Council of Technical Groups

HI COTG member,

Please see the following important message to TG Chairs from Jessica Wong. 

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Dear Matthew and Tamsyn,

I am contacting you to touch base about key items that should be communicated to the Technical Group Chairs.

The HFES Executive Council recently decided to proceed with the in-person conference this year in Baltimore, MD from October 4-7, 2021 followed by an additional virtual component that will take place before the end of the year.

Current guidance calls for six-foot distancing, which greatly reduces the square footage available in the function rooms at the Baltimore Marriott Waterfront Hotel.  Therefore, space will not be available for a variety of ancillary meetings typically held during the annual meeting, including the annual Technical Group Business Meetings.

We request that you please communicate this to the Technical Group Chairs and let them know that they will receive follow-up from HFES Staff with more information in regards to requesting staff support if needed for holding virtual meetings. It can be noted that TGs are free to meet socially at the conference, but space and time will not be provided as part of the main schedule. We hope the Chairs will be understanding of this decision as we continue to navigate the ever-changing pandemic situation.

Now is also the time for TGs to start the process of running nominations and elections if applicable. Staff support is available upon request. Our new website and database enables us to accurately track TG Chairs and terms of office, so we will be following up with a request for this information. We will also provide information on requesting awards and certificates for the Annual Business Meetings.

Lastly, please be reminded of the following policy:

15.16 Council of Technical Group Elections and Ballots

15.16.1 A call for nominations for COTG chair-elect shall be distributed to the COTG by email or mail not less than 4 months prior to the annual COTG business meeting. Self-nominations and the names of other individuals who consent to nomination shall be returned to the COTG chair not later than 4 weeks from the posted date of the Call for Nominations. At least 2 individuals so nominated shall be required to hold an election. If more than 3 qualified individuals accept nominations, only the 3 most frequently nominated shall be included on the chair-elect ballot. Ties for the third position on the ballot shall be resolved by random selection. Election ties shall be resolved by a vote at the COTG business meeting.

15.16.2 Chair-elect ballots shall be distributed to the COTG not less than 2 months prior to the annual COTG business meeting. These ballots shall include nominee-supplied biographical sketches and, if desired by a nominee, a brief position statement. The time limit for return of election ballots shall not be less than 3 weeks from the posted date of ballot distribution. The chair-elect shall be elected by a simple majority of the COTG members casting ballots.

Please let me know if you have any questions or need assistance with anything.

Kind regards,

Jessica