Steering Committee Charter

Conference on Software Engineering and Training

1 March 2004


I.  Purpose of the Conference on Software Engineering Education and Training


The objective of the Conference on Software Engineering Education and Training (CSEE&T) is to offer educators and industry professionals the opportunity to share and expand their knowledge of software engineering education, training, and professional issues.


As software plays an increasingly dominant role in what we make and use, advances in software engineering education and training have become increasingly important to meet the need for well-qualified software engineers. In a field as rapidly changing as software engineering, the CSEE&T provides a forum through which industry professionals, academics, and industrial trainers can keep up with advances outside their specific areas of inquiry. More recently, the development of software engineering as a discipline has led to conference presentations on a variety of professional issues in the field, including the body of knowledge, ethics and professional practices, and certification and licensing.


Each CSEE&T offers a wide variety of activities, such as keynote speakers, technical papers, panel sessions, workshops, tutorials, and opportunities for informal discussion. These activities attract representatives from academia, industry, and government interested in software engineering education, training, and professional issues. Besides addressing concerns unique to their specialty areas, participants can learn about the concerns of related areas.  Often these issues affect the state of education and professional practice throughout the field.


The conference is managed by a Steering Committee, an Organizing Committee, and a Program Committee. The functions of each committee are described in the following sections.


II. Sponsorship


The sole professional society sponsoring CSEE&T is the IEEE Computer Society, through the Technical Council on Software Engineering.


III. The Steering Committee


A.  Purpose


To oversee the long-term planning and success of the conference, a Steering Committee (SC) plans for future conferences, evaluates how well each conference has achieved the objective stated above, and implements improvements to better meet these objectives. 


The Steering Committee is responsible for the general oversight of and setting policy for the Conference.

The Steering Committee is normally responsible for making the major strategic decisions, namely, the appointment of the general chair and program chair, selection of dates and locations, and major theme.  In addition, the steering committee may review and approve the budget before it is sent to the sponsor.


More specifically the Steering Committee should


1.  Plan future CSEE&T meetings,

2.  Obtain feedback about CSEE&T for the purpose of improving the conference,

3.  Select the General and Program Chairs of CSEE&T meetings,

4.  Select the sites and dates for future CSEE&T meetings,

5.  Assist in the appointment of other positions in the Program Committee.


B.  Composition of the Steering Committee


The Steering Committee (SC) is composed of a chairperson and members selected or approved by the Sponsor.  There is no limit on the number of steering committee members.


C.  Steering Committee Chairperson


The Steering Committee Chairperson has responsibility for providing continuity for the conference.  This involves recruiting the Program Chair and General Chair for the conference, mentoring the Program Chair and General Chair, reporting status to the Steering Committee, and approving new Steering Committee candidates.  Consensus of the SC should be sought for the Program Chair and General Chair. The term of office for the Steering Committee Chair is 5 years.  In the year before the Chair's term is to expire, the Steering Committee has the option to elect a new Chair, who will have the title of Steering Committee Chair-Elect until taking office as Chair for a five-year term.


Mentoring duties:  The SC Chair typically provides previous conference information and sponsorship information to the General and Program Chairs.  The SC Chair also approves the budget, hotel arrangements, advertising, Program Committee membership, the Call, and Preliminary Program, as well as other key conference decisions.  The SC Chair provides advice on what has been done before, what has worked and what hasn't.  The SC Chair may suggest names for keynote speakers, committee members, etc.


Election of the next SC Chair: The next SC Chair is nominated and elected by the SC membership, using a democratic process, so as to provide overlap with the last year of the current SC Chair's tenure.  This also allows planning for the next conference to start in a timely manner.  The current SC Chair initiates this process, and checks on whether the candidates are able to put in the time and effort required. Although the next SC Chair is normally selected from the SC membership, this is not required.


D.  Steering Committee Members


Steering Committee Members:  The typical term of an SC member is five years.  CSEE&T General Chairs and Program Chairs become Steering Committee Members automatically.  The term of office can be extended or shortened by mutual agreement with the Steering Committee Chair.  The Steering Committee

Chair Emeritus is also a Steering Committee Member.  Additional Steering Committee members, especially industry and international members who have been involved with the conference, can be drawn from the community, so as to keep a broad constituency. All SC members must be approved by the Steering Committee and its Chair.


Current membership includes:

Name                                                  Term Expires


Donald J. Bagert (chair)                      2005

Pierre Bourque                                         2005

David Budgen                                          2006

Robert Dupuis                                          2005

Dennis Frailey                                          2006

Tom Horton                                              2007

Tim Lethbridge                                        2006

Mike McCracken                                                      2007

Nancy Mead                                             2005

Ana Moreno                                              2006

R Narayanan                                             2008

Daniel Port                                                 2008

Dawn Ramsey                                          2005

Michael Ryan                                           2006                        

Hossein Saiedian                                                      2008

Ann Sobel                                                  2007


E.  Steering Committee Meetings


This committee typically meets in conjunction with the CSEE&T conference, and uses email correspondence otherwise.   The meeting at CSEE&T includes a working dinner which should be included in the budget section of the Technical Meeting Request Form (TMRF) – see Section IV.D.  If necessary, interim meetings can be called by the Steering Committee Chair or by a majority of the members.


Steering Committee members are expected to attend the Steering Committee meeting at each CSEE&T. Members who miss two consecutive meetings at CSEE&T without giving sufficient cause are considered withdrawn from the Committee, subject to review by the Steering Committee.


Minutes are kept by a member of the Steering Committee designated by the Chair.  The Chair will maintain minutes of the past Steering Committee meetings.


F.  Proxies


During meetings of the Steering Committee, each member shall have one vote. A quorum both for face-to-face meetings and for email or phone meetings will be a majority (greater than 50%) of the number of franchised members of the Steering Committee.  Written proxies may be submitted by electronic or postal mail to the secretary or the chair of the Steering Committee.  Steering Committee members will be informed sufficiently in advance of any known motions to be voted on during a forthcoming meeting.  The chair has the deciding vote in cases of tied votes.


IV. Constituting a Conference


The Steering Committee obtains, through open and informal solicitations, proposals for: conference locations, names of individuals who are suitable to serve as General Chair(s), individuals who are suitable to serve as Program Chair(s), and other organizational issues.  Individuals or institutions interested to propose and organize a future CSEE&T should follow the steps listed below.


A.  Written proposals for the conference should be sent to the Chair of the Steering Committee significantly before the proposed conference date. The decision on the conference will generally be made at least 24 months before the proposed date.


B.  Proposals shall list facilities, venue, proposed management, budgets and financial arrangements, a brief summary of the conference structure, a draft of a preliminary call for papers, and any other information required by the Steering Committee. In particular, the scheduling of any other potentially conflicting meetings within several months before or after the proposed meeting date must be evaluated as part of the proposal.


C.  Those wishing to host a future CSEE&T should make their intentions known sufficiently in advance of the proposed date (e.g. 30 months) so that any information required by the Steering Committee can be obtained in a timely manner, and other activities can be integrated into a program of interest to all.


D.  The Steering Committee reviews proposals and may seek advice from anonymous reviewers. If the evaluation is positive, the Steering Committee will tentatively accept the proposal, and the proposer(s) will be asked to prepare a detailed budget using the IEEE Computer Society appropriate forms (TMRF) and submit the form to the Steering Committee Chair at least 15 months before the proposed conference date.   After approval by the Steering Committee it will be passed to the Society.  Final approval of the TMRF will be made by the IEEE Computer Society.


V. Rules governing the CSEE&T Chair Positions


A.  The General Chair(s) of the CSEE&T is selected by the Steering Committee and shall normally go to new individuals each time. It is especially important that these persons are active in the field, have extensive practical experience, and/or have published frequently in relevant journals and conferences. In addition, they should have experience in organizing other professional conferences.


B.  The name(s) of the person(s) recommended as the General Chair(s) shall be part of the proposal (see Section IV).  At least one of the General Chairs shall be from the country hosting the conference. The Steering Committee shall be free to accept or reject any recommended names for General Chair or Program Chair in order to best promote the conference.


C.  Other conference chairs, e.g. Local Arrangement Chair(s), are chosen by the General Chair(s) with the advice and consent of the Steering Committee. The Program Chair(s) select(s) the program committee members with the guidance of the General Chair(s).


IV. General Chair(s) and the Organizing Committee


In each conference, the General Chair(s), the Program Chair(s), and explicitly identified other chairs (for example, Local Arrangements Chair) form the Conference Organizing Committee for that conference and are charged with the planning, running, and oversight of that conference to ensure that it meets the objectives stated in Section I.


The General Chair(s) are responsible for the overall running of the conference, and serve as the Chair(s) of the Organizing Committee.


The Program Chair(s) are chosen by the General Chair(s) with the advice and consent of the Steering Committee.  It is especially important that the Program Chair(s) be active in the field, and have published frequently.  The Program Chair selects the program committee vice-chairs and members with the guidance of the General Chair.


The Organizing Committee approves all major decisions concerning the conference. The General Chair(s) are responsible for the finances of the conference and for coordinating local arrangements. To these ends, the General Chair(s) will appoint a Treasurer and a Local Arrangements Chair. The General Chair(s) may also appoint a Publicity Chair, Publications Chair, Registration Chair and other positions as necessary.


The General Chair(s) and the appointed Publicity Chair are responsible for the publicity of the conference. All notices requesting papers, panels, tutorials and tool demonstrations as well as the advance program announcement and registration material shall be widely distributed in a timely manner. This should include announcements in professional and research journals, the trade press, electronic bulletin boards, the World Wide Web, and mailings to individuals on (electronic and postal) mailing lists of interested or participating organizations. The goal is to allow full participation in all facets of the conference by a worldwide audience.


The General Chair(s) are responsible for obtaining all necessary approvals and financial supports from the conference sponsor.


The General Chair(s) are responsible to solicit proposals on local facilities (such as hotels and universities) that host the conference.  The IEEE Computer Society must execute hotel contracts.


Special efforts should be made by the General and Program Committee chairs to get organizers of future CSEE&T conferences involved in the organizing and program committees of the present conference.


VII.  Program Chair(s) and the Program Committee


The Program Chair(s) are responsible for planning the technical program of the conference. They should abstain from submitting papers to their conference.


A.  Program Committee


The Program Chair(s) will appoint individuals to serve in the program committee, with the advice and consent of the General Chair(s).


The Program Committee should be diversified in terms of expertise, geographical distribution, race, and gender.  Program Committee members shall be chosen on the basis of their technical qualifications and experience. The Program Chair(s) should promote continuity by keeping some committee members from the previous conferences (e.g., members from past Organizing and Program Committees).


B.  Program Committee Meetings


It is expected that Program Committee members will attend the program committee meeting at which acceptance/rejection decisions are made. In extraordinary situations and at the discretion of the Program Committee and General Chairs, these meetings may be conducted via virtual meeting rooms (video conference) or even telephone or electronic mail.


C.  Call For Papers


The Program Chair(s) will prepare the Call For Papers (together with the Publicity Chair), send out notification of acceptance and rejection of submitted papers, and send out instructions to authors for submitting their final papers. The call for papers as well as actions by the individuals on the Program Committee shall encourage the submission of high quality papers that have not been previously published or are currently submitted elsewhere, including reports on practical experiences with evaluations of advanced technologies.


It is CSEE&T policy to require that all presenters (with the exception of the keynote speakers) pay registration in full for the conference, and this should be made clear in the Call for Papers and reiterated at the time of acceptance.


D.  Reviews of Submitted Papers


The conference shall require full papers (as opposed to abstracts) for review.


The Program Committee shall be responsible for reviewing all submitted papers, for submitting timely, informative reviews that provide authors with feedback about their papers, and for attending program committee meetings. The Program Chair(s) will determine the procedures for reviewing and accepting papers for the program. They shall distribute the papers for review and arrange information so the papers can be discussed by knowledgeable reviewers during the program committee meeting. Program committee members can seek expert advice from external reviewers, but they shall be responsible for having reviewed the papers themselves. Each paper shall be reviewed by at least three reviewers and each paper shall be discussed at the program committee meeting. Direct discussion provides other committee members familiar with the work an opportunity to contribute useful information that might affect the outcome of the review process. If consensus cannot be formed or there are additional concerns raised about a paper, additional information or reviews should be obtained.


Usually those papers that have received very poor reviews or very strong reviews can be discussed briefly, but an open discussion of all papers is required. It is important that the Program Committee consider all papers fairly.


If a committee member (Program, Organizing, or Steering Committee) of the forthcoming CSEE&T submits papers, care must be taken that his/her papers be reviewed at least as stringently as other submitted papers. Committee members shall leave the room during the discussion of their submitted papers or for any paper where he/she might have a conflict of interest.


All discussion about a paper shall remain in confidence. The names of reviewers are not to be revealed to authors. Reviewers however shall be free to identify themselves to an author if they so wish.


It is recognized that English may not be the native language of many of the authors of contributed papers. It is still expected, however, that all papers will be reasonably presented and written in acceptable English. It is strongly recommended that authors whose native language is not English seek professional help in polishing the writings in their papers.


Full papers are the cornerstone of the CSEE&T. As a consequence only accepted full papers should be included in the proceedings together with panel statements, and of course keynote invited papers.


VIII.  Awards


There are currently no awards given in conjunction with the CSEE&T.


IX.  Financial Matters


A.  The CSEE&T budget will be finalized (from the accepted proposal for the conference) by the Organizing Committee of each conference and approved by the Steering Committee.   The general co-chairs and finance chair will then submit the budget for approval by the Sponsor no later than nine months prior to the conference.   Budget approval will be handled by the Sponsor.   The budget must be approved by the Sponsor prior to the distribution of any publication of registration fees.  


B.  Conference accounts shall be closed within 120 days following the completion of a CSEE&T.   At that time, all surplus funds shall be distributed to the sponsor.   A final report and the closing bank statement must be submitted to the Sponsor no later than 120 days after a CSEE&T by the general co-chairs and finance chair.   The Sponsor will receive a list of CSEE&T attendees with names and full address information no later than 120 days after a CSEE&T.   The Sponsor may use the attendee mailing lists at its sole discretion. 


C.  Contracts which require Sponsor review and approval are: all hotel and exhibit facility contracts and all conference service or management contracts.   Members of the Steering or Organizing Committees are not authorized to sign these contracts.  


X.  Intellectual Property


The proceedings shall carry the names, logos, and addresses of the IEEE and the IEEE Computer Society.   The disposition of rights and permissions, and the maintenance of the authors¹ copyright assignments, rests solely with the copyright holder.  The revenue from the dispensation of rights and permission shall be the sole property of the rights owner.  Requests for reprint or re-use from third-party material will be handled according to the existing reprint policies of the copyright holder.


X1. Termination of the Conference


The termination of the CSEE&T may be proposed by the Steering Committee or the Sponsor, and will be approved by the Sponsor.   In the event of a termination, the Sponsor will work together to dispose of any assets and liabilities of CSEE&T.  


XII.  Amendments


Amendments to this charter of the Steering Committee of the CSEE&T require the approval by two thirds of the Steering Committee members.  Amendments should be submitted in writing to the Steering Committee Chair at least two weeks before (and distributed to the SC by the chair by at least one week before) the Steering Committee meeting that will consider its passage.





Document History:  Originally submitted to IEEE-CS headquarters by Donald J. Bagert on 1 December 2000; most recently submitted by him on 23 February 2004.