How does a person get selected by an IEEE technical committee to become an External Representative (ER)?
When an IEEE technical committee determines the need for an ER relationship with another organization that is working in a related technical space, it may nominate a qualified person to be considered for appointment by the IEEE-SA Standards Board (SASB) and IEEE-SA Board of Governors (BOG). The method of nomination is left to the discretion of the IEEE technical committee.
Do you have to be an IEEE-SA Member to be an ER?
Yes. The ER shall be an IEEE member of any grade except Student grade and shall be a member of the IEEE-SA.
What is an ER? / Who is an OBC?
An External Representative (ER) is a volunteer who has been appointed by the IEEE-SA to represent IEEE on standards matters to an organization, committee, or entity external to IEEE. An ER is not a volunteer who serves as a liaison between an IEEE-SA committee and an external committee acting only as an information conduit.
An Owning Board/Committee (OBC) is an IEEE-SA board, an IEEE-SA committee, or standards Sponsor responsible for ensuring that positions taken by an ER represent consensus views of the OBC and the IEEE-SA.
What is the difference between an informational liaison and an ER?
An ER is not a volunteer who serves as a liaison between an IEEE-SA committee and an external committee acting only as an information conduit; e.g., liaisons between working groups for the purpose of exchanging information.
What does an ER do when a conflict of interest arises?
Should a situation arise where an ER may serve in a capacity where there is a requirement, or an expectation, that he or she fulfill a duty, fiduciary or otherwise, to another organization (e.g., this includes, but is not limited to, the external organization to which the ER has been appointed to represent the IEEE-SA, the employer of the ER, and any organization to which the ER is affiliated), the ER shall recuse him or herself from that issue and report this action back to the OBC. The OBC shall then decide the best course of action to provide the IEEE-SA position on the issue to the external organization. Duty to the IEEE-SA takes priority, and this is met as a result of the recusal.
How often does an ER have to report to their OBC?
Each OBC will determine the appropriate reporting schedule for its ERs, noting that the OBC shall provide an annual report to IEEE-SA BOG and the SASB.
How long can you serve as an ER?
Each ER shall be appointed for a term of no less than one year, and may be reappointed at the discretion of the OBC. Before an individual can serve as an ER, the IEEE-SA BOG shall confirm their appointment, or reappointment, to that position.
Can an OBC chair also be an ER?
Yes, it is possible. The chair of an OBC shall not serve as an ER unless an exception is granted by the next higher board/committee upon the request of the OBC. The next higher board/committee may accept or deny the request and, at its discretion, may become the Owning Board/Committee for the purposes of this representation. The next higher board/committee may also grant the exception with such conditions as it believes are necessary to assure that the ER can adequately represent the IEEE-SA while serving as chair of the OBC. If the next higher board/committee becomes the OBC for the purposes of this representation, then the ER shall provide the reports described in IEEE-SA Operations Manual 7.1.4 to this next higher board/committee.
Can there be more than one OBC to an ER?
No.
Can there be more than one ER to an external organization?
Yes.
Can one person be an ER to more than one external organization?
Yes.
How can one verify someone is an ER?
The list of approved ERs will be made available from the IEEE-SA web site.
What are the attributes/qualifications to be an ER?
Scientific and technical expertise (e.g., membership of relevant technical societies) relevant to the scope of operations and activities of the external organization, committee, or entity.
Familiarity with the operations and goals of the specific external organization, committee, or entity.
The ability to articulate IEEE-SA goals, objectives, and activities clearly in the context of the external organization, committee, or entity.
Does not have a conflict of interest with respect to the activities of the specific external organization.
Before I become an ER do I have to submit any documentation?
The following documentation is required:
File, with the OBC and the Secretary of the IEEE-SA Standards Board, a letter stating your affiliations. This disclosure of affiliation shall meet the requirements of IEEE-SA Standards Board Operations Manual 5.3.3.1 and 5.3.3.2 and shall be signed.
File, with the OBC and the Secretary of the IEEE-SA Standards Board, a letter of endorsement from each affiliation disclosed. The letter(s) shall document several key factors relative to your position as the ER and is to be signed by both you and an individual who has management responsibility for you for that affiliation. The letter(s) shall contain at least the following:
Statement of qualification based on expertise in respect to the attributes described above
Statement of support for providing necessary resources (e.g., time, travel expenses to meetings), and
Recognition that you are expected to act in accordance with the conditions stated in subclause 7.1.2 of the IEEE-SA Operations Manual; in particular that you, when serving as the ER, 'shall act in the best interest of the IEEE-SA at all times'.
File a completed IEEE-SA Conflict of Interest Disclosure Statement with the Secretary of the IEEE-SA Standards Board.
Do current ERs get grandfathered?
No. Under the current IEEE-SA Operations Manual Clause 7, no existing ERs are granted grandfathering to the ER requirements. All ERs are required to submit appropriate documentation.
How do you end an ER relationship with an external organization?
To end an ER relationship with an external organization, a recommendation from the OBC can be considered by the IEEE-SA Board of Governors.
How do you replace a current ER?
The existing ER should submit a letter to the OBC, resigning from the position. The OBC should submit appropriate documentation to the BOG and the SASB for a replacement candidate.
How does the IEEE-SA inform the other organization who is the official ER?
The IEEE-SA staff will provide notification on behalf of the Secretary of the IEEE-SA BOG.
When do OBCs provide reports to the BOG and the SASB?
OBCs shall provide annual reports for the December meeting of the BOG/Standards Board.
Can an ER assign a proxy for meetings? Can they designate their authority to another for a meeting?
No.
Is the appointment of an ER on a calendar year basis or by time of appointment?
The OBC can reappoint ERs at the same time that the annual report is due to the BOG and Standards Board.
What if you are a consultant - who gives you a letter of endorsement?
IEEE-SA Operations Manual 7.1.3 b) states “File, with the OBC and the Secretary of the IEEE-SA Standards Board, a letter of endorsement from each affiliation disclosed.”
Where can you find the IEEE-SA Conflict of Interest Disclosure Statement?
