Transcript PC Chairs: Getting Started Version 2

Getting Started – An Overview of
the Standards Writing Process,
Version 2
Intended Audience – PC Chairs and Vice Chairs, but
open to everyone
Information that you will need is located in the PC Chairs
Toolkit at this link: www.ashrae.org/pcchairstoolkit
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Acronyms Used In This Presentation
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GPC – Guideline Project
Committee
MOS – Manager of Standards
NVM – Non-Voting Member
OM – Organizational Member
PASA – Procedures for ASHRAE
Standards Actions
PC – Project Committee
PCVM – Project Committee Voting
Member
PPR – Publication Public Review
PSVM – Project Subcommittee
Voting Member
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SCD – Standards Committee
Document
SGPC – Standing Guideline
Project Committee
SPC – Standard Project
Committee
SPLS – Standards Project Liaison
Subcommittee
StdC – ASHRAE Standards
Committee
SSPC – Standing Standard
Project Committee
TC – Technical Committee
TPS – Title, Purpose and Scope
WP – Work Plan
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Learning Objectives
• At the end of this training module, you
should better understand:
• Essential principles of openness, balance,
due process, and ethics
• First steps for starting a new PC
• Basics of the standards development process
• Resources that are available to assist you
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Due Process Requirements
• The following constitute the minimum
acceptable due process requirements during
the creation or revision of a standard:
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Openness
Balance
Lack of dominance
Consensus
Right to appeal
ASHRAE Code of Ethics
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Openness
• Participation shall be open to all persons who
are directly and materially affected by the activity
in question:
• Participation in a process is not necessarily the same
as membership or vote on a committee
• Participation can be as simple as submitting a public
review comment or a request for interpretation
Tip: Participants can include non-ASHRAE members, non-voting members
(NVMs), consultants, and International Organizational Liaisons
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Balance
• The objective of balance is to ensure that all
stakeholders (directly and materially affected
interests) related to a TPS are represented on a PC
• The criteria for balance is that no single interest
category equals more than one-third of voting
membership on a PC dealing with safety, and no
more than half of voting membership on a PC for all
other standards
• SPCs and SSPCs must achieve and maintain
balance
• Balance on GPCs, SGPCs, and all subcommittees
is desired but is not required
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Balance and Interest Categories
• ASHRAE’s fundamental principles for guiding
the identification and selection of interest
categories for any PC align with ANSI Essential
Requirements on balance:
• The interest categories appropriate to the
development of consensus in any given standards
activity are a function of the nature of the standard
being developed.
• Interest categories shall be discretely defined, cover
all materially affected parties and differentiate each
category from the other categories.
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Balance and Interest Categories
• In defining the interest categories appropriate to a
standards activity, consideration shall be given to at least
the following categories:
• Producer
• User
• General
• Where appropriate, additional interest categories* should
be considered where needed to ensure consensus of
directly affected and interested parties related to a
particular TPS.
• Appropriate representative user views shall be actively
sought and fully considered in standards activities.
* See “Approved Interest Categories” under the Membership Forms heading on the PC
Chairs Toolkit page
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Lack of Dominance
• The standards development process shall not be
dominated by any single interest category,
individual or organization.
• Dominance means a position or exercise of
dominant authority, leadership, or influence by
reason of superior leverage, strength, or
representation to the exclusion of fair and
equitable consideration of other viewpoints.
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Balance vs. Dominance
• Balance and a lack of dominance are two
distinct considerations:
• The existence of a balanced consensus body does
not preclude the exercise of dominance.
• Similarly, the existence of a less than perfectly
balanced consensus body does not necessarily
reflect a process in which dominance automatically
occurs.
• Balance is quantifiable, dominance is not: work
with your SPLS Liaison if there is any indication
of dominance in your committee.
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Consensus
• Consensus defined: Substantial agreement, in
the judgment of a duly appointed authority,
reached by directly and materially affected
interest categories
• Substantial agreement means more than a
simple majority but not necessarily unanimity
• Consensus requires that all views and
objections be considered, and that a concerted
effort be made toward their resolution
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PC Chairs Training: Getting Started Version 2
Other Due Process Requirements
• Consideration of views and objections:
• Prompt consideration shall be given to the written
views and objections of all participants, including PC
members and those commenting on the TPS or a
draft standard
• Consensus votes for Standards Actions:
• Evidence of consensus shall be documented and
requires a “supermajority” 2/3 vote
• Appeals:
• The impartial handling of procedural appeals
regarding any action or inaction. Procedural appeals
include whether a technical issue was afforded due
process.
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ASHRAE Code of Ethics
• Excerpts:
• As members of ASHRAE or participants in ASHRAE
committees, we pledge to act with honesty, fairness,
courtesy, competence, integrity and respect for others in
our conduct.
• The confidentiality of business affairs, proprietary
information, intellectual property, procedures, and
restricted Society discussions and materials shall be
respected.
• We shall avoid real or perceived conflicts of interest
whenever possible, and disclose them to affected parties
when they do exist.
• Entire ASHRAE Code of Ethics at this link: Code of
Ethics
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First Steps
This section will help you understand
what you need to do to get the PC
started
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What You Have at Outset
• A Project Committee Chair
• Congratulations! And thank you for volunteering!
• Several potential PC Voting Members (PCVMs)
• Approved Title, Purpose and Scope (TPS)
• Helpful SPLS Liaison
• Your advocate and coach regarding the process
• A comprehensive “rule book:”
• Procedures for ASHRAE Standards Actions (PASA)
located on the PC Chairs Toolkit page at:
www.ashrae.org/pcchairstoolkit
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PC Chairs Toolkit Page
• ALL PC related resources are available in one online location – the
PC Chairs Toolkit page!
• ASHRAE Toolkit Quick Links:
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Standards Procedures
Project Committee Deadlines
Project Committee News
Project Committee Meetings
Project Committee Chairs Training
Mandatory Language Guides
Membership Forms
Project Committee Forms and Templates
Voting Tools and Templates
Publication Public Review Submittal Forms
Instructions for using the Online Comment Database
Continuous Maintenance Forms
Procedures for Proposing a New Standard or Guideline
Project Committee Home Pages
Helpful Links
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Membership
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In addition to yourself, request your potential committee members to
complete a PC Membership Application form, Bias and Conflict of Interest
statement and ASHRAE bio (complete online)
ASHRAE Staff will process all applications and then send you information
You will then completed and submit a Chair's Recommendation Form to
your SPLS Liaison and to ASHRAE staff
Remember:
• Only one Voting Member (VM) from any organization at anytime.
• At least one member in each of the default interest categories listed
below, or other approved interest categories for your PC
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Producer
User
General
• Minimum of 5 VMs before any official business or standards action vote
can occur.
• SPC/SSPC balance must be achieved before any standards action votes
can occur.
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First PC Meeting
• Schedule PC meeting:
• At the next Society Meeting using the SPC Meeting Request
Form found on the PC Chairs Toolkit page or the ASHRAE
Conference page
• Get started as soon as possible!
• Prepare an agenda using the sample agenda templates found on
the PC Chairs Toolkit page
• Distribute agenda 30 days prior to meeting
• Attend the PC Chairs’ Breakfast at each Society Meeting (this is a
requirement)
• Distribute minutes to PC members, your SPLS liaison and ASHRAE
staff (required). A minutes template can be found on the PC Chairs
Toolkit page.
• The earlier the better!
• Distribute action items immediately
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Work Plan (WP)
• Establish milestones and estimate completion dates on
the Work Plan form found on the PC Chairs Toolkit page
• Major project milestones on the WP should include:
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Completion of initial PC membership roster
First PC meeting
Completion of first working draft
PC approval for public review
PC approval of responses to public review comments (if any)
PC vote for publication
• Discuss your draft WP with your SPLS Liaison, and then
submit WP to ASHRAE staff for SPLS approval
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Title, Purpose & Scope (TPS)
• The TPS is the framework for a Standard or Guideline
• A PC must approved the TPS at its first official meeting
• If changes are needed, use the Proposed TPS Form
found on the Toolkit page, and include:
• Rationale for changes
• Underscore/strikeout to show changes to original
version
• A clean, final version of the proposed TPS
• PC vote tally to recommend approval
• Any change to the TPS must be approved prior to
submission of a Publication Public Review draft
• Submit document to SPLS Liaison and MOS
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Working Draft
• For new standard/guideline, Staff will send you working draft
template
• Work with PC to create initial Working Draft
• For revision standard/guideline, Staff will send you an
editable version of currently-published standard/guideline
• Save backup copy of original document
• Work with PC to revise original document
• Update the working draft number and date each time you share
a working draft with your PC
• Archive previous versions for future reference
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ASHRAE copyright language included on the cover of the
working draft template prohibits PC member sharing a
working draft, in whole or in part, outside of the PC without the
express permission of the MOS.
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Definitions in SCDs
• Only include definitions that are necessary to apply the
standard or guideline, and are not commonly understood
• All definitions shall appear somewhere in the body of the
standard or guideline (or they shall not be included)
• Requirements shall not be included in definitions
• ASHRAE Terminology, found at
https://www.ashrae.org/resources--publications/freeresources/ashrae-terminology, is a potential resource for
definitions
• ASHRAE Terminology definitions, with or without
subsequent editing, might fit your purposes, but you are
not required to use ASHRAE Terminology definitions
Tip: Draft the new or revised standard or guideline by focusing on the requirements and other content
while making a list of potential definitions instead of consuming PC time to write the definitions at the
outset.
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PC Chairs’ Meeting Deadlines
• Obtain deadlines in the PC Chairs Tool Kit
Chicago Winter Meeting
2015
SPLS Spring
Meeting 2015
Atlanta Annual Meeting
2015
SPLS Summer
Meeting 2015
Tech Weekend
2015
SPLS Meeting/Conference Call dates
Jan 23 & 27, 2015
Mar 6, 2015*
Jun 26 & Jun 30, 2015
Aug 22, 2015*
Sep 25, 2015*
StdC/BOD meeting dates
Jan 24-28, 2015
N/A
Jun 27-July 1, 2015
N/A
Sep 25 – Oct 5, 2015*
New PC member applications & existing member changes
(Bio/Bias/Applications** due)
Oct 24, 2014
N/A
Apr 17, 2015
N/A
July 24, 2015
PC Chair’s Membership Recommendation Form** due
Nov 21, 2014
N/A
May 8, 2015
N/A
Aug 14, 2015
Chicago Winter Meeting
2015
SPLS Spring
Meeting 2015
Atlanta Annual Meeting
2015
SPLS Summer
Meeting 2015
Tech Weekend
2015
PC Chairs Publication Public Review Submittal Form** deadline for
Normal Track PPR packages (see Note below for Fast Track Process)
Dec 19, 2014
Feb 17, 2015
May 22, 2015
Aug 2, 2015
Aug 28, 2015
SPLS approval of Normal Track PPRs
Jan 23, 2015
Mar 6, 2015*
Jun 26, 2015
Aug 22, 2015*
Sep 24, 2015*
Public Review Starts for 30 and 45 day PRs
Feb 6, 2015
Mar 20, 2015
July 10, 2015
Sep 6, 2015
Oct 9, 2015
30-day Public Review ends
Mar 8, 2015
Apr 20, 2015
Aug 9, 2015
Oct 6, 2015
Nov 8, 2015
45-day Public Review ends
Mar 23, 2015
May 5, 2015
Aug 24, 2015
Oct 21, 2015
Nov 23, 2015
Dec 3, 2014
N/A
May 4, 2015
N/A
Aug 8, 2015
Membership
Publication Public Review Packages
Publication Packages
PC Chairs’ Final Publication Submittal Form deadline
PC Chairs’ Galley Sign-off deadline
Other
Jan 14, 2015
N/A
Jun 10, 2015
N/A
Sep 10, 2015
Chicago Winter Meeting
2015
SPLS Spring
Meeting 2015
Atlanta Annual Meeting
2015
SPLS Summer
Meeting 2015
Tech Weekend
2015
Aug 8, 2015
Sep 10, 2015
Annual/Winter Meeting Room Request Form
Oct 31, 2014
TPS Changes, Work Plans, and other items**
Jan 9, 2015
PC Funding Requests (FY 2016)
March 20, 2015
Feb 20, 2015
Jun 12, 2015
Feb 14, 2015
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Basics
This section will help you understand
the basics of the ASHRAE standards
development process
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PASA
• Read PASA – Procedures for ASHRAE
Standards Actions
• Defines formation, structure, and activities of Project
Committees (PCs)
• Establishes criteria and procedures for writing and
processing Standards Committee Documents (SCDs)
• Includes procedures to ensure due process is
followed and consensus is achieved
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Mandatory Language
• ASHRAE Rules of the Board include these rules:
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1.201.004.5 All standards shall be written in definitive
mandatory language.
1.201.004.3 Standards that are intended for code use should be
concise and written in appropriate code language with simple
and direct prescriptive methods for compliance, with alternative
performance paths.
1.201.004.6 All guidelines shall be written in informative
language.
• ASHRAE Guide to Writing Standards in Mandatory
Language and the ASHRAE Guide to Writing Standards
in Code-Intended Language can be found on the PC
Chairs Toolkit page under the heading Mandatory
Language Guides
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Voting Rules
• Quorum: majority of voting members are present. Without quorum,
PC work can continue, but standards action votes cannot be taken
• Standards Action: an action recommending or approving publication
of a new, revised, or reaffirmed standard or withdrawal of a standard
• Except as the actions listed below, PC votes require approval by
majority of those voting
• The voting actions listed below require (a) affirmative votes from a
majority of all PC voting members, and (b) at least two-thirds of
those voting, excluding abstentions and unreturned letter ballots
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Recommendation for publication public review
Recommendation for publication
Recommendation for issuance or revision of an official interpretation
• Use the vote calculations spreadsheet found on the PC Chairs
Toolkit page to determine two-thirds vote results
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Two-Thirds Vote: 1st Example
• Project Committee has 22 members
• ALWAYS need 12 yes votes for motion to pass
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12 members present at meeting. All 12 must vote yes.
Members not present did not respond to continuation letter
ballot and are recorded as not voting.
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Vote record 12-0-0-10 (yes-no-abstain-not voting)
Motion passes (meets the 2/3 of those voting requirement)
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Yes + no = 12 + 0 = 12 and 2/3 X 12 = 8
Enter the Total VOTING Membership from ASHRAE Roster:
22
Enter number of "Yes" votes:
12
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Enter number of "No" votes:
Enter number of "Abstain" votes:
Enter number of "Absent and Not Returned" votes:
Calculations:
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TRUE Total voting results entered matches roster voting members
Meeting Quorum / Majority of Roster Voting Members = 12
TRUE Affirmative votes from a majority of the voting membership?
Total number of affirmative votes to achieve 2/3 requirement =
8
TRUE Affirmative votes by 2/3 of those voting Yes + No (at meeting or letter ballot)
Motion Passes? TRUE If total votes entered = roster voting members, False = Failed Motion
Final Voting Tally: ( 12 - 0 - 0 - 10 )
Total yes+no+abstain+absent/not returned votes Must = Roster
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Two-Thirds Vote: 2nd Example
• Project Committee has 22 members
• ALWAYS need 12 yes votes for motion to pass
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12 members present at meeting. 12 vote yes.
On letter ballot, 2 vote yes and 8 vote no.
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Vote record 14-8-0-0 (yes-no-abstain-not voting)
Motion fails
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Majority vote yes
2/3 vote: Yes + No = 14 + 8, 2/3 X 22 = 15
Enter the Total VOTING Membership from ASHRAE Roster:
22
Enter number of "Yes" votes:
14
8
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Enter number of "No" votes:
Enter number of "Abstain" votes:
Enter number of "Absent and Not Returned" votes:
Calculations:
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TRUE Total voting results entered matches roster voting members
Meeting Quorum / Majority of Roster Voting Members = 12
TRUE Affirmative votes from a majority of the voting membership?
Total number of affirmative votes to achieve 2/3 requirement = 15
FALSE Affirmative votes by 2/3 of those voting Yes + No (at meeting or letter ballot)
Motion Passes? FALSE If total votes entered = roster voting members, False = Failed Motion
Final Voting Tally: ( 14 - 8 - 0 - 0 )
Total yes+no+abstain+absent/not returned votes Must = Roster
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Letter Ballot Voting (via Email)
• Chair may authorize an email letter ballot on any motion
(sample letter ballot found on the Toolkit page)
• Remind recipients to “Reply” not “Reply All” when voting
• Negative voters are requested to comment on reasons
for their vote
• If vote passes with negative votes with comments,
results shall be held in abeyance until comments are
transmitted to all eligible voters and they are given
opportunity to change their vote through a recirculation
ballot
• Chair may offer rebuttal to comments from negative
voters in recirculation ballot
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Running Effective PC Meetings
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Have clear purpose
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Generate constructive action & share ideas; build consensus; plan next steps
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Only meet when communications require two-way interactions
Be prepared
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Define reasonable list of issues to consider; assign time & speaker for each item
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Distribute agenda & related documents for review prior to meeting
Keep meeting moving
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Be punctual: start & end on time
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Focus on agenda, encourage participation, but control digressions
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Follow Robert’s Rules of Order
Follow up
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Distribute action items immediately and track progress between meetings
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Distribute minutes within 30 days, earlier if possible
Tip: Review the training module titled, Running Effective Meetings, for more details
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Typical Motions
PCs vote to approve:
1. Original TPS (first
meeting)
2. Proposed changes to
the TPS
3. Meeting minutes
4. Publication Public
Review Draft*
5. PC responses to
commenters
6. Final Publication Draft*
Note: Items with * are Standards Actions.
Standing PCs vote to approve:
1. Proposed changes to
the TPS
2. Meeting minutes
3. Publication Public
Review of addenda*
4. Responses to
commenters
5. Interpretations
6. Responses to CMPs
7. Code Change
Submittals
8. Final Publication of
Addenda
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PC Meetings and Interim Meetings
• All PC meetings are open to observation by directly and
materially interested persons
• PC working meetings must be held at least once per
year, but are normally held twice/year at Annual and
Winter Society Meetings
• PC Chairs must advise SPLS Liaison and MOS of all
meetings or teleconferences between Society Meetings
in time to announce interim meeting in Standards Actions
– 30 days before in-person meetings and 14 days for
conference calls
• For help in setting up conference calls, webinars or inperson face-to-face meetings, complete and submit the
Expediting Funds form found on the Toolkit page under
Project Committee Meetings heading
PC Chairs Training: Getting Started Version 2
Tip: Join the list server to receive each issue of Standards Actions on Fridays here
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Cognizant Technical Committee
• The cognizant TC is the one whose scope best matches
your standard or guideline
• The cognizant TC recommends Chair and at least four
other members for:
• New standard or guideline or
• Periodic revision of existing standard or guideline.
• The cognizant TC is a source for PC members with skills
relevant to subject standard or guideline
• If the cognizant TC does not have a member or liaison
on the PC, the PC Chair shall provide the TC Chair with
updates about PC progress prior to each Society
meeting.
Tip: See the training module titled, TCs and PCs: Similarities and Differences, for more information.
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PC Websites
• If a PC website is desired, ASHRAE Staff will
assist you with creating your PC’s web site
• More information is available on the PC Chairs
Toolkit page under Project Committee Home
Pages
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Resources
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SPLS Liaison
Other PC Training Modules
Online Resources
Standards Staff
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Your Friendly & Helpful SPLS Liaison
• Represents PC at StdC:
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Membership Changes
Work Plans
TPS Changes
Public Review Drafts
• SPLS Liaison contact
information is on your
PC roster
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Other PC Training Modules
• The following training modules are available in a
webcast version or in PDF form on the PC
Chairs Toolkit page:
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An Overview of PC Membership & Balance
Writing Standards in Enforceable Language
Running Effective Meetings
Ethics, Bias, and Conflicts of Interest
Public Review Process Overview
Online Comment Database
TCs and PCs: Similarities and Differences
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Standards Staff
Direct line 678.539.xxxx
Standards Committee
Stephanie Reiniche, Sr. Manager of Standards.......................ext. 1143
[email protected]
Status of Standards/Guidelines, SPLS and SPC 201
Susan LeBlanc, Standards Administrator………….............ext. 1143
[email protected]
Procedures, PPIS, SRS and Appeals
Tanisha Meyers-Lisle, Procedures Administrator...............ext. 1111
[email protected]
Staff Review of Drafts
Carmen Manning, Standards Analyst ....................……..............ext. 1145
[email protected]
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Standards Staff
Direct line 678.539.xxxx
American Standards, Standards 62.1 and 62.2
Mark Weber, Mgr. of Standards - American………….....ext. 1214
[email protected]
Codes, CIS, Standards 90.1 and 90.2
Steve Ferguson, Mgr. of Standards - Codes………..…..ext.1138
[email protected]
Codes, Standard 189.1
Bert Etheridge, Asst. Mgr. of Standards-Codes..........…ext. 1125
[email protected]
International Standards and Standards 15 and 34
Nicole Jones, Asst. Mgr. of Standards-International...............ext. 1151
[email protected]
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PC Chairs Training: Getting Started Version 2
Standards Staff
Direct line 678.539.xxxx
PC Membership
Beverly Fulks, Standards Coordinator......................................ext. 1151
[email protected]
PC Membership, SSPCs 15 and 34
Angela McFarlin, Admin. Asst./ International Stds...................ext. 1177
[email protected]
PC Membership, SSPCs 90.1, 90.2, 90.4, and 189.1
Katrina Shingles, Admin. Asst…..............................................ext. 1159
[email protected]
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PC Chairs Training: Getting Started Version 2
Questions?
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Self-Test Questions
• Does participation mean individuals must be PC voting
members?
• How many PC members must a PC have before a vote
to recommend a standards action can occur?
• What vote is required for standards actions to take
place?
• If a voting member submits a negative vote with
comment, is the PC Chair required to re-circulate the
ballot to allow voting members to change their votes?
• Who should you keep informed of all activities regarding
your PC?
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How did you do?
• If you knew the answers to all the questions
• Congratulations! You have mastered the material
• If you were able to answer most of the questions
(70-99%)
• Please review the material you may have missed
• If you were unable to answer most of the
questions (<70%)
• Please review all the material
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