DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT INTERNATIONAL FEDERATION FOR INFORMATION PROCESSING TC.13 HANDBOOK FOR TC.13 MEMBERS AND WG13.xx CHAIRMEN DRAFT No. 3 - FEBRUARY 1994 HANDBOOK FOR TC.13 MEMBERS & WG13.xx CHAIRMEN TABLE OF CONTENTS SECTION 1 : INTRODUCTION 1.1 Introduction to the Handbook SECTION 2 : IFIP 2.1 Purpose and Goals 2.2. Reference Documents SECTION 3 : TC.13 3.1 Aims and Scope 3.2 Membership 3.3 Members' Responsibilities and Reports 3.4 Finance 3.5 Reporting 3.5.1 To TA, Council and GA 3.5.2 From IFIP Business Meetings to TC.13 3.6 Meetings 3.7 Conferences SECTION 4 : WORKING GROUPS 4.1 Membership 4.2 Finance 4.3 Correspondence 4.3.1 With WG Members 4.3.2 Electronic Mail 4.3.3 Communication with IFIP Members 4.4. Meetings 4.5 Reporting APPENDICES A Job Description (WG Chairman) Acknowledgement I wish to acknowledge the work of John G Beatson (TC.11 WG Co-ordinator) who prepared a similar Handbook for TC.11 WG Chairpersons (12 Jan 93) from whose text this handbook started. Any errors or omissions are of course my responsibility. Brian Shackel. 1.0 INTRODUCTION 1.1 INTRODUCTION TO THE HANDBOOK This Handbook for Technical Committee (TC) Members and Working Group (WG) Chairmen has been prepared to provide general guidance and to assist those leading the work of TC.13. All TC Members and WG Chairmen should also refer to the various documents available from the IFIP Secretariat and, in particular, the IFIP WG Chairman Handbook which provides information on IFIP organization and procedures. All TC Members and WG Chairmen should obtain a copy of the publications listed in Section 2.2 of this Handbook. These give guidance on IFIP policies and procedures, and help to ensure the maximum effectiveness of TC and WG activities. This Handbook may be provided to WG Members, if a WG Chairman wishes, but this is not obligatory. Where necessary, clarification on any issue should be sought from the TC.13 Chairman, TC.13 Vice-Chairman, TC.13 Secretary (if appointed), or the IFIP Secretariat. Contact addresses (including email, telephone and facsimilie numbers) can be obtained from the TC.13 Membership List. Brian Shackel TC.13 Chairman February 1994 2.0 IFIP 2.1 PURPOSE AND GOALS IFIP is a non-profit organization with the following basic aims: a) To promote information science and technology b) To advance international cooperation in the field of Information Processing c) To stimulate research, development and application of Information Processing in science and human activity d) To further the dissemination and exchange of information on Information Processing e) To encourage education in Information Processing. IFIP takes no account of the political, social or economic aspects of its Member organizations because IFIP is totally dedicated to the transfer of scientific and technical information and experience. IFIP work is based on volunteers who cover their own expenses in respect to their attendance at meetings. Developing nations are of special concern to IFIP. It is a major and an important task to contribute to technology transfer between these nations and developed nations and newly industrialized countries. Meetings must be held in countries which will grant visas for all participants as IFIP does not address itself to political issues. 2.2 REFERENCE DOCUMENTS The following documents will provide more detailed information about IFIP policies and operation, and will be useful to TC Members and WG Chairmen: a) IFIP Information Bulletin This publication, normally issued annually, contains all names and addresses of the IFIP General Assembly (GA) representatives, Technical Committee (TC) and WG Chairmen, and names of all TC and WG Members with country affiliation. It also contains committee members, job charters, and the aims and scopes for the various TCs and WGs. b) Statutes and Bylaws Article 3 in the Statutes describes the main organization of IFIP. Section 4 in the Bylaws describes the operation of TCs and WGs. c) Standing Orders Among other things, this reference provides details of the operating rules for TCs and WGs. d) Publication Policy This document describes the policy for publication adopted by the IFIP Publications Committee. e) IFIP Event Plan Contains a list of all approved activities. f) IFIP Newsletter Contains updated calendar entries and changes to items in the Information Bulletin. g) IFIP Event Approval Guidelines A reference document on the process of managing events. h) IFIP WG Chairman Handbook A reference document for all TC/WG chairmen; provides useful information on IFIP organization and procedures. Copies of the above reference documents can be obtained from: IFIP Secretariat 16 place Longemalle CH-1204 Geneva SWITZERLAND Tel: +41 22 310 26 49 Fax: +41 22 781 23 22 Email: IFIP@uni2A.unige.ch 3.0 TC.13 HUMAN COMPUTER INTERACTION 3.1 AIMS AND SCOPE Aims To encourage development towards a science and a technology of human-computer interaction, the Technical Committee will pursue the following aims:- * to encourage empirical research (using valid and reliable methodology, with studies of the methods themselves where necessary); * to promote the use of knowledge and methods from the human sciences in both design and evaluation of computer systems; * to promote better understanding of the relation between formal design methods and system usability and acceptability; * to develop guidelines, models and methods by which designers may be able to provide better human-oriented computer systems; * to co-operate with other groups, inside and outside IFIP, so as to promote user-orientation and 'humanization' in system design. Scope The main orientation is toward the users, especially the non-computer- professional users, and how to improve the human-computer relationship for them. Areas of study include:- * the problems people have with computers * the impact of computers upon people in both individual and organisational contexts * the determinants of utility, usability and acceptability * the appropriate allocation of tasks between computers and people * modelling the user as an aid to better system design * harmonising the computer to the characteristics and needs of the user. While the scope is thus set wide, with a tendency towards general principles rather than particular systems, it is recognised that progress will only be achieved through both general studies to advance theoretical understanding and specific studies on practical issues (e.g. interface design standards, software system consistency, documentation, appropriateness of alternative communication media, human factors guidelines for dialogue design, the problems of integrating multi-media systems to match user needs and organisational practices, etc.). 3.2 MEMBERSHIP All full Members Societies of IFIP are entitled to nominate one representative as a member of TC.13. Other members of IFIP may nominate observers to attend TC.13 meetings. TC Members are appointed by the Cognizant Officer on the advice of the TC Chairman and the National GA Member. Each TC Member serves for three years, but the term may be renewed without limitation. Only representatives of Full IFIP Members Societies have voting rights in the TC. The TC Chairman is appointed by the President on the recommendation of the TC. The Vice-Chairman and Secretary are appointed by the TC Chairman. All can serve for a three year term which can be renewed once for the Chairman and Vice-Chairman and without limitation for the Secretary. 3.3 MEMBERS' RESPONSIBILITIES AND REPORTS As representatives of their national Member Societies, TC Members have a dual responsibility - both to monitor and help forward the work of the TC and to represent interactively the member society and the TC to each other. Where possible this is best done through personal attendance at TC meetings and events; however, it is recognised that distance, travel costs and limitation of funds within the member's society may limit the extent of personal attendance. Nevertheless all TC Members are expected to be 'active' either through direct personal attendance or through indirect contributions by 'phone, fax, email or letter. Therefore, TC.13 trusts that:- a) TC Members will demonstrate active interest and regular participation in TC activities. b) Active participation is interpreted to mean direct personal attendance or indirect contributions by 'phone, fax, email or letter to TC work, including especially the brief annual report (see below). c) A two year period of inactivity will be taken as an indication that the member is no longer actively interested in the TC work and will lead to the TC Chairman asking the national society whether it is satisfied by the representative activities of its TC member. d) Each TC Member will prepare a brief report each year, to be presented if possible in person at the March/April meeting of TC.13; in any case it is to be received by the TC Chairman and Secretary (if appointed) no later than 30 April in any year. This report will summarise, in not more than 300 to 600 words, the contributions of the Member to the work of the TC both in his national society and on the international scene in the previous calendar year. It is assumed that the Member will also wish to present this report to his national society. 3.4 FINANCE The TC.13 Chairman will normally submit an operating expenses budget request to the GA at the September GA Meeting and an annual budget plan to the September TC meeting. The budget request for financial support for specific events will be submitted through the TC Chairman by WG Chairmen for event organisers to the Activity Management Board (AMB) - see the IFIP WG Chairman Handbook for fuller details. Requests for release of funds must be sent in writing to the TC.13 Chairman with reference to an approved budget item. The request should contain full details of the relevant bank and bank account to which a bank transfer is to be made for the purpose of reimbursement. The TC.13 Chairman will obtain the necessary signatures and request the transfer of money from the Secretariat. 3.5 REPORTING 3.5.1 To TA, Council and GA The TC Chairman is responsible for submitting an Annual Report in June/July for the IFIP Annual Report. Likewise, the TC Chairman submits about one month beforehand (or at the meeting in person) a written report of TC progress to the Technical Assembly (TA) meetings in March and September and to the Council meeting in March and to the General Assembly (GA) meeting in September each year. 3.5.2 From IFIP Business Meetings to TC.13 >From the above IFIP Business Meetings the TC.13 Chairman has established the practice of sending a written report on relevant topics to TC.13 Members. 3.6 MEETINGS It has been decided by TC.13 to meet twice yearly, during this growth phase, normally in the months of March/April and September. Working Group Chairmen are entitled to attend the TC.13 meetings and are required to provide an annual report on their WG's activities for the March/April meeting even though they may not be able to attend in person. 3.7 CONFERENCES In association with the organising IFIP Member Society, TC.13 sponsors the INTERACT series of conferences usually, but not necessarily, during early September. Conferences are attended by delegates from many countries from around the world and provide opportunity for the sharing of ideas and experiences in all areas of security concern. 4.0 WORKING GROUPS 4.1 Membership As a general rule, IFIP prefers the membership of any Working Group to be drawn from as many countries as possible in order to ensure that input to WG activities is truly international and so as to draw on as wide a base of experience as possible. Membership in WGs is based on professional interest only. Members are appointed by the TC Chairman, usually upon a written recommendation from the WG Chairman. It is considered good practice to evaluate a candidate member's cv to ensure the best possible standing of the WG. WG membership is not restricted to those who belong to an IFIP Member Society. The WG Chairman is appointed by the relevant TC Cognizant Officer upon the recommendation of the TC. The WG Chairman may designate a Vice Chairman and a Secretary with the approval of the WG members. Each official can serve for a three year term which can be renewed once for the Chairman and Vice Chairman and without limitation for the Secretary. Experience has shown that to be effective WGs must be able to meet regularly. A meeting of members should be held at least annually. The WG Chairman should, insofar as is possible, aim to establish an active membership (10-20 members), who may if appropriate be drawn mostly from within a broad geographical area so as to facilitate meetings and project work. Clearly, however, there will be other members who will be able to travel from further afield from time to time, and with much improved electronic communications there can be active participation world-wide. In addition to those who can participate directly, there may be some who do not wish to be actively involved but would like to be kept informed; such persons are referred to as `observers', and they may be sent all the WG information etc. but will not be listed as Members in the IFIP Bulletin. WG members should be encouraged to communicate via electronic mail unless no such facility is available to them. It is expected, however, that the majority of WG members will have access to that medium. An acceptable alternative communication medium is facsimile transmission. Hardcopy mail delivery systems (air or surface) should only be used where circumstances so demand. The following general rules for WG members shall apply: a) Members are expected to be qualified professionals or researchers in the field of activity covered by the function of the WG. b) Members will be accepted at the prerogative of the WG Chairman, subject always to IFIP approval via appointment by the TC.13 Chairman. Observers are accepted by the WG Chairman on the advice of the WG. c) Acceptance as a member may be dependent upon the individual demonstrating an active interest in the WG activities. d) At a minimum, active participation means a positive contribution to the work of the WG, for example by the presentation of papers or assisting in running a project (such as the education survey reported by WG13.1) or playing an active rle in the organization of a meeting at least once in every three years. e) A three year period of inactivity will be taken as an indication that the member is no longer actively interested in the area of WG focus and can be cause for the member being removed from the membership register. f) Those members who, by virtue of their geographic location cannot expect to attend meetings regularly, will be expected to involve themselves actively in ways identified by the Chairman and the other members. g) Those who have been accepted as Observers should be expected to attend one meeting in each three year period. Failure to do so will indicate that the individual is no longer interested in the area of WG focus and should therefore no longer be sent the WG information. h) WG Chairmen may, at their discretion, instigate additional rules pertinent to their particular WG without limiting the right of any current or future member. 4.2 FINANCE Some degree of funding, in the form of expense reimbursements, will be available to WG Chairmen. Financial procedures are to be prepared and will be advised separately when final agreement has been reached. The budget request for financial support for specific events will be submitted through the TC Chairman by WG Chairmen for event organisers to the Activity Management Board (AMB) - see the IFIP WG Chairman Handbook for fuller details. Requests for release of funds must be sent in writing to the TC.13 Chairman with reference to an approved budget item. The request should contain full details of the relevant bank and bank account to which a bank transfer is to be made for the purpose of reimbursement. The TC.13 Chairman will obtain the necessary signatures and request the transfer of money from the Secretariat. 4.3 COMMUNICATIONS All written correspondence should preferably be printed on IFIP letterhead which can be obtained from the IFIP Secretariat. Envelopes for both surface and airmail are available. As a matter of course, the IFIP Secretariat should be kept informed on meetings, activities, membership, and other important issues through the copy of correspondence for filing in the office of the Secretariat. WG Chairmen should be aware of this expectation and should send copies when deemed necessary. The TC.13 Chairman must also be kept informed through the same process. 4.3.1 With WG Members It is particularly important that WG members (especially those who are more remote) are kept informed on a regular basis. WG Chairmen might consider some form of `newsletter' at not less than six-monthly intervals with a view to maintaining contact and passing on to members any IFIP matters of general interest. Obviously, if all members are involved in WG activity, the need for such communication is probably negated. Ensure however, that the TC Chairman and Secretary (if appointed) are also kept informed on a regular basis. 4.3.2 Electronic Mail It is strongly recommended that WG members obtain an electronic mail connection so as to facilitate communication. Should any WG member experience difficulty in obtaining access to one of the networks, a request should be made to the TC.13 Chairman for a letter designed to aid the process. 4.3.3 Communication with IFIP Members especially via the IFIP Newsletter It is good for both IFIP and for its TCs and WGs, to have any interesting and unusual technical activities described in the IFIP Newsletter. It is possible for the Editor to write articles about an IFIP activity when he is furnished with drafts of one or more papers (generally keynote or survey papers or the foreword to proceedings) and a brief list of essential facts, including: Title of meeting Dates Key individuals (including full names, titles and nationalities) Number of participants If some information is sent prior to the activity, and the remainder as soon as possible after, it should be possible to include a report of the meeting while it is still news. Any material should be sent to the Editor as early as possible. Each WG should designate someone associated with each activity to be covered as a reporter for that activity so as to ensure that maximum publicity is obtained. 4.4 MEETINGS Each WG should preferably hold at least one business meeting in each year. This meeting should discuss future activities as well as experience from previous activities, and may be organised in conjunction with some conference or other event of the WG to facilitate and justify travel costs. It is important that the TC.13 Chairman and the IFIP Secretariat is informed about business meetings. Inform them as soon as a decision is taken on where and when the next meeting will be held. It is desirable that minutes be prepared from all meetings. Both agenda and minutes should be copied to the IFIP Secretariat and to the TC.13 Chairman. Attendance records should be kept for the meetings and included in the annual report. 4.5 REPORTING Each WG Chairman must prepare a written annual report for the previous calendar year and submit it to the TC.13 Chairman and Secretary (if appointed). The report should include any changes in membership, details of past and future activities, meetings held and any special areas of concern. The TC.13 Chairman will include each WG report in his report to the General Assembly. The written report should if possible be presented in person at the March/April meeting of TC.13; in any case it is to be received by the designated recipients no later than 30 April in any year. TC.13 will normally meet in the months of March/April and September in each year. JOB DESCRIPTION APPENDIX A POSITION TC.13 WORKING GROUP CHAIRMAN REPORTS TO: TC.13 CHAIRMAN RESPONSIBLE FOR: The coordination of activities undertaken by the Working Group in pursuit of the approved aim and scope as defined by the Technical Committee. DUTIES AND RESPONSIBILITIES Administration: 1. Establish and maintain a register of members who share common interests in pursuing the stated aim of the WG. 2. Submit names of new members to the TC.13 Chairman for approval and advice to the IFIP Secretariat. 3. With the approval of the WG members, designate one member as Secretary for the purpose of providing administrative assistance. From time to time consider the continuity of leadership and, if appropriate and WG members approve, designate a Vice-Chairman. 4. At least six-monthly, send to members of the WG a newsletter or report on the progress of formal activities. Reporting: 5. Ensure that the TC.13 Chairman and Secretary (if appointed) are kept informed of all WG activities. 6. Annually, prepare a report for presentation (personally if possible) at the March/April TC meeting. Projects: 7. In association with WG members, identify and establish study projects pertinent to the defined purpose and scope of the WG (for example such as the education survey reported by WG13.1). Meetings and Conferences: 8. Arrange meetings at frequencies (at least annually) which are appropriate for those members able to attend in person. 9. Ensure the organisation of scientific meetings (eg workshops, working conferences etc.) from time to time (at least once every three years) at which invited members will present papers relevant to the function of the WG and from which the scientific knowledge is appropriately disseminated. Finance: 10. Prepare a budget for the following year and submit it to the TC Chairman in September. 11. Submit claims to the TC.13 Chairman for reimbursement of expenses incurred in respect to WG activities within the agreed budget. 12. Prepare an annual financial report (as part of the report to the March/April TC.13 meeting) providing full details of WG revenue and expenditure in the preceding year.