFFICERS 5
1.1.1 President's Statement of Responsibility 5
1.2 REGIONAL DIRECTOR STATEMENT OF RESPONSIBILITY 6
1.3 ELECTIONS 8
1.3.1 President Elect Candidate Qualification 8
1.3.2 Regional Director Candidate Qualifications 8
1.3.3 Nominating Committee 9
1.3.4 Nominating Procedure 9
1.3.5 Terms of Executive Council Members 9
1.3.6 Organizational Director Nominating Committee 9
1.4 CAMPAIGNING 9
1.5 INFORMATION FOR NEW COUNCIL MEMBERS 10
2.0 EXECUTIVE DIRECTOR 10
2.1 POSITION TITLE: EXECUTIVE DIRECTOR .10
2.2 EXECUTIVE COUNCIL MEETINGS .12
2.3 ATTENDANCE 12
2.4 AGENDA 12
2.5 EXPENSES 12
2.6 ATTACHMENTS WITH MINUTES 13
2.7 EXECUTIVE COUNCIL MINUTE DISTRIBUTION 13
2.8 COUNCIL CORRESPONDENCE 13
3.0 MEETINGS 13
4.0 ADVISORY COUNCIL’S MEETINGS 135.0 CHAPTER OPERATIONS 14
5.1 CHAPTER PROFILE REPORTS & ACTIVITY GRANTS 14
5.2 CHAPTER REBATES 15
5.3 CHAPTER CORRESPONDENCE 15
5.4 CHAPTER-SPONSORED MEETINGS 15
5.5 CHAPTER DEACTIVATION 15
6.0 MEMBERSHIP AND MEMBER SERVICES 15
6.1 SENIOR MEMBERSHIP CRITERIA 16
6.2 AFFILIATE ORGANIZATIONAL MEMBERSHIP 16
6.3 INTERNATIONAL AFFILIATE MEMBERSHIP 16
6.4 ASSOCIATE ORGANIZATIONAL MEMBERSHIP 16
6.5 DUES RENEWAL 17
6.6 MEMBERSHIP CERTIFICATE 17
7.0 STAFF 17
7.1 HEADQUARTERS REVIEW 17
7.2 TRAVEL AUTHORIZATION 18
7.3 TRAVEL EXPENSES 18
8.0 EXTERNAL RELATIONS 18
8.1 OTHER ORGANIZATIONS 18
8.1.1 Use of IMAPS Membership List for Mailings 18
8.2 NON-U.S.A. CHAPTERS 19
8.2.1 Support for Society President 19
8.3 TRADE PUBLICATIONS 19
9.0 PLANNING 20
9.1 STRATEGIC PLAN 20
10.0 FINANCES 20
10.1 CHART OF ACCOUNTS 20
10.2 MONTHLY FINANCIAL STATEMENT 20
10.3 QUARTERLY STATEMENTS 20
10.4 SOCIETY BUDGET 20
10.4.1 Budget Preparation and Distribution 20
10.4.2 Minimum Fund Balance 21
10.4.3 Budget Review 21
10.5 AUDIT 21
10.6 INVESTMENTS 21
10.7 BONDING 22
10.8 AUTHORIZED SIGNATORIES 22
10.9 EXPENSE REIMBURSEMENT 22
10.10 FISCAL YEAR 22
11.0 FINANCIAL RESPONSIBILITIES 22
11.1 POLICY FOR EMERGENCY FUNDING TO CHAPTERS AND INTERNATIONAL
AFFILIATES 23
12.0 PROCUREMENT 23
12.1 RESPONSIBILITY 23
12.2 CAPITAL EQUIPMENT 23
12.2.1 Definition 23
12.2.2 Purchase Request 23
12.2.3 Purchase Authorization 23
12.2.4 Periodic Inventory 24
13.0 CONFLICT OF INTEREST 24
14.0 PUBLICATIONS/ELECTRONIC MEDIA 24
14.1 ADVANCING MICROELECTRONICS 24
14.2 REPRINTS BY OTHER PUBLICATIONS 24
14.2.1 Symposium Papers 25
14.3 IMAPS REPRINTS OF SYMPOSIUM PAPERS 25
14.4 DISTRIBUTION OF SYMPOSIUM PROCEEDINGS 25
14.5 ADVERTISING 25
14.5.1 Industry Guide 25
14.5.2 Advancing Microelectronics 25
15.0 POLICY ON WORKSHOPS WITH PARTNERS 26
15.1 WORKSHOP CHARACTERISTICS 26
15.2 ACCOUNTING - BUDGET/ACTUALS 26
16.0 REGIONAL SYMPOSIA AND TECHNICAL CONFERENCES 26
16.1 DEFINITIONS 27
16.2 GUIDELINES 27
17.0 SYMPOSIUM OPERATIONS 28
17.1 BRIEFING OF SYMPOSIUM PLANNING COMMITTEE 28
17.2 FEES 28
17.2.1 Student Attendees 28
17.2.2 Student/Faculty Travel Expenses 28
17.2.3 International Members 29
17.3 EXHIBITOR QUALIFICATIONS 29
17.3.1 Symposium Booth Assignments 29
17.4 PRESENTATION OF TECHNICAL PAPERS 29
17.4.1 Symposium/Journal Consideration 30
17.5 PUBLIC ROOM UTILIZATION 30
17.6 RECRUITING 30
17.7 REBATES 30
18.0 AWARDS 30
18.1 AWARD DEFINITION 30
18.1.1 Corporate Recognition Award 30
18.1.2 Daniel C. Hughes, Jr. Memorial Award 31
18.1.3 William D. Ashman Award 31
18.1.4 John A. Wagnon Technical Achievement Award 31
18.1.5 Fellow of the Society Award 31
18.2 ELIGIBILITY REQUIREMENTS 32
18.2.1 Member in Good Standing 32
18.2.2 Eligibility 32
18.2.3 Renomination 32
18.2.4 International 32
18.2.5 Repeat Awards 32
18.2.6 Executive Council Member Eligibility 32
18.2.7 Committee & Task Force Member 32
18.2.8 Awards Evaluation Committee Eligibility 32
18.2.9 Previous Award Recipient Eligibility 32
18.3 NOMINATION 32
18.3.1 Awards Evaluation Committee 32
18.3.2 Nomination Process 33
18.3.3 Nomination Requirements 33
18.4 SELECTION 34
18.4.1 Selection Committees 34
18.4.2 Rating and Selection 34
18.5 AWARD SCHEDULE 35
18.6 AWARDS PUBLICITY 37
18.6.1 Award Recipient Publicity 37
18.6.2 Plaque Write-Ups 37
18.7 AWARD PRESENTATIONS 37
19.0 LOGO 37
19.1 USE OF LOGO 37
20.0 DOCUMENT REVIEW 37
20.1 BYLAWS 37
20.2 POLICY AND PROCEDURE MANUAL 37
This manual organizes decisions, policies, and procedures made by the
Executive Council that define the activities, responsibilities, or
authority of the Society, its Executive Council, committees, chapters,
staff, and members. In the event of conflict between a statement in this
manual and the Bylaws of the Society, the provisions of the Bylaws shall
prevail.
1.0 EXECUTIVE COUNCIL
1.1 OFFICERS1.1.1 President's Statement of ResponsibilityBasic
Function: The President is a member of the Executive Council and
Executive Committee and presides over all Society meetings, except as
covered in the Bylaws (Article VI, Sec. 4.3). As chief elected officer,
he/she represents the entire membership and the best interests of the
Society and as such is the Society's spokesperson. Exercises personal
leadership in motivating other volunteer leaders and the membership.
Ultimately responsible for the establishment and accomplishment of goals
and objectives during his/her term of office.Qualifications: Is a member
in good standing and has served as President Elect for the previous
year.Duties, Responsibilities And Authority:
1. Presides at all meetings of Executive Council and Executive
Committee. Coordinates the agenda material with the Executive Director.
Supports and defends policies and programs adapted by the Executive
Council and Executive Committee.2. Works with the Executive Director in
seeing that basic policies and programs to further the goals of the
Society are planned, formulated and presented to the Executive Council
for action. Ensures the Bylaws are adhered to or revisions proposed.
Administers the interpretation of Society's policies.3. Appoints the
Chairmen of Society committees and task forces not designated in the
Bylaws, outlines the purpose of these committees and monitors their
progress.4. Takes an active part in monitoring and evaluating
organizational performance and effectiveness. As a member of the
Executive Council, participates in the supervision of the Executive
Director. Serves in the capacity of Executive Director during any
periods in which the position of Executive Director is vacant. Approves
Executive Director's expense reimbursement requests.5. Acts as
spokesperson for the Society to the press, public and related
organizations or may delegate the responsibility to the Executive
Director. Represents IMAPS USA at International Microelectronics
Symposia (Japan, Europe).6. Promotes interest in the Society on the part
of membership and reports activities of the Executive Council through
the President's column in Advancing Microelectronics, letters or
speeches as appropriate.
7. Presents an Annual Report to the membership at the Annual Business
Meeting.
8. With the Treasurer, monitors the Society's expenditures to assure
operation within the annual budget. Also, serves as member of Budget
Committee.
Term of Office: Committee Responsibilities:
One Year Executive Committee
Time and Resource Commitment:
Attends two Executive Council meetings and additional special
meetings (i.e. Budget Planning, Strategic Planning, etc.) as needed;
attends Annual Symposium - estimated total is 20 to 35 days per year.
Maintains frequent telephone contact with Headquarters, other elected
leaders and general members which may require 8 to 16 hours per week.
Responsible for all personal expenses except travel and hotel for
Executive Council/Committee meetings (effective for leaders elected in
1987 to serve in 1988). IMAPS will cover expenses for attendance at
International Symposia (Japan and Europe) as an IMAPS USA
representative.
1.2 REGIONAL DIRECTOR STATEMENT OF RESPONSIBILITY
Basic Function: The primary function of the Regional Director (RD) is
to act as the link between the membership and the Executive Council (EC)
in order to promote and develop membership. The RD can only be effective
if he/she is in contact with the membership at the local level. The RD
exists to report the interests and needs of each chapter to the EC and
assist the EC in making policy decisions. The following Policies and
Procedures are designed to promote close contact and awareness.
Qualifications: A candidate for Regional Director must be an IMAPS
member in good standing who has served an elected term of office at the
Chapter level or equivalent experience. The candidate must be willing to
run and must have the support of his/her employer as evidenced by a
letter of corporate support (sample letter included).
Voting: All RDs and the Organizational Director shall have a voice on
the EC. The Organizational Director shall always retain the right to
vote on the EC.
1. All first term, second year RDs will have the right to vote on the
EC.
2. In order to determine any additional votes, if there are any RDs
who are serving a second term, first year, they shall determine, by a
drawing, the additional vote(s).
3. If there are no RDs who fit the stipulations in item 2, then there
will be a drawing of the remaining members to determine any additional
vote(s).Duties, Responsibility and Authority:
1. RD is to attend a meeting of every chapter in their region at
least once each year.
2. RD to contact each chapter president before each EC meeting to
determine the chapter’s interests and needs, as well as the status of
the chapter.
3. Report to each chapter president the pertinent information
provided at the EC meeting.
4. Assist every chapter in membership expansion/retention by:A.
sending membership renewal letters in a timely manner,
B. adding personal notes to each letter,
C. promoting area programs to attract new members,
D. have chapter membership chair report activities to RD, andE.
maintain communication with the National and staff Membership person.
5. RD must reside in the region represented.6. Promote student
activity by recommending each chapter to:
A. Promote attendance at chapter meetings by offering special dinner
rates to students.
B. Identifying a faculty champion to promote IMAPS in the university
and posting student chapter meeting notices.C. Add faculty champion to
newsletter mailing list to keep him/her advised of chapter activities.D.
Invite students to participate in local and National symposia by
presenting papers.E. Hold contest for Best Paper at local symposium with
prize being travel and hotel costs to the National Symposium.
7. Prepare a questionnaire annually to be sent to chapter presidents
to ascertain their ideas, problems, etc. with which National could
help.8. Write at least one editorial per year for each chapter
newsletter. The objective being to advise members on a local level what
IMAPS is doing for them.
9. Ensure timely submission of Chapter Profile Reports.10. Present
Certificates of Appreciation to chapter officers.11. Evaluate, review
and discuss items to be presented at EC meetings at the RD meeting held
prior to the EC meeting.12. Assure that an IMAPS booth is set up at
local Symposium/Vendor’s nights.13. Assist chapter officers with
problems and forward requests for assistance to staff or EC.14. Maintain
communication with EC and staff to keep them aware of conditions in the
region.15. Make recommendation to the President for regional
representative to the Awards Nominating Committee.16. Identify Chapter
Champions.
The eight regions of IMAPS-U.S. are listed below:
Mid-Atlantic
North Central
Northeast
Northwest
South Central
Southeast
Southern California
Southwest
1.3 ELECTIONS
The President Elect, Chair of the National Officer Nominating
Committee, and the Chair of the Regional Director Nominating Committee,
need to be recruiting candidates as soon after the International
Symposium as possible.
The staff (liaison with the National Officer Nominating Committee)
and the staff (liaison with the Regional Director Nominating Committee)
shall send out the election requirement information to the nominees as
soon as notified by the President Elect.
All materials required of the nominees must be submitted to
Headquarters no later than the last of April. The ballots are to be
mailed by the middle of May. In order to allow 45 days from the date the
ballots are mailed, the deadline for the ballots to be cast shall be the
end of June. Candidates shall be notified of the election results as
soon after the ballot deadline as possible; successful candidates will
be invited to the July (or early August) Council meeting.
After the elected candidates are inducted at the International
Symposium in the fall, the President Elect can start recruiting next
year's candidates to start the process over again.
1.3.1 President Elect Candidate Qualification
The nominee for the position of President Elect shall have served at
least one term of office as an elected member of the Executive Council,
or equivalent. Past Presidents of the Society may only run for President
Elect with a majority approval of the Advisory Council.1.3.2 Regional
Director Candidate Qualifications
In order to qualify as a candidate for Regional Director, an
individual must:
a. Have served an elected term of office in a regular chapter, or
equivalent experience;b. State, in writing, that he/she desires to serve
as Regional Director and has read the "REGIONAL DIRECTOR
GUIDELINES";c. Submit a letter of support from his/her employer,
said letter indicating his employer has reviewed the "REGIONAL
DIRECTOR GUIDELINES."
1.3.3 Nominating Committee
The President Elect shall chair this committee. If the Regional
Director is eligible for re-election and agrees to run, the President
Elect shall contact the Chapter Presidents of the Region to solicit an
opposing candidate. Should no opposing candidate be identified, the
incumbent Regional Director may run unopposed.
When the current Regional Director is not running for re-election,
the Nominating Committee shall be comprised of the current Regional
Director and the Chapter Presidents of the Region. They shall identify
two candidates for the position.1.3.4 Nominating Procedure
Should more than two candidates be identified, the committee shall be
polled (as follows) to narrow the slate to two. The Society President
Elect shall compile a list of potential candidates from submissions and
send the list to the Chapter Presidents of the affected region for
numerical rating. The Chapter Presidents shall assign a numerical rating
of 1 to 10, 10 being highest, to each name on the list and return the
list to the Society President Elect.
The Society President Elect shall prioritize the list numerically
and, starting with the two candidates with the highest rating, contact
the candidates regarding their desire to run for office and their
employer's support commitment. The process shall terminate when the
Society President Elect has a minimum of one affirmed candidate, or
failing which, the Regional Director Representatives will appoint a
candidate.1.3.5 Terms of Executive Council Members
Executive Council members shall be limited to serve no more than two
(2) elected terms in the same office.1.3.6 Organizational Director
Nominating Committee
The President Elect shall chair this committee. The committee shall
consist of at least five (5) additional Organizational Member
Representatives of the Society in good standing, none of whom may be a
member of the Executive Council. The committee shall be appointed with
due regard being given to the various aspects of microelectronics and
the demographics of the Society’s Organizational Membership with
consideration to academic, governmental, and industrial areas. The
committee’s selection of nominees for the position of Organizational
Director shall be made with the same regard as the Society’s
composition.1.4 CAMPAIGNING
A nominee shall not engage in any form of vote solicitation beyond a
biographical sketch to be submitted to the Executive Director for
inclusion in the ballot mailing. Headquarters shall provide candidates
with guidelines for submission of biographical information on the
ballot. An edited submission shall only be placed on the ballot after
the candidate has approved of the edited copy. The President Elect may,
with the candidate's knowledge but not necessarily his/her approval,
delete any information which is false or misleading.1.5 INFORMATION FOR
NEW COUNCIL MEMBERS
The Executive Director shall send each newly elected Council member
copies of the most recent two sets of minutes of Executive Council
meetings for the current year as well as copies of IMAPS’s Strategic
Plan, Bylaws, Policy and Procedures Manual, and other documents related
to the operation of the Society. This shall be done no later than 2
weeks after the newly elected member is elected.In addition, all
Regional Directors shall receive a complete set of all IMAPS
publications: books, monographs, videotapes, etc. (excluding back issues
of the Journal and Advancing Microelectronics) as available to assist
them in promoting the Society. At the end of their term of office, the
Regional Directors may retain the written materials for their personal
libraries but must return the videotapes to IMAPS headquarters or pass
them on to the newly elected Regional Director.
2.0 EXECUTIVE DIRECTOR
2.1 POSITION TITLE: EXECUTIVE DIRECTOR
Basic Function: Serves as the chief executive/operating officer,
supervised by the President and responsible to the Executive Council,
and responsible to the Executive Council for the effective conduct of
the affairs of the Society. Within that framework, develops an annual
working plan(s) for Headquarters staff that reflects the goals,
objectives, and direction for the Society. Organizes, coordinates,
controls and directs the staff, programs, and activities of the Society.
Administers the financial affairs of the Society and recommends
cost-effective management systems. Develops and recommends financial
plans and policies, and provides financial advice to Treasurer,
committees and staff.Specific Responsibilities: Within the limits of the
charter/contract and bylaws of the Society and policies established by
the Council, with appropriate delegation, the Executive Director:
Establishes the organizational structure for the Headquarters office
and the related staffing structure. The Executive Director shall keep
the President informed of staff changes and review these changes with
the Executive Council/Committee annually.
Establishes administrative policies and procedures for Headquarters
functions. Maintains files on personnel, financial matters, budget and
administrative reports under each directorship.
Develops and administers a personnel program which includes
recruiting and hiring; and development and implementation of position
descriptions, performance plans and evaluations, and an equitable plan
of salary and benefits compensation.
Oversees the Society's purchasing of equipment, office space, and
maintenance and other business services; negotiates contracts ensuring
the most economical use of Society resources.
Develops and maintains a publications program which is responsive to
the needs of the membership. Develops and supervises an effective
program of membership development, membership retention, and member
services.
Organizes and conducts events which include programs, symposia, and
other activities consistent with the objectives of the Society.
Conducts research necessary to the Society and informs the Council,
elected officials, and membership as appropriate.
Directs the development, management, and production of the Society's
technical workshops, tutorials, professional development courses, and
other technical programs.
Develops and maintains an ongoing publicity and promotion program for
advertising and promoting the Society image and benefits of membership.
Manages the finances of the Society, including the preparation of an
annual budget long-range forecast of needs. Has responsibility for the
Society operating within the approved annual budget. Keeps the
President, Treasurer and Executive Council appraised of budget status.
Directs the activities of the Business Services Department, Marketing
Department, and the Development Department and provides direction, and
motivation of Headquarters personnel.
Directs and monitors all financial activity of the Society and
Educational Foundation.
Ensures the development of sound accounting and information systems
policies and procedures. Responsible for preparation of monthly
financial statement and cash-flow analysis.
Supervises the Society's purchasing activities, ensuring the most
economical use of funds for supplies and services.
Secures and maintain tax exemptions in appropriate jurisdictions.
Advises appropriate staff regarding matters of financial management.
Supervises administrative services of the Society including mail
distribution.
Reviews convention program to ensure financial success.
Develops budgets for meetings, publications, and other programs.
Ensures the legal integrity of the Society.
Plans and coordinates meetings of the Executive Council and the
elected officials of the Society. Provides periodic written reports on
Society activities to the President and the Executive Council/Committee.
Reports shall be candid, executive summaries identifying status,
problems, plans and recommended actions. Reports shall be provided at
least quarterly or when significant, timely issues should be covered.
Reports are to precede Council meetings.
Provides staff support to committees and task forces. Monitors and
assists committees and task forces as required.
Internal Relationships: Reports to President of the Executive
Council. Maintains close working relationship with staff directors.
Delegates responsibility and authority commensurate with the position
and recognized capability of the individual. Has occasional contact with
other members of the Society staff.
Supervises directors and establishes duties and task objectives on
Management by Objective basis using Council Approval list of priorities
as a guide.External Relationships:
Encourages interactions between volunteers and staff.
Has regular contact with the elected officials and the Executive
Council and its committees on policy matters and other issues as
appropriate. Maintains personal contact with international, national,
regional, and Chapter organizations and the general membership to the
greatest degree possible. Maintains appropriate relationships with other
associations, industry, government, and public service organizations,
and vendors to enhance the image of the Society and the attainment of
its objectives.
2.2 EXECUTIVE COUNCIL MEETINGS
The Executive Council shall meet a minimum of 2 times per year (1) at
the International Symposium (2) at the MCM Conference (March-April).
Other Council meetings may be called by the President or members of the
Council as provided for in the Bylaws.
2.3 ATTENDANCE
All officers, Regional Directors, and the Director of Organizational
Member Relations shall attend all Council meetings or notify the
President if the Council member cannot attend.
2.4 AGENDA
All agenda items submitted by a Council member for a Council meeting
shall be in the hands of the Executive Director at least 28 21 days
before the meeting, to allow the Executive Director to prepare and
distribute the meeting agenda, under the President's direction, to all
Council members at least 21 14 days before the meeting.
2.5 EXPENSES
IMAPS will absorb the costs incurred for air fare and hotel expenses
for members of the IMAPS Executive Council beginning with the newly
elected Council members for 1988. Each member of the Executive Council
is expected to cover any additional personal expenses incurred by the
member relative to attendance at the Council or Committee meetings. A
contingency fund may be used, with prior approval of the Executive
Council/Committee, to reimburse those members of the Council who are
otherwise unable to cover these costs.
The Society shall provide for such expenses as cost of meeting rooms
and refreshments during meetings, as well as reimbursable costs incurred
by IMAPS staff. All expenses paid or reimbursed by the Society for
whatever purpose associated with the Executive Council and Executive
Committee meetings shall be justified and explained by an appropriate
expense voucher and submitted for approval to the appropriate person.
2.6 ATTACHMENTS WITH MINUTES
Along with the Meeting Minutes sent to the Executive Council members,
the Society Secretary shall send only materials which were substantially
altered during the meeting and/or new material which was composed during
the meeting.
2.7 EXECUTIVE COUNCIL MINUTE DISTRIBUTION
The Society Secretary shall send copies of Minutes taken at Executive
Council meetings to all Chapter Presidents, Committee Chairs, and
Advisory Council members within three weeks after each meeting unless an
extension is granted by the Society President.
2.8 COUNCIL CORRESPONDENCE
Any members of the Executive Council who conducts correspondence
external to the Society as an IMAPS official shall submit a copy of the
correspondence to the Executive Director for file and record. Such
correspondence shall be on official IMAPS stationery.3.0 MEETINGS
The meetings of national committees, boards and task forces of the
Society shall be open to all members and staff. Executive Sessions and
closed sessions may only be conducted by the Executive Council and
Executive Committee.
Committee reports/minutes are to be sent to the officer to whom the
Committee reports, who should then submit the material to Headquarters
for the Board Book. Council is to use the "Item for Action"
form (see
Appendix III of the P & P, "Applicable Forms"), and
submit same for inclusion in the Board Book. This is to allow staff and
Council time to review and discuss the material prior to the Executive
Council meetings.
4.0 ADVISORY COUNCIL’S MEETINGSThe Council as constituted in the
Bylaws shall meet in an advisory capacity during the Annual Symposium
and an optional spring meeting at the Executive Council for the purpose
of suggesting ways to strengthen and enhance the Society. The Annual
Symposium meeting will be chaired by the newly inducted President with
the newly inducted President Elect taking over the duties as Council
liaison after the meeting. The agenda for this meeting shall include a
discussion of the outgoing President's report and recommendations from
the outgoing Executive Council regarding the Society's goals and
accomplishments. The President's report shall be sent to all invitees 14
days prior to the Advisory Council meeting.
If the spring meeting is held, then the President Elect will chair
the meeting.
5.0 CHAPTER OPERATIONS
The following documents are included as part of this
manual:"CHAPTER GUIDELINES"
"GUIDELINES FOR ESTABLISHING AND OPERATING AN IMAPS STUDENT
CHAPTER"
5.1 CHAPTER PROFILE REPORTS & ACTIVITY GRANTS
All chapters shall provide Headquarters with chapter profiles and
financial reports postmarked by August 15 of each year or forfeit their
activity grant.
a. Each chapter will receive funds for filing a Chapter profile
report. These rebates will be as follows.
Chapter Size (Regular & Corporate Members)
Rebate
Chapters Receiving Rebate
>200
$200
NorCal, Chicago/Milwaukee, Metropolitan, Keystone, New England
<200
$300
Northwest
<150
$350
Angel, Orange, N. Texas, Indiana, Viking, Florida, Capital, Garden
State, Can-Am
<100
$400
San Diego, Tri-Valley, Rocky Mountain,
<50
$500
Mission, Tucson
b. New Member Rebates
$10.00 per new Individual Member and $30.00 per new Organizational
Memberc. Retention Rebate
Chapters will receive:
$5.00 per renewal, if retention rate is >90%
$4.00 per renewal, if retention rate is >80%
$3.00 per renewal, if retention rate is >70%In order for a chapter
to receive their Chapter Activity Grant or their Chapter Rebates, they
must first complete and return their Annual Chapter Profile Report for
that year, by the deadline of August 15th.
5.2 CHAPTER REBATES
The Student Chapters of IMAPS shall receive a rebate of $100 if the
Chapter’s Annual Chapter Profile Report is filed by August 15.5.3
CHAPTER CORRESPONDENCE
All chapter-to-national correspondence shall normally be addressed to
the respective Regional Director. In extreme cases (e.g. time
limitations), the chapter may correspond directly with national
headquarters with a copy to the Regional Director for information. This
policy excludes such routine correspondence as requests for labels,
mailing services, etc. The Regional Director shall be copied on all
correspondence a chapter conducts external to IMAPS. This policy
excludes routine memos such as letters to speakers for chapter meetings,
etc.
5.4 CHAPTER-SPONSORED MEETINGS
The Executive Council supports and encourages all Chapters to produce
appropriate technical, nonexhibit conferences. Support by National
includes providing a convention booklet, Advancing Microelectronics
advertising space, and mailing labels. Other services may be provided
(costs to be negotiated).
5.5 CHAPTER DEACTIVATION
In the event a student or regular chapter's Charter is withdrawn by
the IMAPS Executive Council, all funds and assets of the chapter shall
be transferred to and added to the Minimum Fund Balance.6.0 MEMBERSHIP
AND MEMBER SERVICES
Diversity in the membership of the Society shall be encouraged. There
shall be no preferences given to gender, race nor culture, and equal
opportunities shall exist for all members.
6.1 SENIOR MEMBERSHIP CRITERIA
Any member in good standing, who has been a member in good standing
for seven (7) years, and meets the following criteria may apply for
Senior Membership through the Vice President of Membership.
There are three (3) categories in the scoring system:
Technology: Any paper presented at an ATW, Workshop, Conference,
Symposium, or published in any National IMAPS publication is worth one
(1) point.Volunteer Involvement: Serving on any committee, local or
national, is worth 1 point per year served.Leadership: Any elected
office, local or national, is worth 1 point per year served.
Proof of a minimum of ten (10) points are required, no more than five
(5) points from any single category, along with two (2) letters of
recommendation from members in good standing. This documentation shall
be forwarded to the Vice President of Membership. The Vice President of
Membership shall approve/disapprove the application and notify the
applicant.
6.2 AFFILIATE ORGANIZATIONAL MEMBERSHIP
This membership is available to a company with more than one site
wishing to become involved with IMAPS. The second site can become an
Affiliate Organizational Member and receive these benefits at the rate
of $100. The membership receives IMAPS publications, including the
Industry Guide, Advancing Microelectronics, and The International
Journal of Microcircuits and Electronic Packaging. This membership
provides member rates for exhibiting at conferences, and symposia. MMRC
membership is also available at member rates as well as advertising
prices. Also included is one free mailing list and unlimited listings in
the Industry Guide.
6.3 INTERNATIONAL AFFILIATE MEMBERSHIP
This membership is available to individuals outside North America.
The cost of this membership is nominal as set by the Executive council.
When a member of an affiliate IMAPS organization (chapter) wishes to
become an individual International Affiliate member, he/she will receive
the following:
Industry Guide (subject to availability)
Subscription to Advancing Microelectronics
Member rates for future meetings and registrations
Individual’s name in the Industry Guide6.4 ASSOCIATE ORGANIZATIONAL
MEMBERSHIP
This membership was designed for the small company that cannot afford
full membership but wants the opportunity to participate in IMAPS. The
cost is $150, which includes the following benefits:
IMAPS publications, including Advancing Microelectronics, Industry
Guide, and The International Journal of Microcircuits and Electronic
Packaging.
One free IMAPS mailing list
Unlimited listings in the Industry Guide
No discounts are given to these members.
6.5 DUES RENEWAL
Regular and Organizational Membership dues are payable on an
anniversary basis. The full Symposium registration fee shall include a
one year renewal for membership to IMAPS.
Dues invoices are sent in the month prior to membership expiration. A
second and third invoice are sent the following two months if dues are
not paid. The membership chairman of the affected chapter is notified of
the delinquency and of the member's drop from the roles if the dues are
not paid by the third notice.
6.6 MEMBERSHIP CERTIFICATE
A membership certificate will be issued to each member indicating
his/her name and join date. It will be provided on a one-time only
basis.
7.0 STAFF
The Executive Director is responsible for the staff at IMAPS
headquarters. The "OFFICE POLICY MANUAL" is included as part
of this document.
7.1 HEADQUARTERS REVIEW
An on-site review of headquarters' operations shall be conducted each
year, as soon as possible after the performance review of the Executive
Director. The review will be conducted by the President Elect and an
additional member of the Council, who has another year in office.
The purpose of the review shall include, but not be limited to, the
following:
a. a discussion of the current plans of the Executive Council.b. a
discussion of possible efforts by the Executive Council to make
headquarters' operation easier and/or more efficient.c. a review of the
staff's day to day responsibilities.
A written summary of the review shall be provided, by the President
Elect, to the Executive Council within 2 weeks following the
headquarters visit.
7.2 TRAVEL AUTHORIZATION
The Executive Director is authorized to approve all travel requests
for expenses reimbursed by IMAPS. Travel requests for the Executive
Director are approved by the President. All travel arrangements will be
handled by IMAPS headquarters.
The Executive Director is authorized to approve coach or economy
class domestic and international air travel requests for staff and IMAPS
volunteers. For international flights, business class travel may be
approved as appropriate, provided budget funds are available. Travel
requests for the Executive Director are approved by the President. All
travel arrangements will be handled by IMAPS headquarters.
Travel requests shall be submitted in writing and approved prior to
the commencement of the travel. For those occasions requiring approval
on a much more urgent time schedule, not permitting normal mailing
delays, approval by telephone is permitted provided it is followed by
written request and approval.
7.3 TRAVEL EXPENSES
An expense report is required to be submitted and approved prior to
the payment by IMAPS for travel expenses.
The Executive Director is authorized to approve all Travel Expense
Statements except for his/her own, which are approved by the President.
Staff expenses are audited by our outside accounting firm.
8.0 EXTERNAL RELATIONS
8.1 OTHER ORGANIZATIONS
IMAPS may participate in technical activities with other
organizations so long as those activities are consistent with the
purposes of the Society. The Executive Council will review all requests
to participate in such activities.
8.1.1 Use of IMAPS Membership List for Mailings
IMAPS may permit other technical organizations to mail information
related to their activities to IMAPS membership (meeting notices, etc.),
provided they agree to permit IMAPS headquarters to handle the mailing
and agree to extend the same service to IMAPS on a reciprocal basis.
IMAPS’s membership list may be provided for commercial purposes if
all of the following conditions are met:a. Mailing labels will not be
provided directly to any authorized individual or company. Mailings will
be made only by bonded mailing houses.b. A copy of the materials to be
mailed must be submitted to IMAPS headquarters for the Executive
Director's review and approval to ensure its propriety.c. Members must
be notified at least annually, through Advancing Microelectronics and
with their annual dues renewal, of their right to be excluded from
non-IMAPS mailingsd. IMAPS organizational members may access the
membership list once per year for a small administrative fee.e. Any
other individual or company may request use of IMAPS’s mailing list
and related services provided their produce or services are directly
relevant to the field of microelectronics and they are not in conflict
with those offered by IMAPS or its affiliates. The charge for this will
be at "fair market value."Information contained on lists or
labels provided for chapter, regional, or divisional purposes remain the
property of IMAPS and is nontransferable to any entity. It may not be
duplicated in any form or for any purpose without the express, written
consent of IMAPS.
8.2 NON-U.S.A. CHAPTERS
The relationship between IMAPS (U.S.A.) and non-U.S.A. IMAPS chapters
and their members is defined as and limited to:
a. common use of the IMAPS logo,
b. common acceptance of the IMAPS Bylaws, and
c. reciprocal granting of discounts on registration fees and
publications to members.
8.2.1 Support for Society President
IMAPS will support all normal expenses incurred by the Society
President, or a representative designated by the President, covering
his/her participation in the major annual IMAPS meeting occurring in a
country other than the United States provided budget funds are
available.
8.3 TRADE PUBLICATIONS
Any trade publication with controlled circulation whose content is
deemed by the Executive Council to be of possible interest to the
general membership may have subscription qualification/solicitation
cards included with a regular Society mailing at the convenience of the
Society. Such publications must be offered at no cost to all IMAPS
regular members, and participation by the membership is on a strictly
voluntary basis. Under no circumstances shall the IMAPS mailing list be
released to any publisher or agent.
9.0 PLANNING
9.1 STRATEGIC PLAN
The President Elect will draft a strategic plan each year based on
the previous year's plan and new activities. This plan shall be
presented to the Advisory Council at its fall meeting held during the
Annual Symposium.
10.0 FINANCES10.1 CHART OF ACCOUNTS
A uniform Chart of Accounts shall be used for accounting purposes as
well as budget preparation. The Chart of Accounts shall be developed
and/or revised jointly by the Executive Director and the Treasurer of
the Society.
10.2 MONTHLY FINANCIAL STATEMENT
The Business Service Department shall prepare a monthly financial
statement according to the format of the universal Chart of Accounts.
The Monthly Financial Statement shall be sent to the Treasurer by the
15th of the following month and made available upon request by any
council member. The Monthly Financial Statement shall include an Income
and Expense Statement, a Balance Sheet, a Line Item Budget Report, and a
summary of investments.
10.3 QUARTERLY STATEMENTS
The Business Service Department shall send out quarterly financial
summaries to all members of the Executive Council and the Advisory
Council.
10.4 SOCIETY BUDGET10.4.1 Budget Preparation and Distribution
Every two (2) years, prior to the development of the budget, the
Treasurer shall review the rate of membership dues, with any recommended
increases being based on selected indices and fulfillment of member
needs.
The budget for the Society shall be prepared and approved in
accordance with Article XII Section 2 of the Bylaws. Copies of the
budget as approved shall be distributed to all regular chapter
presidents. A summary of the budget shall be published in the first
possible issue of the magazine, Advancing Microelectronics, following
budget approval.
10.4.2 Minimum Fund Balance
The Minimum Fund Balance will be determined at the close of the
fiscal year. The Fund Balance is not to fall below $350,000. The
required Minimum Fund Balance for each fiscal year, determined at the
end of that fiscal year, shall be increased from that required in the
prior year by an amount equal to the interest income from investments in
the prior year and rounded to the nearest thousand dollars under that
amount. This action shall be retroactive to the 1989 fiscal year.
10.4.3 Budget Review
The Budget Committee shall review the year-end financial performance
for the previous fiscal year and the first-quarter performance of the
current fiscal year at the time of the second meeting of the fiscal
year. The Committee shall review the first half results of the current
fiscal year at the time of the third meeting of that fiscal year. The
Treasurer shall prepare the results showing the current fiscal year
plan, forecast, and actuals, and the previous fiscal year's plan and
actuals. They will be prepared for each budget line item.
10.5 AUDIT
The financial transactions of the Society shall be audited annually
by an independent accounting firm. An agency of record of the Society is
to be selected with the approval of the Treasurer. Such audit shall be
performed as soon as physically possible after the end of the fiscal
year in question. The audit should be completed by at least the first
quarter of the following fiscal year and presented to the Executive
Council for review at the first Executive Council meeting following
completion of the audit.
10.6 INVESTMENTS
The Treasurer (Chairman of the Finance Committee), with the
assistance of the Finance Committee, shall be responsible for developing
and maintaining a program for the investment of the Society's capital.
The Treasurer and the Executive Director shall be empowered to open and
control any brokerage or other accounts or depositories for valuables
needed to effectuate investment plans. All new investment instruments
must have prior approval of the Executive Council.
Effective in 1990, the Investment Income is to be separate from other
Income for the budget process.
The first priority of the Finance Committee is the preservation of
the Society funds.
The second priority is the maximization of the return on funds, being
consistent with the first priority.
10.7 BONDING
The Society's officers, staff, and any appointed official whose
duties are associated with the administration or handling of Society
funds shall be covered by an instrument of bond for the protection of
the Society.
10.8 AUTHORIZED SIGNATORIES
The Executive Director, Treasurer, and two staff members designated
by the Executive Director, with the concurrence of the Treasurer, shall
be the only authorized signatories. Two signatures are required.
10.9 EXPENSE REIMBURSEMENT
All expenses for IMAPS-sponsored activities must be approved in
advance by the Executive Director (or his designee) and payment made
through the headquarters office. Reasonable expenses incurred by a
member may be reimbursed subject to the following conditions: (1) the
expense must be incurred as a result of an IMAPS planned and sponsored
activity, (2) the expense was approved in advance and follows budgetary
guidelines, and (3) a detailed receipt is provided for items in excess
of $25.00 at the time reimbursement is sought.
Expenses incurred other than direct reimbursement of travel will be
paid directly to the vendor. If reimbursement is made for equipment or
other nonconsumable items, the equipment becomes the property of IMAPS.
10.10 FISCAL YEAR
The Fiscal Year shall be defined as starting on July 1st of the
current year and extending through June 30th of the following year.
11.0 FINANCIAL RESPONSIBILITIES
The Executive Director manages the finances of the Society; has the
responsibility for the preparation of an annual budget and long-range
forecasts of needs; has responsibility for ensuring the Society is
operating within the approved annual budget; keeps the President and
Treasurer apprised of budget status; provides monthly reports of
sufficient detail to the Treasurer and Budget Committee for review, and
provides the Treasurer with other financial details as required to
assure proper checks and balances of the Society's funds.
The Executive Council approves the budget. The Executive Council
authorizes the Executive Director to operate within and achieve the
annual budget goals.11.1 POLICY FOR EMERGENCY FUNDING TO CHAPTERS AND
INTERNATIONAL AFFILIATES
Funding may be available to lend Chapters and International
Affiliates, up to $20,000 (interest free), if they meet the following
criteria. Funds are only provided for future events or activities. IMAPS
requires a detailed description and budget for any loan to be
considered. The requester must provide in writing to the IMAPS Treasurer
the reasons for the request. The IMAPS’s Treasurer will forward the
request to the IMAPS Executive Committee with his/her recommendation on
the loan. The Executive committee must approve all loans. They will make
no loans that place IMAPS below the minimum fund balance. All loans are
to be repaid within three (3) months of the funded event.12.0
PROCUREMENT12.1 RESPONSIBILITY
The Executive Director is the sole signatory for the procurement of
supplies or services for the Society. In the event the Executive
Director is incapacitated or otherwise unable or unavailable, the
Treasurer of the Society may act in his/her behalf.
12.2 CAPITAL EQUIPMENT12.2.1 Definition
Capital Equipment is defined as nonexpendable items having a purchase
price (cost) of greater than $2000 and a period of performance of
greater than one year. All electronic capital equipment will be
depreciated on an accelerated schedule.
12.2.2 Purchase Request
A capital equipment purchase request is submitted to the Executive
Director for approval. It should detail the financial and operational
impact of purchasing the item. Vendor quotes should be included.
12.2.3 Purchase Authorization
The Capital Equipment Approval Committee approves the Capital
Equipment Budget. The committee consists of: the Treasurer (as
Chairperson), President, President Elect, Technical Vice-President, and
Secretary, with the Executive Director ex-officio. Approval requires a
minimum of 3/5 vote of the Committee.
12.2.4 Periodic Inventory
The Executive Director has the responsibility for the identification,
property accounting, and periodic inventory of all Capital Equipment.
13.0 CONFLICT OF INTEREST
IMAPS employees, elected officers, committee chairs, committee
members and all others who represent the Society are to:
a. Act in the best interest of the IMAPS membership and the IMAPS
Society to the exclusion of considerations of personal preference or
advantage.
b. Avoid any situation which involves or may involve a conflict
between their personal interests and the interests of IMAPS.
c. Promptly and fully disclose in writing to the President of the
Society the details of a prospective situation which may involve a
conflict of interest.
All information disclosed to the President as required by this policy
shall be treated confidentially except to the extent necessary to
protect the Society's interest.
14.0 PUBLICATIONS/ELECTRONIC MEDIA
14.1 ADVANCING MICROELECTRONICS
Any news story submitted for use in Advancing Microelectronics
containing material in conflict with Publications policy shall be
rewritten or excluded by the staff. Articles attributed to an individual
shall be returned to the author for his/her approval if content is
significantly altered.
14.2 REPRINTS BY OTHER PUBLICATIONS
Publications which disseminate microelectronic technology may publish
items originated within IMAPS. The publication is required to obtain
copyright authorization through the Executive Director prior to
publication.14.2.1 Symposium Papers
Publications which disseminate microelectronic technology may reprint
papers delivered at the Annual Symposium provided that all of the
following criteria are met:
a. No paper may be published within 90 days following the Symposium
in which it was given
b. The maximum number of papers from a single Symposium reprinted by
a publication (in various issues) is 6
c. The maximum number of papers from a single Symposium reprinted in
a single publication issue is 2, and
d. Prior copyright authorization is obtained from the Executive
Director.
14.3 IMAPS REPRINTS OF SYMPOSIUM PAPERS
IMAPS Headquarters may honor requests from authors of the Symposium
papers and from requesting agencies for reprints. Prices charged for
this service shall be 200% of the actual costs incurred by IMAPS.
14.4 DISTRIBUTION OF SYMPOSIUM PROCEEDINGS
The Proceedings will be available at a cost to all IMAPS-U.S. members
and international chapters.
14.5 ADVERTISING14.5.1 Industry Guide
Advertising will be offered in the Microelectronics Industry Guide
with no percentage limit to total content.
14.5.2 Advancing Microelectronics
Advertising will be offered in Advancing Microelectronics for
products or services used by the hybrid microelectronics industry
provided it does not exceed 40% of the total content. Space is sold on
first come, first served basis with inquiry response the responsibility
of the advertiser. All ads must be "tasteful" as determined by
the Publications Committee and IMAPS staff. The pre-Symposium Advancing
Microelectronics issue (historically September/October) will be
permitted to have up to 50% of its contents as advertising.
15.0 POLICY ON WORKSHOPS WITH PARTNERS
15.1 WORKSHOP CHARACTERISTICS
a. Attendance usually less than 150 people
b. Established technologies (3-4 years)
c. Established strong interest by virtue of prior attendance
d. Other professional societies/associations will partner with us
e. Possible grants offset workshop expenses
15.2 ACCOUNTING - BUDGET/ACTUALS: Workshops will have the following
account structures:
Revenue
Registration Member
Registration Nonmember
Registration Presenter/Session Chair
Misc. Income
Expenses
Brochures/Marketing/Promotions
Food and Beverage
Audiovisual
Travel
Other Expenses
Total Direct Costs
General and Administrative Costs
Overhead Offset
Corporate Costs
Total Workshop Expenses
Net Income
Workshops should have a budget goal of at least a 10% surplus after
Indirect Costs.
16.0 REGIONAL SYMPOSIA AND TECHNICAL CONFERENCES
These guidelines are intended to serve in developing and conducting
regional or multi-chapter symposia and technical conferences.
16.1 DEFINITIONSVendors Day/Night - a table-top exhibition by a group
of vendors established for the purpose of
displaying their products and/or services and attended by the members
for the mutual interests of both. Policy governing this type of event
can be found in the Chapter Guidelines in section e.(6).
Technical Conference - a meeting in which a group of selected papers,
an open forum, panel discussion, tutorial, or combination thereof are
presented to a group of attendees for educational purposes or the
interchange of technical information. Guidelines A, C, E, F, G, and I
below apply to this type of event.
Symposium - a technical conference on one or more selected subjects
accompanied by an exhibition of a group of vendors for the purpose of
displaying their products and/or services. Both the conference and the
exhibits are attended by the members. All of the guidelines listed below
(A through L) apply to this type of event.
16.2 GUIDELINES
A) Each symposium or technical conference must be self-supporting
with all sponsoring chapters financially responsible for all expenses.
B) Each chapter may participate in only one vendor-supported event
per year except as approved by the Executive Director in writing. All
requests for approval shall be made in writing to the Executive
Director.C) Registration for attendees may not exceed $150.00.D) Total
fees for the vendors to exhibit may not exceed $200.00 for exhibit
space, table (with covering), drapes (if used), power, and company
sign.E) Paper abstracts only may be published so that papers may also be
submitted for the International Symposium. A summary of the Symposium or
conference should be published in Advancing Microelectronics in the next
issue following the event.F) A symposium or technical conference may be
a multi-day event.G) Unless the symposium or technical conference is
directed toward a particular technology, papers should be on a diverse
number of topics or technologies to attract as large an audience as
possible.H) Multi-chapter or regional symposia are prohibited from using
the same facility as the International Symposium during the same
calendar year.I) Individual chapters and/or symposia may financially
support an existing technology division and are encouraged to do so.J)
Exhibits are limited to table-top displays or portable booths, and
exhibit spaces may be draped.K) Equipment may be displayed provided it
can be brought in by no more than two people with a dolly and the
equipment uses 120V 60 cycle AC electrical power only. Use of power
equipment to bring in equipment or displays is prohibited unless
specifically approved in writing by the Executive Director for one
particular event.
L) Each company (not manufacturer's representatives) is limited to
one booth space.
17.0 SYMPOSIUM OPERATIONS
The document "POLICY FOR PLANNING AN IMAPS NATIONAL
SYMPOSIUM" is included as part of this manual.17.1 BRIEFING OF
SYMPOSIUM PLANNING COMMITTEE
Headquarters personnel will conduct a briefing for each Symposium
planning committee. These briefings shall:
a. be scheduled to insure the currency of guidance offered during the
critical period of the planning cycle.
b. stress the importance of the Symposium guidelines and supplemental
documents.
c. insure maximum return of funds and time invested by being
scheduled, where possible, to coincide with other IMAPS meetings that
headquarters' personnel will be attending.
17.2 FEES
Registration and exhibit space fees will be established by the
Executive Council through the budget process. The full Symposium
registration fee shall include a one year individual membership (or
renewal) to IMAPS.
17.2.1 Student Attendees
Full-time students who are IMAPS members prior to the start of the
Symposium shall be admitted free to the technical sessions and the
exhibit area but shall be accorded no other benefits. Students who are
not IMAPS members may join IMAPS at the registration desk and be
afforded the student member privileges listed above.
17.2.2 Student/Faculty Travel Expenses
A student whose paper is accepted for presentation as part of the
regular Technical Session of the Annual IMAPS Symposium may be
considered for reimbursement of expenses incurred in conjunction with
travel and hotel accommodations only. All other expenses, including
meals and conference registration, remain the responsibility of the
individual student. All requests for reimbursement must be submitted a
minimum of thirty days in advance of the Symposium. The following
guidelines will be strictly adhered to:
1. Student must be a Student Member of the Society at the time the
abstract/paper is submitted for consideration. The student must be first
author of the accepted paper, and must present the paper personally at
the Symposium.
2. Transportation arrangements must be made through IMAPS
Headquarters or designated travel agent. Maximum allowed per ticket will
be $500.
3. A maximum of two students (first authors) from a university at
which an IMAPS Student Chapter exists will be provided support from
IMAPS (maximum reimbursement per Chapter $2000). A maximum of one
student for all other universities will be provided support from IMAPS.
Maximum award per individual, (including hotel and transportation) is
$1000.4. If only one student from a recognized IMAPS Student Chapter has
a paper accepted, IMAPS may reimburse travel expenses for that Chapter's
faculty advisor. The same travel and hotel accommodations guidelines
will apply to faculty advisors as to student authors.5. Hotel
accommodations will be selected and approved by IMAPS, which will also
determine the maximum number of nights for which reimbursement will be
provided in that year. When possible, double occupancy will be
encouraged.
Students who are recipients of Educational Foundation Grants at the
time their paper is submitted/accepted for presentation will not be
eligible for travel or hotel reimbursement, and should consider using a
portion of grant funds for this purpose.7. Within fourteen days of the
close of the symposium, the student/faculty advisor must submit a
detailed report of expenses to the Society.
17.2.3 International Members
Members of international chapters of IMAPS shall be assessed the same
fee as U.S. chapter members to attend the Annual Symposium.
17.3 EXHIBITOR QUALIFICATIONS
All companies wishing to exhibit at an IMAPS Symposium must be
related to microelectronics, i.e., their products or services must be
applicable to the fabrication of microelectronic devices or be of
educational nature to members of the Society.
17.3.1 Symposium Booth Assignments
Exhibit space at the Annual Symposium shall be assigned according to
the number of priority points that an exhibitor has. Priority points are
earned for the number of years, since 1974, that the exhibitor has been
an organizational member plus the number of years, since 1974, that it
has exhibited at the Annual Symposium.
17.4 PRESENTATION OF TECHNICAL PAPERS
Any paper not received by headquarters in time to be published in the
Proceedings will be eliminated from the program.17.4.1 Symposium/Journal
Consideration
Individuals who submit a paper to either the Journal or the Annual
Symposium have the option of simultaneous consideration for both.
17.5 PUBLIC ROOM UTILIZATION
Space controlled by the Society at the convention location by virtue
of the presence of the Symposium ("public space") may be
released for periods of time to organizations or groups for functions
which are in accordance with the objectives of the Society. All requests
for use of public space must be approved by the Executive Council after
sufficient indication and assurances are received that the planned
activities will not conflict with scheduled Society events and that
adverse publicity will not accrue to the Society, its members, or the
Symposium.
17.6 RECRUITING
Recruiting at IMAPS activities is discouraged. Posting of recruiting
literature at the Annual Symposium is not permitted. Organizational
members are urged to submit their employment opportunities to IMAPS
headquarters for inclusion in Advancing Microelectronics.
17.7 REBATES
No rebates from Annual Symposium income will be made to chapters
hosting this event.
18.0 AWARDS18.1 AWARD DEFINITION
There are five standing awards given annually at the Annual
Symposium. These awards are given to an outstanding IMAPS corporate
member and to outstanding individual IMAPS members. Descriptions of the
awards, eligibility requirements, and the awards selection procedure are
described below.
18.1.1 Corporate Recognition Award
This award recognizes a corporation (or the appropriate division or
department) which, in the opinion of the Corporate Recognition Award
Selection Committee, has provided significant technical contributions to
the hybrid industry while also demonstrating support of IMAPS through
participation in such activities as corporate memberships, symposium
exhibition, and encouragement and support of individual membership and
member participation in IMAPS .
18.1.2 Daniel C. Hughes, Jr. Memorial Award
This is the highest, most prestigious award given by IMAPS. It is
given to the individual who, in the opinion of the Daniel C. Hughes, Jr.
Memorial Award Selection Committee, has the greatest combination of
technical achievements related to hybrid microelectronics, combined
with, as appropriate, outstanding contributions supporting the hybrid
microelectronics industry, academic achievement, or support and service
to IMAPS. Recipients must be an IMAPS member for a minimum of five years
prior to award. Recipients of this award automatically become "LIFE
MEMBERS and FELLOWS" of the Society.
18.1.3 William D. Ashman Award
This award recognizes an individual who, in the opinion of the Awards
Committee, has provided significant technical contributions to the
electronic packaging industry while participating and demonstrating
support of activities to enhance the electronic packaging profession as
a member. Recipients of this award automatically become "LIFE
MEMBERS and FELLOWS" of the Society.
18.1.4 John A. Wagnon Technical Achievement Award
This award is given to a member of the Society who, in the opinion of
the John A. Wagnon Technical Achievement Award Selection Committee, has
made outstanding technical contributions related to hybrid
microelectronics technology. The award may be given for a specific
accomplishment, for a number of accomplishments over a period of years,
or for general overall contributions to the hybrid microelectronics
industry.18.1.5 Fellow of the Society Award
This award is designed to honor and recognize those who, in the
opinion of the Fellow of the Society Award Selection Committee, have
made significant and continuing contributions to IMAPS over the years. A
nominee must have been an IMAPS member for ten (10) consecutive years.
Other possible criteria for nomination for this award include:
a. An officer of local chapter or National office
b. A member of a local, regional, or national committee or task
force.
c. A member who has presented technical papers or conducted short
courses at local, regional, or national symposia.
18.2 ELIGIBILITY REQUIREMENTS
18.2.1 Member in Good Standing: Any member (corporate and individual)
nominated for an Award, must be a member in good standing (dues paid) at
the time of the nomination, when selected for the award by the
committee, and at time of award presentation at the Annual Symposium.
The proverbial, "The check is in the mail" does not qualify
anyone for consideration. See awards definitions for eligibility
requirements.
18.2.2 Eligibility: Any member in Good Standing that meets the
description and requirements of the Awards as described in 18.1.1
through 18.1.4 with the exceptions as noted in 18.2.6 and 18.2.8 shall
be eligible for an award.
18.2.3 Renomination: Nominees from the prior year not selected for an
award in that year are eligible for re-nomination. However,
re-nomination is not automatic.18.2.4 International: Members of
International IMAPS Chapters are eligible for an award under the same
requirements as a U.S. IMAPS member.
18.2.5 Repeat Awards: A Corporate Recognition Award may be given to
the same organization more than once.
18.2.6 Executive Council Member Eligibility: Members of the Executive
Council shall not be eligible for nomination for an award while serving
on the Executive Council.
18.2.7 Committee & Task Force Member: Any IMAPS member serving on
a Committee or Task Force shall be eligible for nomination for an
award.18.2.8 Awards Evaluation Committee Eligibility: Awards Evaluation
Committee members are not eligible for nomination for an award while
serving on the Awards Evaluation Committee.
18.2.9 Previous Award Recipient Eligibility: Anyone having received
an award in prior years shall be eligible to receive another award if
continuing contributions have been made since receiving the previous
award.
18.3 NOMINATION
18.3.1 Awards Evaluation Committee
The responsibility for identifying worthy candidates for an IMAPS
award is entrusted to an Awards Evaluation Committee with the first Past
President as committee chair. The committee shall consist of one IMAPS
member from each of the major U.S. geographical regions of Society
Membership, the IMAPS Organizational Director, MMRC Chair, and one
member from a European IMAPS Chapter and one member from an Asian IMAPS
Chapter. These representatives are to be appointed by the Regional
Directors from each respective region and by the Chair of the
International Liaison Committee. Awards Evaluation Committee members may
not serve more than two consecutive years, except for the Organizational
Director and MMRC Chairs, who may serve their full terms on this
Committee.
18.3.2 Nomination Process
Nominations are solicited from the General Membership through
publication in Advancing Microelectronics, the Executive Council, the
Advisory Council, Local Chapters, and the Awards Evaluation Committee.
All nominations have to be submitted by someone other than the
nominee.
The committee chair shall collect nominations and completed
nomination forms from all sources and submit the appropriate lists of
candidates for each award with the complete nomination form to the
appropriate selection committee for rating.
The committee chair shall verify corporate or individual member
eligibility through headquarters before submitting the nominations. All
awardees chosen by the Committee will have their eligibility verified by
headquarters prior to announcement.
18.3.3 Nomination Requirements
To establish a uniform basis for ranking and selecting the candidates
for an award, nominations MUST be presented to the Awards Selection
Committees on the official IMAPS nomination form in sufficient detail so
the committee can readily assess and compare the qualifications even
when they do not know the nominee. Different forms are used for the
different awards. See appendix "Awards Nomination Forms."
Resumes and Corporate Statements are not an acceptable substitute for
the standard form.
Nomination forms must be typewritten for legibility and readability
after copying for distribution to the Awards Selection Committees.
18.4 SELECTION18.4.1 Selection Committees
The responsibility for selecting worthy recipients for an IMAPS award
is entrusted to four Awards Selection Committees (one for each Award)
with the first Past President as committee chair of each. In the case of
the individual awards it is the intent for the selection committee
members to be past recipients of the particular award. This is not
practical in the case of the Corporate Recognition Award. Awards
Selection Committee members may not serve for more than two consecutive
years, except as noted above for the Organizational Director and MMRC
Chair as noted in 18.3.1.
The Fellow of the Society Award Selection Committee shall be
comprised of four prior recipients of the Fellow of the Society Award
selected by the first Past President; each appointed for a two year
period, staggered so that two members will rotate on and off each year.
The John A. Wagnon Technical Achievement Award Selection Committee
shall be comprised of four prior recipients of the John A. Wagnon
Technical Achievement Award selected by the first Past President; each
appointed for a two year period, staggered so that two members will
rotate on and off each year.
The William D. Ashman Award Selection Committee shall be comprised of
four prior recipients of the William D. Ashman Award selected by the
first Past President; each appointed for a two year period, staggered so
that two members will rotate on and off each year.
The Daniel C. Hughes Award Selection Committee shall be comprised of
four prior recipients of the Daniel C. Hughes Award selected by the
first Past President; each appointed for a two year period, staggered so
that two members will rotate on and off each year.
The Corporate Recognition Award Selection Committee shall be
comprised of the members of the Awards Evaluation Committee as
previously defined in 18.3.1.
18.4.2 Rating and Selection
The candidate list and completed nomination forms shall be submitted
to the appropriate Selection Committee for evaluation and rating. The
rating of candidates shall be on a basis of a 10 point system; 10 being
the highest, 5 being average and 1 not being applicable. Each candidate
shall be evaluated individually on their own merits of accomplishments,
based on the nomination form and other appropriate information, and
shall be assigned a number rating. A member of the selection committee
may rate two or more individuals (corporations) with the same number.
The first Past President, as chair of the four Selection Committees,
does not participate in the rating process except as an advisor in
reviewing credentials stated herein.
The Corporate Recognition Award is given to the Corporation who
receives the highest point total. In the case of a tie, the three
highest rated companies shall be re-submitted to the Selection committee
for re-rating.
The Daniel C. Hughes, Jr. Award is given to the individual who
receives the highest point total. In the case of a tie, the three
highest rated individuals shall be re-submitted to the Selection
committee for re-rating.
The John A. Wagnon Technical Achievement Award is given to the
individual(s) who receive(s) the highest point total(s). It is the
responsibility of the Chairman to determine the number of recipients
based on the distribution of points. Typically one or two individuals
are selected for this award annually.
The William D. Ashman Award is given to the individual who receives
the highest point total. In the case of a tie, the three highest rated
individuals shall be re-submitted to the Selection committee for
re-rating.
The Fellow of the Society Award is given to the individual(s) who
receive(s) the highest point total(s). It is the responsibility of the
Chairman to determine the number of recipients based on the distribution
of points. Typically two to four individuals are selected for this award
annually.
The results of the selection process are to be reviewed by the
respective Selection Committee members and any concerns over the final
results must be settled by the committee members and the Chair.
After review and approval of the final selection by the Selection
committees, the results are presented to Executive Council during the
summer Council meeting.
The results of the selection process are CONFIDENTIAL and are not to
be disclosed to anyone until after being presented to the Executive
Council.
After presentation to the Executive Council, the Award Recipients are
to be notified by phone and by mail of their award by the first Past
President.
18.5 AWARD SCHEDULE
The following schedule is designed to provide the maximum time for
identification and selection of award recipients and to provide the
recipients sufficient time to plan for attending the annual meeting. The
awards committee chair is responsible for meeting this schedule.
However, the Headquarters interface for awards shall monitor and
communicate with the chair in a timely manner to assure completion of
the awards program on time.
a. Awards Meeting Executive Council meeting (Mid Oct./Nov.):
Awards committee chair solicits nominations from the Executive
Council attendees, and requests the Regional Directors and International
Liaison Committee Chair to provide names from their region to serve on
both - the Awards Nomination Committee and the Corporate Recognition
Award Selection Committee. (Follow-up with a letter.)
b. October 1 - Outgoing Chair and Incoming Chair jointly prepare an
article for the Nov./Dec. Advancing Microelectronics to publicize the
awards program and solicit nominations from the members.
c. January 1 - Awards Nomination Committee in place and starting to
identify nominees. d. January 10 - Chair defines Nominating Committee
responsibility and schedule for awards process. The following
information shall be included:
1. Awards Policies and Procedures (Section 18.0)
2. Award Nomination Forms
3. List of Regional Directors and Chapter Presidents
4. List of previous award recipients 5. List of previous year
nominees not selected (for reference only - must be re-nominated for
consideration in current year's process)
6. List of current year Awards Nomination Committee with address,
phone, and FAX numbers
e. March 1 - Award Selection Committees for Individual Awards in
place.
f. April 15 - Deadline for submitting nominations.
g. May 15 - Material Sent to appropriate Selection Committee
including:
1. Awards Policies and Procedures (Section 18.0).
2. Completed Award Nomination Forms.
3. Rating Form listing individual nominees.
h. May 30 - Balloting Completed.
I. June 15 - Second balloting completed (if necessary).
j. June 30 - Selection Committees notified of results.
k. July 15-20 (Approximately) - Review by the Executive Council.
l. August 10 - Recipients notified. Plaque and Advancing
Microelectronics write-up's complete and sent to headquarters.
m. Mid-October/November - Awards presented at Annual Meeting
Luncheon.
18.6 AWARDS PUBLICITY
18.6.1 Award Recipient Publicity
Award recipients shall be recognized and publicized in the Annual
Symposium issue of Advancing Microelectronics and by large photo posters
on display at the Annual Meeting.
18.6.2 Plaque Write-Ups
Following final selection of award recipients, the Awards Committee
Chair shall prepare a statement for each award category identifying the
recipient's contributions. Each statement shall be appropriate for
inclusion in the Proceedings and on the plaque to be presented to each
recipient.
18.7 AWARD PRESENTATIONS
All awards shall be presented at the annual meeting by the First Past
President.
19.0 LOGO
19.1 USE OF LOGO
The IMAPS logo is to be used only in official IMAPS publications,
stationery, and other documents which constitute the official business
of the Society or its affiliated chapters. No other use of the logo by
any person, organization, or other entity is permitted for any purpose
whatsoever.
20.0 DOCUMENT REVIEW20.1 BYLAWS
The Bylaws shall be reviewed not less than bi-annually by the
Secretary (in even numbered years) to ensure they continue to reflect
the Society's needs and goals.20.2 POLICY AND PROCEDURE MANUAL
This document shall be reviewed continually by the Secretary to
ensure that the contents accurately reflect the current policies of the
Society.
APPENDIX
Appendix I. Additional Documents
The following documents as amended or revised by the Executive
Council are included as part of this manual:
"POLICY FOR PLANNING AN IMAPS NATIONAL SYMPOSIUM," Rev.
October 1995
"CHAPTER GUIDELINES," Revised October 1997
"STUDENT CHAPTERS PROGRAM DIRECTORY," Revised August 1997
"EMPLOYEE HANDBOOK FOR IMAPS," Revised August 1997
"PUBLICATIONS COMMITTEE CHARTER AND POLICIES AND
PROCEDURES," Proposed September 1996
"CONTINUING EDUCATION COMMITTEE CHARTER," Accpt. Oct. 21,
1989
"CONTINUING EDUCATION POLICY & PROCEDURES," Amended
11/93
"CONTINUING EDUCATION HONORARIA & FEE POLICY FOR 1992,"
Revised 8/92
"TECHNICAL COMMITTEE GUIDELINES, ETC.," Rev. July 1997
"GUIDELINES FOR COSPONSORING
MEETINGS/CONFERENCES/SYMPOSIA," Accpt. 7/21/91
"IMAPS ADVANCED TECHNOLOGY WORKSHOP PROCEDURES Rev. 11/98
"STANDARDS LIAISON COMMITTEE" CHARTER," Accpt. 8/92
"POLICY & PROCEDURE FOR INDUSTRY INITIATIVES," Accpt.
7/98
Appendix II. Organization Charts
Organization charts are included which assist in defining committees,
offices, responsibilities and reporting lines.
Appendix III. Applicable Forms"Item for Action" form, Accpt.
October 18, 1992 "IMAPS Corporate Recognition Award Nomination
Form," Accpt. Oct. 21, 1992
"IMAPS John A. Wagnon Technical Achievement Award Nomination
Form," Accpt. 10/21/92
"IMAPS Fellow Of The Society Award Nomination Form," Accpt.
October 21, 1992
"IMAPS Daniel C. Hughes, Jr. Award Nomination Form," Accpt.
October 21, 1992
