Seven committee members (3-year term):

http://www.aapt.org/aboutaapt/organization/tyc.cfm#Members

What does a committee member do? You can read on page 5 of the document below: https://www.aapt.org/aboutaapt/upload/2019_Area_Chairs_Handbook.pdf

We need new volunteers every year or so. Come to the meetings and let us know you want to participate more actively.

Website: To edit and update this website, contact the AAPT Technology Department to reset the account password or to obtain any other login assistance: tech@aapt.org (for more on "AAPT Tech Dept" scroll down to the end of this link: https://www.aapt.org/aboutaapt/organization/contact_us.cfm).  Once you have access to the google account for this committee, you can also edit all the documents contained in its google drive, including meeting minutes, online forms, etc.

Listserv CPTYC-L: Contact Erwin Campbell at list-manager@aapt.org to get administrative access to our cptyc-l@mail.aapt.org e-mail list. Once that's done, you can log into the system at http://mail.aapt.org. Your main task is to check on the status of members (approve, add, etc). In order to do that, click on Members -> View Members -> select "awaiting admin approval". To confirm/approve members, click on their e-mail address, go to Settings, on "Membership status" select from the pull-down menu the option: "normal member".

• The link below is where a lot of important information for committee chairs & vice-chairs can be found, including deadlines: https://tinyurl.com/AAPTAreaChairPlanning

• This is the chair & vice-chair Handbook: https://www.aapt.org/aboutaapt/upload/2019_Area_Chairs_Handbook.pdf

A very quick summary of important actions for incoming chair & vice-chairs (last edited: 2020):

1. Attend the Area Chair Orientation meeting at the very start of AAPT conferences (the incoming vice-chair should join this too).

2. Attend Programs I meeting. The essential:

   1. 1. 1. 1. Get to know the program chair for the current meeting, and the one for the following year (get their e-mail addresses; you will eventually e-mail them with questions and requests).

            2. Get the URL for the google doc where you will need to insert session/workshop information during the Programs II meeting.

3. TYC committee meeting: possible agenda. Excel spreadsheet to be used during meeting for session/workshop organization. Before the meeting, perhaps send e-mail encouraging members to search for other committees to co-sponsor their proposed sessions/workshops, as our current CPTYC quota is 5 sessions and 2 workshops (each session or half-day workshop is 1 point, but if co-sponsored they become 0.5 point). After our committee meeting you can already insert the available information on the google doc link provided at the Programs I meeting (only complete that google doc online, it must stay live/online for others to see the updates). 

4. Attend Programs II meeting at the end of AAPT conferences. This is where you will:

   1. 1. 1. 1. Finish completing the online google doc with session & workshop information for our committee: title/type/organizer/co-sponsor. Notice that when you arrive at the Programs II meeting, the co-sponsoring information for some of our proposed sessions/workshops may still be unclear/undecided. That's when you will negotiate live, face-to-face, with other committee chairs for co-sponsor approval. Everyone will be trying to reach their quota. It is a very interactive meeting, and it can be intense. The google doc must be finalized by the end of the Programs II meeting, with hopefully everyone optimizing the use of their respective quotas.

            2. OpenWater (NOT Pactools anymore): once the google doc/sheet is completed, and the co-sponsors have been fully confirmed in it, and we have not exceeded our quota (S = 5, W = 2; it is possible to submit extra S/W beyond our quota as "wish list": they will remain uncertain until the last minute), you will now insert the information about sessions and workshops in the management system called "OpenWater": https://appt-sm.secure-platform.com/a/

               1. 1. • Suggestions: do NOT submit the information as FINAL until you know everything for sure, and until you get the co-sponsor(s) approval for the sessions/workshops that you negotiated during the Programs II meeting. You will need to wait for the confirmation of their approval in OpenWater, just as you waited for their confirmation in the google doc. You can send them an e-mail reminder in case it is taking too long to receive confirmations (in OpenWater, browsing the top menu, you should be able to find a list of committee chair e-mail address). 

                     • After all co-sponsorships have been confirmed, do the FINAL SUBMISSION for every session/workshop. 

5. There are more steps ahead, but they will take weeks to months. Follow the schedule of activities shown here (this is extracted from the Chair Landing page): session organization timeline, workshop organization timeline. Summary:

• • • • • A few weeks after the end of an AAPT meeting (verify precise range of dates with program chair, if not posted online), you will need to send an e-mail to the organizers of sessions and workshops asking them to complete the detailed forms about their proposals: now organizers also use the OpenWater link (these are the old links inside pactools, that are not used anymore, but we are keeping them here during the transition phase to OpenWater, just in case: oldsessions, oldworkshops). This is particularly crucial for all sessions that require CONTRIBUTORS. The organizers need mark the option in the form that says "Call for Papers", and insert a short description of their session. This is very important, and organizers tend to forget to do so. Remind the organizers that they are expected to be the presiders of their sessions (there's a box for that too).

        • Several weeks after that, it's time for the organizers of those sessions that have invited speakers to insert the invited speaker information here: also the OpenWater link (this is the old link that shouldn't be used anymore, but we are keeping it during the transition of management systems).

        • Several weeks later again, comes the Call for Abstracts for everyone. Organizers of invited sessions should keep track that their invited speakers are submitting abstracts before the deadline. 

6. Finally, the role of a committee Chair and Vice Chair should not be just the organization of sessions and workshops (read on Chair Handbook). The more organized you are, the faster and more efficiently these tasks can be accomplished, therefore leaving time to tackle other important needs & issues of the TYC community, discussion of long-term plans for the community, etc. 

• • • • • In order to expedite the session/workshop organization, perhaps send e-mails to the TYC listserv months before AAPT meetings, asking the community to submit their ideas online first (submission form), freeing time for other discussions during the committee meetings.

        • a COMMITTEE ANNUAL REPORT is due in November every year. Pay attention to e-mails requesting this annual report.