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<div class=Section1>
<p class=MsoNormal align=center style='text-align:center;mso-layout-grid-align:
none;text-autospace:none'><span style='font-size:12.0pt'><b>AAS SFM
Subcommittee to Examine CD Proceedings<o:p></o:p></b></span></p>
<p class=MsoNormal style='text-align:justify;mso-layout-grid-align:none;
text-autospace:none'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal style='text-align:justify;mso-layout-grid-align:none;
text-autospace:none'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal align=center style='text-align:center'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal><span style='font-size:11.0pt'><b>PURPOSE</b></span><span
style='font-size:11.0pt'><o:p></o:p></span></p>
<p class=MsoNormal style='tab-stops:.25in'><span style='mso-tab-count:1'> </span>The
purpose of this committee is to make recommendations to the AAS Space Flight
Mechanics TC regarding production of conference CD proceedings.</p>
<p class=MsoNormal style='tab-stops:.25in'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal style='tab-stops:.25in'><span style='font-size:11.0pt'><b>BACKGROUND</b></span><span
style='font-size:11.0pt'><o:p></o:p></span></p>
<p class=MsoNormal style='tab-stops:.25in'><span style='mso-tab-count:1'> </span>The
AAS/AIAA Space Flight Mechanics and Astrodynamics Specialist conference
proceedings have been produced in a book format by Univelt, Inc., as part of
the Advances in the Astronautical Sciences series since the 1960s.<span
style="mso-spacerun: yes"> </span>Beginning with the 2003 Space Flight
Mechanics proceedings, a CD-ROM has been issued along with the hardcover
proceedings.<span style="mso-spacerun: yes"> </span>The CD is an official
publication, meeting ISBN standards, and has been produced through laborious
efforts by Mark Pittelkau and the conference technical chairs.<span
style="mso-spacerun: yes"> </span>Purchase of the conference proceedings
is not part of the conference registration fee, though conference attendees
(during the conference) and authors receive a discount off the regular listed
price, courtesy of Univelt.<span style="mso-spacerun: yes"> </span>Since
the number of papers at the conferences has been increasing, the proceedings
are likewise increasing in the number of volumes as well as the price.<span
style="mso-spacerun: yes"> </span>The proceedings are issued 9-12 months
after the conclusion of the conferences.</p>
<p class=MsoNormal style='tab-stops:.25in'><span style='mso-tab-count:1'> </span>We
proceed on the assumption that the SFM TC would like to have proceedings issued
in a shorter time preferably without significantly increasing the burden on the
individuals, who are volunteers, involved in the production of the CD.</p>
<p class=MsoNormal style='tab-stops:.25in'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal style='tab-stops:.25in'><span style='font-size:11.0pt'><b>SUBCOMMITTEE
MEMBERS<o:p></o:p></b></span></p>
<p class=MsoNormal style='tab-stops:.25in'>Kim Luu, Chair</p>
<p class=MsoNormal style='tab-stops:.25in'>Terry Alfriend</p>
<p class=MsoNormal style='tab-stops:.25in'>Shannon Coffey</p>
<p class=MsoNormal style='tab-stops:.25in'>Mark Pittelkau</p>
<p class=MsoNormal style='tab-stops:.25in'>Steve Crumpton</p>
<p class=MsoNormal style='tab-stops:.25in'>Ron Proulx</p>
<p class=MsoNormal style='tab-stops:.25in'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal style='tab-stops:.25in'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal style='tab-stops:.25in'><span style='font-size:11.0pt'><b>ISSUES
AND DISCUSSION<o:p></o:p></b></span></p>
<p class=MsoNormal style='tab-stops:.25in'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<h3>Official CD Proceedings</h3>
<p class=MsoNormal style='tab-stops:.25in;mso-layout-grid-align:none;
text-autospace:none'><span style='font-size:11.0pt'><b><span style='mso-tab-count:
1'> </span></b></span>The SFM TC must
decide whether to continue issuing official CD proceedings, and if so, support
the changes necessary to produce the proceedings in a timely manner and
preferably without placing more responsibilities on conference chairs and other
volunteers.</p>
<p class=MsoNormal style='mso-layout-grid-align:none;text-autospace:none'><b>Issues<o:p></o:p></b></p>
<p class=MsoNormal style='margin-left:.25in;text-indent:-.25in;mso-list:l17 level1 lfo3;
tab-stops:list .25in;mso-layout-grid-align:none;text-autospace:none'><![if !supportLists]>1.<span
style='font:7.0pt "Times New Roman"'> </span><![endif]>Why
should we have official proceedings on CD?</p>
<p class=MsoNormal style='text-indent:.25in;mso-layout-grid-align:none;
text-autospace:none'>Many indicators point toward paperless meetings.<span
style="mso-spacerun: yes"> </span>Demand for bound proceedings is
decreasing as space becomes an issue in libraries and offices.<span
style="mso-spacerun: yes"> </span>The AAS predicts that they will go
electronic in the near future, and the AIAA has already decided to go to
paperless meetings starting Jan 2006.<span style="mso-spacerun: yes">
</span>Many attendees expressed a preference for CD proceedings in our survey
taken at the Big Sky conference (2003).</p>
<p class=MsoNormal style='text-indent:.25in;mso-layout-grid-align:none;
text-autospace:none'>With the elimination of bound proceedings, electronic
alternatives are online proceedings and CD proceedings.<span
style="mso-spacerun: yes"> </span>Online proceedings will entail further
development of our web-based conference administration software to include
mechanisms for restricted access to those entitled to download proceedings or
per paper, for acceptance of payment to access these services, and for disk
storage space as papers accumulate.<span style="mso-spacerun: yes">
</span>The alternative is CD proceedings, which are already being produced;
however, we would like to have them distributed in a more timely manner.</p>
<p class=MsoNormal style='margin-left:.25in;text-indent:-.25in;mso-list:l17 level1 lfo3;
tab-stops:list .25in;mso-layout-grid-align:none;text-autospace:none'><![if !supportLists]>2.<span
style='font:7.0pt "Times New Roman"'> </span><![endif]>Should
we set a firm deadline for submissions to the CD proceedings?</p>
<p class=MsoNormal style='text-indent:.25in;tab-stops:.25in;mso-layout-grid-align:
none;text-autospace:none'>One of the major drivers in the time to produce CD
proceedings is getting the electronic files from authors.<span
style="mso-spacerun: yes"> </span>We recommend requiring electronic files
from authors as part of the �No Paper/No Podium� rule, setting a firm deadline
for final changes, e.g., four weeks after the conclusion of the conference, and
producing the CD with the papers we have.<span style="mso-spacerun: yes">
</span>If the bound proceedings are discontinued, authors will realize that
they have to make this deadline or be omitted from the official proceedings.</p>
<p class=MsoNormal style='margin-left:0in;text-indent:0in;mso-list:l17 level1 lfo3;
tab-stops:list 0in left .25in;mso-layout-grid-align:none;text-autospace:none'><![if !supportLists]>3.<span
style='font:7.0pt "Times New Roman"'> </span><![endif]>Should
the deadline for submissions to the CD proceedings be applied to the bound
proceedings as well?</p>
<p class=MsoNormal style='text-indent:.25in;tab-stops:.25in;mso-layout-grid-align:
none;text-autospace:none'>If we use a different deadline for the bound
proceedings, we will have different versions of the �official� proceedings due
to paper revisions and submission.<span style="mso-spacerun: yes">
</span>We should have one deadline to avoid confusion in referencing papers.</p>
<p class=MsoNormal style='margin-left:.25in;text-indent:-.25in;mso-list:l17 level1 lfo3;
tab-stops:list .25in;mso-layout-grid-align:none;text-autospace:none'><![if !supportLists]>4.<span
style='font:7.0pt "Times New Roman"'> </span><![endif]>Should
we reject papers exceeding the 20-page limit and those not meeting our
formatting standards?</p>
<p class=MsoNormal style='text-indent:.25in;tab-stops:.25in;mso-layout-grid-align:
none;text-autospace:none'>Another significant hurdle to producing timely CD
proceedings is getting the papers to comply with our formatting standards and
page limit.<span style="mso-spacerun: yes"> </span>Though our issued
formatting guidance and page limit were formulated to be appropriate for the
bound proceedings, it would be unnecessarily confusing to issue different
standards and page limit for the CD proceedings.<span style="mso-spacerun:
yes"> </span>The conference technical chairs have final authority over
decisions impacting the technical content of their conference, and they should
make the call whether to include or exclude individual papers that deviate from
our standards.<span style="mso-spacerun: yes"> </span>To accomplish the
formatting review in a timely manner, session chairs can be tasked to take a
larger responsibility in managing their sessions before, during, and after the
conference.</p>
<p class=MsoNormal style='text-align:justify;text-indent:.25in;tab-stops:.25in;
mso-layout-grid-align:none;text-autospace:none'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal style='text-align:justify;text-indent:.25in;tab-stops:.25in;
mso-layout-grid-align:none;text-autospace:none'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal style='mso-layout-grid-align:none;text-autospace:none'><b>Univelt
Offer to Issue Official and Unofficial CD Proceedings<o:p></o:p></b></p>
<p class=MsoNormal style='tab-stops:.25in;mso-layout-grid-align:none;
text-autospace:none'><span style='font-size:11.0pt'><b><span style='mso-tab-count:
1'> </span></b></span>Univelt has
offered to issue unofficial CD proceedings approximately 2 weeks after the
submission deadline for $60 per CD which must be included in the registration
fee. <span style="mso-spacerun: yes"> </span>Official CD and bound
proceedings will continue to be optional.</p>
<p class=MsoNormal style='text-align:justify;mso-layout-grid-align:none;
text-autospace:none'><b>Issues<o:p></o:p></b></p>
<ol style='margin-top:0in' start=1 type=1>
<li class=MsoNormal style='mso-list:l4 level1 lfo18;tab-stops:list .5in;
mso-layout-grid-align:none;text-autospace:none'>Is $60 per CD an
appropriate amount?</li>
</ol>
<p class=MsoNormal style='text-indent:.25in;mso-layout-grid-align:none;
text-autospace:none'>The AIAA includes online proceedings in their registration
fee and charges an optional $30 for the official CD proceedings, available 2
months after the conference.<span style="mso-spacerun: yes"> </span>The
AAS Guidance and Control conference is charged $30 per CD by Univelt, but there
is usually only about 30 papers per conference.<span style="mso-spacerun:
yes"> </span>Univelt states that the fee for the unofficial CD would help
subsidize production of the official proceedings.<span style="mso-spacerun:
yes"> </span>AAS (Jim Kirkpatrick)<span style="mso-spacerun: yes">
</span>recommends accepting this offer.<span style="mso-spacerun: yes">
</span>The average attendee does not purchase $60 worth of pre-prints so this
offer is not advantageous for the majority of our attendees.</p>
<ol style='margin-top:0in' start=2 type=1>
<li class=MsoNormal style='mso-list:l4 level1 lfo18;tab-stops:list .5in;
mso-layout-grid-align:none;text-autospace:none'>Can we consider other
publishers?</li>
</ol>
<p class=MsoNormal style='text-indent:.25in;tab-stops:.25in;mso-layout-grid-align:
none;text-autospace:none'>Profitable companies need to have their operating
expenses covered by their customers.<span style="mso-spacerun: yes">
</span>The primary disadvantage in doing business with Univelt is that Univelt
has a limited customer base so operating expenses are shouldered by fewer entities.<span
style="mso-spacerun: yes"> </span>The AAS has an interest in supporting
Univelt, which publishes 3 series for the AAS.<span style="mso-spacerun:
yes"> </span>Since Univelt is the official publisher for the AAS, we
cannot independently solicit for an alternate publisher.</p>
<p class=MsoNormal style='margin-left:.5in;text-indent:-.25in;mso-list:l4 level1 lfo18;
tab-stops:.25in list .5in;mso-layout-grid-align:none;text-autospace:none'><![if !supportLists]>3.<span
style='font:7.0pt "Times New Roman"'> </span><![endif]>Should
we require all attendees to purchase the CD proceedings by including it in
registration?</p>
<p class=MsoBodyText2 align=left style='text-align:left'><span
style='mso-tab-count:1'> </span>The
survey taken at Big Sky indicated that roughly one third of the respondents
would like to have proceedings included in the registration fee.<span
style="mso-spacerun: yes"> </span>This is a toss-up decision; it will be
popular for some and decried by others.<span style="mso-spacerun: yes">
</span>We recommend that official CD proceedings should be the product provided
if a mandatory fee is instituted.</p>
<p class=MsoNormal style='text-align:justify;text-indent:.25in;tab-stops:.25in;
mso-layout-grid-align:none;text-autospace:none'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal style='tab-stops:.25in'><![if !supportEmptyParas]> <![endif]><o:p></o:p></p>
<p class=MsoNormal style='mso-layout-grid-align:none;text-autospace:none'><b>Alternate
Offer for Unofficial CD Proceedings<o:p></o:p></b></p>
<p class=MsoNormal style='tab-stops:.25in;mso-layout-grid-align:none;
text-autospace:none'><span style='font-size:11.0pt'><b><span style='mso-tab-count:
1'> </span></b></span>The quickest
way to issue proceedings is to produce a �bare-bones� CD: no Table of Contents,
no links, less strict formatting requirements, strict deadlines for inclusion,
and all papers in PDF format.<span style="mso-spacerun: yes">
</span>Analytical Graphics, Inc., (POC: Dave Vallado) has offered to produce
these CDs to be sent to all conference attendees approximately 1.5 � 2 months
after the conference, free of charge.</p>
<p class=MsoNormal style='text-align:justify;mso-layout-grid-align:none;
text-autospace:none'><b>Issues<o:p></o:p></b></p>
<ol style='margin-top:0in' start=1 type=1>
<li class=MsoNormal style='mso-list:l1 level1 lfo19;tab-stops:list .5in;
mso-layout-grid-align:none;text-autospace:none'>Is this legal?</li>
</ol>
<p class=MsoNormal style='text-indent:.25in;mso-layout-grid-align:none;
text-autospace:none'>The Publication Agreement between AAS and Univelt (Jan
1993) says</p>
<p class=MsoNormal style='text-indent:.25in;mso-layout-grid-align:none;
text-autospace:none'>�Univelt shall have the right of first refusal on the
publication of all AAS proceedings and books, with the exception of
administrative publications and publications such as AAS' directory, Journal
and Space Times. However, AAS retains the right to make available to
conference attendees prior to, during and immediately following any AAS
sponsored event, materials prepared by AAS, AAS conference speakers or AAS conference
reports such as charts, summaries, abstracts, pre-prints, slides, overheads and
handouts.�</p>
<p class=MsoNormal style='text-indent:.25in;mso-layout-grid-align:none;
text-autospace:none'>CDs are not explicitly addressed.<span
style="mso-spacerun: yes"> </span>It is our opinion, with concurrence
from AAS (Jim Kirkpatrick), that the SFM TC has the right to authorize the
production of the unofficial CD.</p>
<ol style='margin-top:0in' start=2 type=1>
<li class=MsoNormal style='mso-list:l1 level1 lfo19;tab-stops:list .5in;
mso-layout-grid-align:none;text-autospace:none'>How will this affect sales
of the official proceedings and correspondingly, Univelt?</li>
</ol>
<p class=MsoNormal style='text-indent:.25in;tab-stops:.25in;mso-layout-grid-align:
none;text-autospace:none'>It is reasonable to expect sales of the official
proceedings to decrease if unofficial CD proceedings are issued.<span
style="mso-spacerun: yes"> </span>To get an idea of the income loss to
Univelt, let�s examine numbers from the 2004 Space Flight Mechanics
conference.<span style="mso-spacerun: yes"> </span>34 sets of proceedings
were sold at $280 per set.<span style="mso-spacerun: yes"> </span>If we
assume that no proceedings were sold at the conference (an assumption in
Univelt�s favor) and that an unofficial CD would not impact proceedings sales
after the conference (an assumption in our favor), then Univelt would lose
$9520 in sales.</p>
<p class=MsoNormal style='text-indent:.25in;tab-stops:.25in;mso-layout-grid-align:
none;text-autospace:none'>We do not have insight into Univelt�s sales profile,
but this seems likely to be a significant but not nail-in-the-coffin loss of
income for Univelt.</p>
<p class=MsoNormal style='margin-left:.5in;text-indent:-.25in;mso-list:l1 level1 lfo19;
tab-stops:.25in list .5in;mso-layout-grid-align:none;text-autospace:none'><![if !supportLists]>3.<span
style='font:7.0pt "Times New Roman"'> </span><![endif]>Can
we get the CDs made and distributed during the conference?</p>
<p class=MsoBodyText2 align=left style='text-align:left'><span
style='mso-tab-count:1'> </span>Without
changing our current policy of allowing authors up to the time of their session
to complete or release their papers, it would be difficult to get the necessary
lead time.<span style="mso-spacerun: yes"> </span>An additional
consideration is that this will introduce yet another responsibility for the
conference technical chairs during the conference.<span style="mso-spacerun:
yes"> </span>With our current policy, we recommend distributing the CDs
after the conclusion of the conferences.</p>
<p class=MsoBodyText2 align=left style='margin-left:.5in;text-align:left;
text-indent:-.25in;mso-list:l1 level1 lfo19;tab-stops:.25in list .5in'><![if !supportLists]>4.<span
style='font:7.0pt "Times New Roman"'> </span><![endif]>Should
we enforce formatting standards?</p>
<p class=MsoBodyText2 align=left style='text-align:left'><span
style='mso-tab-count:1'> </span>The
conference technical chairs have final authority over decisions impacting the
technical content of their conference, but we suggest that formatting standards
should be applied for the official CD proceedings and not to the unofficial CD
to allow for the speedy production of the unofficial CD.<span
style="mso-spacerun: yes"> </span>The unofficial CD can be treated like
conference pre-prints, which frequently do not meet the formatting standards of
papers in the proceedings.</p>
<p class=MsoBodyText2 align=left style='margin-left:.5in;text-align:left;
text-indent:-.25in;mso-list:l1 level1 lfo19;tab-stops:.25in list .5in'><![if !supportLists]>5.<span
style='font:7.0pt "Times New Roman"'> </span><![endif]>Are
we giving AGI unfair advantage?</p>
<p class=MsoBodyText2 align=left style='text-align:left'><span
style='mso-tab-count:1'> </span>AGI
is making an advantageous offer from which many, if not most, of our attendees
would benefit.<span style="mso-spacerun: yes"> </span>Cooperation from
the SFM TC is necessary to make the papers available, but this is a low-level
effort once our web-based conference administration system is extended to
accept completed papers.<span style="mso-spacerun: yes"> </span>This
extension of the software is the appropriate direction to pursue for online
proceedings as well.<span style="mso-spacerun: yes"> </span>We should
make it clear that other organizations are encouraged to contribute as well
(e.g., producing these unofficial CDs in subsequent years, sponsoring program
printing costs, etc.), and perhaps attendees should be allowed to indicate on
their registration form whether they would like to receive the CD.</p>
<p class=MsoNormal style='text-align:justify;tab-stops:.25in;mso-layout-grid-align:
none;text-autospace:none'><b><![if !supportEmptyParas]> <![endif]><o:p></o:p></b></p>
<h2>RECOMMENDATIONS</h2>
<p class=MsoNormal style='tab-stops:.25in;mso-layout-grid-align:none;
text-autospace:none'><b><span style='mso-tab-count:1'> </span></b><span
style='font-weight:normal'>This subcommittee recommends that we move to provide
official CD proceedings to all registered attendees.<span style="mso-spacerun:
yes"> </span>The Univelt offer has been modified through discussions with
Terry Alfriend, Ron Proulx, and Jim Kirkpatrick.<span style="mso-spacerun:
yes"> </span>They are now offering to provide official CD proceedings to
all attendees for $40 per person, with this fee to be included in the
conference registration fee.<span style="mso-spacerun: yes">
</span>Furthermore, through discussions with Shannon Coffey, we are ready to
accept complete papers with little modification to our current abstract
administration website.<span style="mso-spacerun: yes"> </span>Pre-prints
will be replaced by online access to uploaded papers.<span style="mso-spacerun:
yes"> </span>Access is granted with paid registration.<span
style="mso-spacerun: yes"> </span>The �No Paper/No Podium� rule will be
modified to require authors to upload their paper before they can present.<span
style="mso-spacerun: yes"> </span>The online papers are considered pre-prints
until the official proceedings submission deadline, e.g., 4 weeks after the
conference.<span style="mso-spacerun: yes"> </span>Session chairs will
communicate with authors to work through formatting issues.<span
style="mso-spacerun: yes"> </span>Unacceptable papers will be rejected at
the official proceedings submission deadline.<span style="mso-spacerun:
yes"> </span>The online papers will be available to attendees until the
official CD proceedings are produced and issued, approximately 2 months after
the conference.<span style="mso-spacerun: yes"> </span>Official CD
proceedings will be sent to all registered attendees with the cost built into
the conference fee.<span style="mso-spacerun: yes"> </span>After the
official CD proceedings are issued, access to online papers is
discontinued.<span style="mso-spacerun: yes"> </span>Bound proceedings
will continue to be produced and offered until Univelt decides to discontinue
without significant impact to us or AAS.</span></p>
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