Miscellaneous Policies and Procedures
The following is a listing of motions passed by the AdCom which can be construed as "policies and procedures." The date the motion passed is shown in parentheses.
The first slide or vu-graph must clearly indicate that the presentation is sponsored by UFFC. The Society President shall review and approve both the abstract and biography for AdCom (2/8/88)
The term of the Distinguished Lecturer will run from July 1st through December of the following year (6/3/94)
Symposia Proceedings.
The Proceedings Editor will be a member of the Symposium Organizing Committee.
Proceedings and digests of all Symposia and Conferences sponsored by the Society shall be published in as timely a manner as possible. To this end, it is UFFC policy that the proceedings and digest papers associated with all UFFC-S sponsored symposia and conferences not be subjected to the peer-review process used for IEEE Transactions articles. Initial selection of papers, based on abstracts or summaries, shall be the sole review mechanism. The technical paper manuscripts shall be submitted in standard IEEE two-column, camera ready format, and shall not be subject to further technical review. Review for compliance with editorial instructions, pagination, etc., shall be the only review, and publication shall be targeted to take place within three months of the date that the manuscripts are due to the editor (6/1/91)
Papers published in Proceedings and Transactions
Papers which are submitted to the Proceedings of a Symposium should be considered as permissible to be submitted to the Transactions for review and later publication with or without changes except as the Transactions reviewer requires (3/13/84)
Ultrasonics Symposia Guidelines (3/13/84)
Poster Sessions shall not be held in parallel with other sessions.
The Annual Ultrasonics Symposium technical meeting should be a maximum of 18 hours.
Exhibits will be part of the Ultrasonics Symposium.
There shall be no overlap between Invited Papers (11/13/94)
UFFC Sponsored Symposia
The Ultrasonics and Frequency Control Standing Committees should plan their respective conference locations and General Chairs at least five years in advance (11/1/94)
Each UFFC-S sponsored symposium will be required to include the Special IEEE/UFFC-S Membership application form in their respective Advance Program booklet and offer special IEEE/UFFC-S Membership as part of the conference registration process (2/2/95)
The Advance Program Booklet and Abstract book for all UFFC sponsored symposia should include an "All Author Index" (11/1/94)
FCS and ISAF Finances
The Annual Frequency Control Symposium and the International Symposium on Applications of Ferroelectrics are allowed to carry-over up to $5000 from the preceding Symposium provided this carry-over is treated as a loan (11/13/84)
Name
The name of the Society will be: IEEE Ultrasonics, Ferroelectrics, and Frequency Control Society (3/26/85 and 10/15/85)
Transactions
It is the intent of AdCom that in the long run the number of pages be governed by the Editor's ability to generate papers and the ability of UFFC-S to pay for it (2/11/87)
The Transactions should be approximately self supporting.
The Transactions should not publish the Symposia abstracts (7/8/87)
The term of office for Associate Editors of the UFFC Transactions shall be 5 years with the possibility of reappointment for only one additional term (10/3/89)
The normal term of office for the Editor-in-Chief of the UFFC Transactions shall be five years with the opportunity for reappointment (12/4/90).
The overlength page charges for the Transactions shall be levied on pages in excess of eight (6/1/91)
Symposia Finances Guidelines
Treasurers should use Quicken Software (10/13/87)
The Symposium General Chair is required to submit a formal budget to AdCom for approval (12/4/90)
All conference related personal expenses (travel, meals, etc.) in excess of the budgeted amount must be approved by the respective standing committee which has responsibility for the symposium (2/2/95)
The Symposium budget guidelines will allow +/- 15% discretionary range on all income related items(including registration fees, short course fees, exhibit fees, proceedings cost, etc.) after the symposium budget has been approved by AdCom (11/3/96)
Certificates of Appreciation
Certificates of Appreciation shall be presented to outgoing AdCom members, ex-officio members, and members of the organizing committee of the Symposia. Each AdCom President will receive upon retirement a metal plaque (2/8/88)
Guidelines for AdCom Nominations approved 10/2/88.
Guidelines on the use of UFFC Logo approved 6/1/91.
ISAF
AdCom strongly recommends that the ISAF be held yearly (6/1/91)
AdCom Travel Expenses Policy (22 October 2000)
In an effort to ensure full participation of AdCom members, including those in regions 8 - 10, those in small businesses and retirees, and following the principle and practice of past Presidents that no volunteer should have to pay out of pocket to volunteer, the AdCom Travel Expense policy shall be as follows
1. Members must make every attempt to obtain travel expenses from their employer, grant, or other usual sources before turning to UFFC-S.
2. The maximum reimbursement will be $2500.00 in any one calendar year.
3. The President of UFFC-S may grant prior authorization in excess of $2500.00. The member shall apply and the President shall grant prior approval in writing (e.g., E-mail).
4. Reimbursement will be made only to Members of AdCom as defined in the By-Laws, and others approved by the AdCom or the UFFC-S President.
5. If the total expenses exceed the maximum reimbursement, they must be suitably prorated on the IEEE expense voucher form so that the total does not exceed the allowed amount.
Note: The reimbursements shall also be governed by the IEEE Policy and Proceedures Manual, 11.6 - TRAVEL FUNDS FOR MAJOR BOARDS AND COMMITTEES, http://www.ieee.org/about/whatis/policies/p11-6.html
Symposia Travel Support
AdCom Matching Funds Policy (22 October 2000)
The AdCom shall provide to each UFFC-S symposium matching funds in the amount of $15,000 for travel support, and $15,000 for student support.
TAB Meetings
The Vice-President will be allowed to attend TAB meetings, at the President's discretion, for the purpose of allowing the Vice-President to be better informed and to aid the President (8/30/92)
Symposia Names (2/12/93)
IEEE International Ultrasonics Symposium
IEEE International Frequency Control Symposium
IEEE International Symposium on Applications of Ferroelectrics (unchanged)
Society Finances
The Society should maintain a nominal reserve of approximately 75% of the average yearly operating expenses (2/12/93).
The Finance Committee should include a discretionary funds account in the amount of $25K for the President in the annual UFFC Budget (11/3/96).
Student AdCom Member
Created a student UFFC-S AdCom member position (non-voting), appointed annually on a calendar year basis by the UFFC-S President (10/5/97).