The revised Steering Committee Guidelines are listed below. Each section that had a change made to it as well as all items within that section that were changed are indicated so by an asterik. Please provide your comments to Eugenia Boyle, OR SIG Coordinator, at eugenia.boyle@eh.doe.gov.

OCCURRENCE REPORTING SPECIAL INTEREST GROUP
STEERING COMMITTEE GUIDELINES

Purpose

• The purpose of the Occurrence Reporting Special Interest Group (OR SIG) Steering Committee is to facilitate the activities of the OR SIG based on input from the OR SIG membership.

General Requirements

• Steering Committee members will be those whose primary responsibility is for occurrence reporting and occurrence reporting related activities within their organization.
• Steering Committee members must be willing to perform tasks that allow the OR SIG to fulfill its mission.
• Steering Committee members must have the support of their management.
• The Steering Committee will actively seek membership representation from across the DOE complex.
• Steering Committee members who do not fulfill the expectations listed below will be replaced at the discretion of the Steering Committee.

Expectations

• Steering Committee members are expected to actively participate by attending periodic meetings, providing input on OR SIG activities, hosting meetings, and becoming familiar with other TRADE activities.
• Steering Committee members are expected to attend meetings themselves rather than send an alternate in their place.
• Steering Committee members are expected to participate in periodic conference calls.
• Steering Committee members are expected to coordinate input from task teams with the OR SIG Coordinator.
• Steering Committee members are expected to review and approve products and services prior to the release of any information to the OR SIG membership as a whole to assure that they are representative of the broad spectrum of SIG members and are "quality" in nature. In doing so, the Steering Committee must use caution to review the appropriateness of the process in which a product was developed by a task team. Personal opinions of SC members and task team members should not be used to affect the final product developed by a specific task team.
• Steering Committee members are expected to act as "mentors" to Task Team Leads upon request from the SIG Chair. As a task team mentor, the Steering Committee member should provide the task team with assistance, counseling and direct access to a Steering Committee member.
• Steering Committee members are expected to provide general guidance to OR SIG task teams, solicit input from the OR SIG general membership concerning occurrence reporting issues, provide feedback to OR SIG membership inquiries, and network with other interested organizations.

Steering Committee Composition

• The Steering Committee will be made up of DOE contractor personnel and DOE Headquarters and Field personnel.
• The makeup of the Steering Committee should be limited to one representative per organization (i.e., contractor under same contractual unit, headquarters office, or field office), and any exception to this must be approved by at least eight members of the Steering Committee.
• The Steering Committee will consist of 12 members. Membership will be as follows:
  • 1 DOE Headquarters Sponsoring Advisor
  • * 2 DOE Field Office members (one of which will be a Facility Representative)
  • 1 DOE Headquarters Office member
  • * 7 DOE Contractor members
  • 1 ORISE/TRADE OR SIG Coordinator
    • The ORISE/TRADE OR SIG Coordinator will not be a voting member.
    • The Steering Committee Chair will cast any tiebreaking vote.

Terms of Membership

• The DOE Sponsoring Advisor and OR SIG Coordinator Steering Committee positions will be permanent memberships.
• The DOE Field Office, Headquarters Office, and Contractor Steering Committee positions will be rotating memberships.
• The term of the Steering Committee Chair will be considered outside of the terms of the other Steering Committee members.
• Succeeding Steering Committee memberships (other than the Chair) will be for a threeyear term with onethird of the members rotating off each year.
• Steering Committee members may serve more than one term, but, after serving two consecutive terms, must wait one year before serving again.
• When a Steering Committee member terminates membership for whatever reason, a new Steering Committee member will be elected to assume the incomplete term. Steering Committee members who have assumed an incomplete term may serve up to two complete terms in addition to completion of the assumed term with no required break in service.

Steering Committee Chair

• The Chair will be a DOE Contractor Steering Committee member.
• The Chair will be elected by the Steering Committee at the OR SIG Spring Meeting.
• The guidelines for the length of term for the Chair are:
• All Chairs will serve a two year term.
• The Chair may not serve more than two consecutive terms as Chair.

Election of Members

• Steering Committee members will be elected from voluntary, management approved nominations.
• The OR SIG general membership will, by secret ballot, elect new Steering Committee member(s) at the OR SIG Spring Meeting.
• The process for elections will be:
  • Prior to a seat on the Steering Committee becoming available, nomination forms soliciting names to replace that seat will be distributed to the OR SIG general membership.
  • Nomination forms will be tabulated by the OR SIG Coordinator to produce an election ballot.
  • The election ballot will be distributed to the OR SIG general membership. Those OR SIG members who will not be attending the OR SIG Spring Meeting may submit absentee ballots to be received by the OR SIG Coordinator at least two weeks prior to the meeting.
  • If two or more persons from the same DOE or contractor organization are nominated and receive votes sufficient to make them electable, the person from that organization who receives the largest number of votes from the SIG membership will be elected to the OR SIG Steering Committee. This is in keeping with the Steering Committee Composition Guidelines which maintain that the makeup of the Steering Committee should be limited to one representative per organization (i.e., contractor under same contractual unit, headquarters office, or field office.)
  • Tie votes will be decided by runoff election.

Other Provisions

When necessary for the Steering Committee to vote on an issue, voting will occur as follows:

• * At least 8 members of the Steering Committee must be present.
• * The SIG Chair shall vote first and will take a roll call vote from all members present.
• * Should a tie occur, the Chair's vote will be counted twice, effectively breaking the tie.
• * These guidelines may be revised by a majority vote of the Steering Committee and the concurrence of the DOE Advisor.
• * Any changes to these guidelines will be made available to the OR SIG membership for review and comment at least 30 days prior to implementation.

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Last Updated: July 28, 1998