Policies & Procedures
This page specifies the CNOM Policies & Procedures, which were last updated on May 5, 2020.
1. Scope of the Technical Committee
CNOM provides the Communications Society with a focus on network and service operation and management.
- Promote knowledge and dissemination of knowledge related to the scope of the technical committee
- Foster the development of new emerging topical areas related to the scope of the technical committee
- Provide technical support to the development of ComSoc conferences, publications, standards, and educational activities
3. Organizational Structure
The Technical Committee reports to the Technical Committees Board. Technical Committee officers and terms shall be defined in the Bylaws.
- Membership Requirements
Any IEEE Communications Society (ComSoc) member can be a Member of the Technical Committee (TC). To become a Member it is necessary to subscribe to the TC mailing list as specified on the TC web page. A Member becomes an Active Member if he/she satisfies at least one of the following conditions in the last three years:
- has attended (physically present or by teleconference) at least one of the regularly scheduled CNOM meetings
- has served as a TPC or OC member for CNOM sponsored conferences, such as IEEE NOMS/IM, CNSM, APNOMS, LANOMS
- has served as an editorial board member or editorial advisory board member for CNOM supported journals, namely JNSM, IJNM or TNSM
The TC Secretary shall maintain an attendance list for each such meeting. All meetings of the TC are open.
- TC Members shall:
- Be ComSoc members in good standing
- Be those members who have been active in the TC activities for the past three years
- Participate in TC meetings
- Cast informed votes on TC business
- Be encouraged to assist in the conduct of TC business
- Collaborators – individuals who are not ComSoc members may participate in TC activities as collaborators.
- Subcommittees and Special Interest Groups may be formed by the TC:
- Subcommittees deal with specific tasks related to the TC operations, e.g., nomination and selection of awards, TC officer elections, etc.
- Special Interest Groups (SIGs) help the TC foster the scientific and technological development in topical emerging technologies within the scope of the TC. SIGs may be created to promote activities in well-established technologies.
- TC Members shall:
4. Activities and Responsibilities
- TC Chair
Duties of the Chair include, but are not limited to, the following:
- Represents the Technical Committee on the Technical Committees Board
- Provides guidance and direction to Technical Committee members in the conduct of their responsibilities
- Appoints Chairs of Subcommittees and Special Interest Groups as necessary
- Coordinates with ComSoc Staff in the conduct of his/her responsibilities
- May assume leadership for specific projects, as delegated by the Technical Committee
- TC Vice Chair
- Replaces the TC Chair in case of his/her absence
- Assists the TC Chair and Secretary in his/her activities
- Technical Chair
- Gives advice to conference and workshop organizers with respect to technical topics addressed
- Works with the TC Chair Vice Chair and Secretary to realize the TC goals
- Provides advice to interested volunteers with respect to conference and workshop organization
- TC Secretary
- Coordinates the TC meetings, arranging the meeting time schedule, reserving the meeting room and food, and informing the members via the e-mail list
- Prepares reports for the TC and Technical Committees Board meetings
- Provides an annual written report, which shall be distributed to the VP-TEA-C, the Director-Technical Committees, and TC members prior to each meeting held at ICC
- Records the minutes of the TC meetings
- Maintains contact with the TC members and Chair
- Sends announcements to the TC e-mail list
- Maintains and updates the TC website
- Technical Committee
- Responsibilities of the Technical Committee shall be as specified in the Bylaws and the Technical Committee Board P&Ps.
5. Transaction of Business
- All TC meetings shall be conducted incompliance with Clause 2.0 of ComSoc’s P&Ps.
- The TC shall hold at least two in-person meetings per year, one at NOMS/IM and one at ICC or GLOBECOM (with the possibility of remote participation by dial-in).
- The TC may conduct additional meetings concurrent with flagship conferences for the TC.
- Meetings will be announced at least two weeks in advance on the TC mailing list.
- Meetings are open to any conference attendee. The TC Chair or a designated substitute, typically another TC officer, will chair meetings. Any TC member can suggest items for the agenda. The TC Secretary will take minutes. These minutes should be made available within 30 days of the meeting.
- Minutes are posted on the TC Web page and are public. Should voting (other than for officers which has been specified above) occur at the TC meetings, only Active Members physically present or attending by teleconference have voting rights. Simple majority rule applies. If voting involves changes to the Policies and Procedures (P&Ps), then a two thirds majority of Active Members physically present or attending by teleconference is required. Formal meeting procedures should follow Robert’s Rules of Order.
- Conference calls, discussions via email, and voting via email shall be conducted on an as needed basis.
6. Activities and Programs Managed by the Committee
The activities, programs, and related policies managed by the TC shall be defined by the TC.
- Nominations and Elections
- Elections will occur every two years and will be ratified at the IEEE/IFIP Network Operations and Management Symposium (NOMS) or IEEE/IFIP International Symposium on Integration Network Management (IM) meeting. Only Active Members may vote. A Nominations & Elections (N&E) Committee that consists of the current TC officers and three volunteers who are Active Members shall facilitate the election of officers. The TC Chair shall also chair the N&E Committee if not being considered for re-election. If the TC Chair is considered for re-election, a TC officer who is not continuing or a past TC Chair may chair the N&E Committee. The N&E Committee shall come into existence at the TC meeting held at IEEE Global Communications Conference (GLOBECOM) preceding the actual election and shall be dissolved thirty days after the elections have been fully completed. The purpose of the N&E Committee is 1) to decide the necessary number of elected officers, 2) to offer candidate names for all elected officer positions, and 3) to conduct the election. It is desirable that the N&E Committee identifies at least two candidates for each elected officer position. The N&E Committee shall also make biographies and position statements of candidates available to those eligible to vote. The N&E Committee shall announce its slate of candidates at least four weeks before an election is to be held. Such announcement shall be via email. Members shall be able to submit nominations via email to the N&E Committee up to December 31st of the year preceding the election year. All candidates, however they are identified, must be Active Members, must consent to being nominated, and must show willingness to serve.
- TC elections are conducted by the N&E Committee and held by show of hands at a CNOM meeting at NOMS or IM. Only Active Members can vote. The quorum for a valid election is equal to 10% of the voters.
- In the case of two candidates for a position, election is by simple majority. For the case of more than two but fewer than five candidates, the candidate with the highest number of votes wins. For five or more candidates, selection proceeds in two stages. In the first stage, votes can be cast for all candidates. In the second stage, votes can be cast only for the up to four candidates who have garnered the most votes in the first stage. In the event of a tie, votes shall be cast one more time. If the tie is not broken, the VP-TEA shall cast a tie-breaking vote.
- All candidates shall be informed of election results and be permitted to appeal the outcome. The TC Secretary shall keep record of votes cast for post-election audit purposes.
- After each election of officers, the TC Chair shall provide an Election Report to the Director-Technical Committees and the VP-TEA within two weeks. The Election Report shall contain:
- An outline of the election process
- Name of the person preparing the ballot
- The candidates for each office and how the candidates were selected for the ballot
- The IEEE member number for each candidate
- The method of voting (in person, electronically, by teleconference, etc.)
- The method used to determine which members are entitled to vote.
- A list of those members who voted in the election
- The actual vote tally by candidate.
- Election results shall be authorized by the Director – Technical Committees upon consultation with the VP-TEA.
- Election results become valid when approved by the Director – Technical Committees and the VP-TEA. The Director of Technical Committees or the VP-TEA shall accordingly notify the serving TC chair within two weeks after receipt of the Election Report.
- If the Director – Technical Committees does not authorize the election results, the Director shall organize a new election on behalf of the TC.
- Website and Email
- Each TC shall maintain an official web page and a mailing list hosted by the ComSoc IT Department
- The web page shall contain information about officers and their contact information, the scope of the TC, TC P&Ps, subscription to membership, and minutes of meetings held.
- The mailing list shall be used for timely dissemination of information and to welcome useful information from others.
- Awards and criteria for granting awards shall be specified in the TC P&Ps.
- Technical committees that administer an award program shall have an Awards Subcommittee which is responsible for the selection of award recipients. The Awards Subcommittee Chair shall be appointed by the TC Chair and the TC Chair shall appoint four members to the subcommittee including at least one TC officer (unless conflicts of interest exist for all officers). The formation and term limits for the members of the TC Awards Subcommittee shall be specified in the TC P&Ps. The members of the Awards Subcommittee, including the Chair, shall be approved in a TC meeting and information on the Awards Subcommittee members (name, affiliation, and email address) and their terms shall be posted on the TC web page.
- Real or perceived conflicts of interest between Awards Subcommittee members and those TC members receiving the awards shall be disclosed. In case of a real or perceived conflict of interest, the Awards Subcommittee member shall not participate in the selection of award recipients.
- Awards should be given to deserving and outstanding individuals. Awards are restricted to the scope of the technical committees.
- The Awards Subcommittee deliberations for each award, and all documents submitted to or created by the Subcommittee, shall be strictly confidential. Only the final award recipients shall be openly announced.
- The Chair of the TC Awards Subcommittee shall prepare an Awards Selection Report containing the following information for each award:
- the process conducted to select the award recipient,
- the names of all candidates for the award,
- the name of the recipient of the award and associated justification
- The TC Chair shall send the Awards Selection Report to the Technical Committees Director for approval. The Technical Committees Director shall approve the Awards Selection Report within two weeks of receipt. If the Director does not approve the report, the TC Chair shall be contacted to discuss the issues raised. A revised report may be submitted to the Director for approval. If the outstanding issues are not resolved between the Director and the TC Chair, the VP-TEA shall bring the matter to the TEA-C for a final decision.
- Once the Awards Selection Report has been approved, and only then, the final award recipients may be announced.
7. Elected and Appointed Officers
The TC Chair reports directly to the Vice President of Technical Activities (VP-TEA), in accordance with the IEEE ComSoc Bylaws. If a TC officer position becomes vacant before normal conclusion of his/her term, the remaining term shall be filled by special election of the TC. If such a special election is not held before or during the next regularly scheduled meeting, the VP-TEA, in consultation with the President, shall appoint someone to serve the remaining term. Positions filled shall be for completion of the interrupted term.
The TC shall have at least three and not more than eight elected officers: Chair, Vice-chair, Technical Chair and Secretary, each of whom must be a member of the IEEE Comsoc. Student Members are not permitted to serve as elected TC officers. The exact number of elected officers shall be at the discretion of the Nominations & Elections (N&E) Committee. At the discretion of the TC Chair, there may be additional appointed positions.
The nominal term for Chair, Vice-chair, Technical Chair and Secretary shall be two years. Any officer can be elected to the same position for one additional, contiguous term (i.e., continuously serve in any particular officer position for a maximum of four years). TC officers can be elected to a different officer position, but in no case shall one person continuously serve as a TC officer within the same TC for more than eight years.
8. Budget & Expenses
The TC Chair shall request the VP-TEA to inform the TC of its budget, and shall provide budget requests to the VP-TEA in time for consideration by the ComSoc Board of Governors during its budget approval process.
When the TC feels that funds are needed to fulfill its mission, a proposal will be prepared by one or more TC Officers for discussion and approval at a TC meeting. (Such discussion can also be carried out via the TC’s email list). The proposal should contain sufficient detail about the activity for which funds are sought and justification for funds being requested.
If the TC agrees to the proposal, it will be submitted to the VP-TEA for his/her approval. If approved, funds will be used in accord with ComSoc procedures. The Secretary of the TC will maintain a record of expenses. Invoices are sent to the VP-TEA for approval, and then to ComSoc headquarters for payment or reimbursement.
Expenses will normally be incurred, but is not limited to, maintaining the TC’s information infrastructure (e.g., volunteer maintenance of its website) or showing appreciation for volunteer support.
9. Supporting Activities
As appropriate, the TC will be active in all of ComSoc’s activities. This will include ComSoc conferences (such as ICC, GLOBECOM, INFOCOM, CNSM, ICIN, LANOMS, DRCN, NetSoft, etc) by providing official TC representatives or unofficial participants to their respective Technical Program Committees, by conducting professional reviews of submitted papers (by soliciting such assistance from among its membership) and by organizing mini-conferences, symposia, panels, short courses, tutorials, etc., as deemed appropriate by the Society, specific conference committee and the TC. Further, the TC can individually organize workshops and conferences that may or may not be collocated with other ComSoc or non-ComSoc events. Also, because of the broad nature of committee activities, collaborative sessions with other committees will be sponsored and heartily encouraged. As new technologies and application areas emerge, the TC will seek to address aspects of these topics relative to its charter, and work with both the Strategic Planning Committee and Emerging Technologies Committee.
The TC will further support ComSoc journals, magazines, and standards activities by soliciting volunteers as authors and editors, submitting proposals, and identifying committee members from its membership. The TC will seek ways to increase active participation of its members in information exchange related to the charter of this Committee, such as: stimulating Feature Topics and Special Issues of ComSoc journals and magazines; and by sponsoring workshops, tutorials, short courses, panel sessions, etc. on special topics. The TC will take on a lead role in journals or magazines that are within its field of interest, e.g., TNSM. The TC may endorse activities both inside and outside of the Society (e.g., JNSM), but may not take on the role of sponsor.
The TC will also take active role in nominating names for IEEE and ComSoc Awards, and distinguished lecturers, senior members and fellows.
10. IEEE NOMS/IM Organization
The TC’s flagship conferences are NOMS, IM and CNSM. NOMS will be held in even-numbered years and IM in odd-numbered years. CNSM is held yearly.
11. Approval of P&Ps
All changes to these Technical Committee P&Ps shall be approved by the Technical Committees Board before taking effect.