AASHTO Policy Manual

The Operating Policy Manual establishes policy for the conduct of the affairs of AASHTO by the Association's members, committees, and those in its employ. It is intended to be consistent with the Association's articles of incorporation, by-laws, and policies established by the Board of Directors, and is subject to review and revision when necessary to meet the needs of the Association.

Excerpts from the AASHTO Operating Policy Manual...

Table of Contents

SECTION 1 - PURPOSE

1.1 STATEMENT OF PURPOSE
This Operating Policy Manual establishes policy for the conduct of the affairs of AASHTO by the Association's members, committees, and those in its employ. It is intended to be consistent with the Association's articles of incorporation and by-laws and policy established by the Board of Directors, and is subject to review and revision when necessary to meet the needs of the Association.

SECTION 3 - COMMITTEES

3.2 PROCEDURES AND GUIDELINES ON COMMITTEE OPERATIONS

(A) GENERAL
The committees within AASHTO are of the following categories:

1. Board of Directors - The Board of Directors is the governing body and the policy-making body of the Association, and shall be concerned with such matters as official positions on legislative proposals and the development of official policy statements. The specific procedures, powers, and duties of the Board of Directors are set forth in Article V of the By-Laws.

2. Executive Committee - The Executive Committee is concerned with the administration of the Association. Its membership and powers are described in Article VI of the By-Laws.

3. Standing Committees - The Standing Committees are the principal committees of the Association. Technical and other policies of the Association are prepared by the appropriate standing committee or subcommittee thereof and submitted to the Board of Directors for consideration. The currently authorized standing committees, his/her respective charge, terms and nature of memberships, and other details are described in Section II of the Board of Directors Policy Manual.

Where a Standing Committee on which all Member Departments are entitled to a seat proposes adoption of a technical engineering policy, standard, guide, or similarly classified document, final official balloting on behalf of the Association is delegated to that Standing Committee, with a two-thirds favorable vote of all Member Departments, exclusive of the U.S. Department of Transportation, being required for approval, subject to the right of any three members of the Board of Directors to request that the final official balloting be conducted by the Board of Directors. (Article V of the Corporate By-Laws.)

For those Standing Committees which do not have representation from all Member Departments, adoption of a technical engineering policy, standard, guide, or similarly classified document shall first require a two-thirds favorable vote thereon by the membership of such a Standing Committee, after which the document shall be submitted to the Board of Directors for final action, where a two-thirds favorable vote of all Member Departments, exclusive of the U.S. Department of Transportation, is required for approval.

4. Subcommittees, Task Forces, and other Committees - Subcommittees are permanent subdivisions of one of the Standing Committees charged with a specific field or topic within the Standing Committee's purview. Task Forces may be either permanent or annually recurring units within one of the Standing Committees, or they may be brief "ad hoc" groups constituted temporarily by a "parent" committee for a specific task or activity. Other committees are usually annually recurring groups of limited duration for a specific purpose, such as the awards committees. There are also continuing committees, as prescribed in Section 3.1.

5. Joint Committees - With the prior approval of the Board of Directors, AASHTO may from time to time constitute joint committees with one or more other associations or societies. These are fundamentally for the purpose of discussing or examining issues or topics of mutual concern to the constituting organizations, and a list of approved Association joint committees is set forth in the Board of Directors Policy Manual. The Board of Directors may also from time to time create joint task forces with one or more other Associations or societies, and abolish existing joint committees and task forces.

Every joint committee or task force shall operate within and under such charge and guidelines as shall be established for it by the Board of Directors. In addition, the following procedures and guidelines shall generally apply to all joint committees and task forces:

  1. No resolution or statement expressing a policy on legislation or similar public issues shall be endorsed or published by or in the name of a joint committee or task force unless it has first been approved by AASHTO, in the manner required by AASHTO for such resolutions or statements.
  2. Each joint committee and task force shall have a charge and procedures for its operation, which shall be approved by the Board of Directors.
  3. Each joint committee or task force shall regularly forward a written report on its activities to the Executive Director, and to the committee to which it is assigned in the Board of Directors Policy Manual, which shall regularly report to the Board of Directors on the activities of such joint committee or task force.

The attention of each joint committee or task force is also directed to Administrative Resolution AR-7-86, titled AASHTO Participation in Joint Committees, regarding the drafting and consideration of proposed joint resolutions. It provides as follows: When AASHTO participates with other organizations in joint committees or task forces, AASHTO representative on the joint committee should be cautioned to abstain from participating in the drafting or consideration of proposed joint resolutions which may be in the interest of AASHTO, but which may also be in the financial interest of the other members of the joint committee. If the AASHTO members of the joint committee believe the subject of the proposed resolution warrants consideration by AASHTO, they should propose, instead of a joint resolution, that the governing bodies of each of the organizations participating in the joint committee give consideration to separate resolutions on the issue.

(B) GUIDELINES FOR OPERATION OF STANDING COMMITTEES
1. Policy - Standing committees are urged to develop policy initiatives for recommendation to the Board of Directors. In addition, they are urged to annually review the National Transportation Policy of the Association and recommend changes, deletions, and additions to the Standing Committee on Planning. The Standing Committee on Planning is requested to annually update the policy for consideration by the Board of Directors at the annual conference.

2. Membership - Membership on each of the standing committees is outlined in Section II of the Board of Directors Policy Manual.

3. Operational By-Laws for Standing Committees - Standing committees may, if they choose, adopt by-laws for the operation of the committee. These By-Laws must be approved by the AASHTO Executive Committee.

4. Officers of Committees - Each committee shall have officers of Chairperson, Vice Chairperson and Secretary. These officers will be appointed by the President of the Association, with the concurrence of the Executive Committee. The President will consider any input for officers from the membership of the standing committee.

5. Staff Resources - All staff persons of the Association shall be directly under the direction and supervision of the Executive Director. He or she shall attempt to adequately staff all committees consistent with the resources available. Any staff deficiencies should be reported by the standing committee Chairperson to the Executive Director and to the President of the Association.

6. Meeting Structure - Standing committees will organize their own meeting structures. Meeting structures should be submitted to the Executive Director when time permits. Dates of meetings are subject to review and approval of the Executive Director, to prevent meeting conflict.

(C) GUIDELINES FOR ALL COMMITTEES
The following guidelines apply to all of the types of committees within AASHTO with the exception of the Board of Directors and the Executive Committee. The term "committee," below, shall be taken to mean any standing committee, subcommittee, task force, or other committee of AASHTO.

General Information

1. Reports to the Executive Director - The Executive Director is an ex officio member of all AASHTO committees, is responsible for coordinating their activities, and should receive copies of the committee correspondence to be kept advised of the operations and activities. All AASHTO committees must report to the Board of Directors in the manner designated, and copies of all reports shall be provided to the Executive Director.

2. Stationery and Postage - The Association furnishes official AASHTO stationery to Chairpersons and Secretaries, and will supply postage. The members may either request postage or bill the Association for reimbursement. As requested, the executive office in Washington will mail committee correspondence.

3. Development of Manuscripts - The AASHTO Reference Book contains a list of responsibilities for each major committee. Every committee is encouraged to develop publication manuscripts for printing and distribution. The types of AASHTO publications are described in a subsequent section.

Meetings

4. Selection of Meeting Dates and Sites - Dates of committee meetings or sessions, other than those of the annual conference, must be cleared with the Executive Director, who is charged with approving the location of meetings to minimize conflicts and keep down costs and travel time.

5. Meeting Agendas - Meetings, except those for top managers, should not be scheduled over weekends nor include holidays - state or federal - where this can be avoided. Meetings should be scheduled at least two years in advance, where this is practical and feasible, to provide adequate notice and afford those whose responsibility it is to have greater negotiating time in dealing with hotels. Of importance in selecting a meeting site is its proximity to a hub airport having good connections with local airports, and the projected cost of airfare should be within reason, as should the planned total cost of the meeting.

6. Selection of Meeting Hotel - In arranging meetings, efforts should be made to obtain the meeting room(s) without charge. If a room charge cannot be avoided, it should be recovered through a registration charge to attendees unless an exception has been granted by the Executive Director in advance. All facilities selected should be in compliance with the Americans With Disabilities Act.

7. Meeting Expenses - A registration fee should be collected if funds are needed for other committee meeting expenses, such as food, coffee, etc., since the AASHTO budget does not cover such items.

8. Round Robin Meetings - The Association has authorized certain committees to conduct each year up to four regional meetings with similar agendas in order to reach more transportation personnel.

The Association will pay the travel and living expenses for the Chairperson and committee Secretary attending these regional meetings, except when the meeting is held in the individuals' home regions. For reimbursement, a copy of the expense account and travel tickets should be sent to the Executive Director, with an indication whether the check is to be made payable to the individual or to that person's Member Department.

Organization and Operations

9. Conduct of Polls and Questionnaires - Each committee shall coordinate the conduct of any poll or questionnaire of the AASHTO Member Departments with the Executive Director in writing. In doing this, a written description of the poll or questionnaire should be provided to the Executive Director and sufficient time allowed for a written reply. This is to avoid duplication, control the number of such efforts, and monitor the type of information collected. The results of any poll or questionnaire should be reported to the Executive Director in a timely manner.

10. Materials & Bridge Interim Specifications - The Association authorizes the Materials and Bridge Subcommittees to develop and publish tentative or interim specifications, which are considered the official AASHTO voluntary policy or standard until a new edition of the regular Materials or Bridge publication is issued. These voluntary specifications must be reviewed by the Chairperson of the Standing Committee on Highways and the Executive Director. A new edition of voluntary standard specifications approved and published by either the Subcommittee on Materials or the Subcommittee on Bridges and Structures will automatically rescind all previously published voluntary interim and tentative specifications.

11. Committee By-Laws - For committees not having their own approved by-laws, all official balloting involving the development of voluntary policies, specifications, or manual requires a two-thirds majority vote of the committee membership for approval. On the committees represented by all Member Departments, each of the Member Departments has one vote. For the committees not represented by all Member Departments because the members are named by the President, each member of the committee has one vote. This would include such committees as the Standing Committee on Research, the Standing Committee on Highway Traffic Safety, and the Standing Committee on Aviation.

12. Committee Membership - Except for the committees listed in this paragraph, all Member Departments may nominate up to two persons to serve on each AASHTO committee, although only one vote per Member Department may be cast on voting matters. However, upon the request of a committee having members from all Member Departments, the President can permit up to three members from each Member Department if the President and the Executive Director deem it in the best interests of the Association, although only one vote per Member Department may be cast on voting matters. Members named to the following committees are selected for their individual contribution and do not necessarily represent their own Member Departments: The Standing Committee on Aviation, the Standing Committee on Water Transportation, the AASHTO delegation to the National Committee on Uniform Traffic Control Devices, and the Standing Committee on Research. If a member of the committees cannot attend a meeting of that committee, a substitute from the same Member Department may do so provided the President or Executive Director specifically approves this procedure in advance; any such substitute should be of a rank appropriate to that of the other committee members, and be able to fully represent the person who is unable to attend the meeting.

13. Required Attendance at Committee Meetings - With respect to the committees named in 3.2(C)12, attendance by all members at scheduled meetings is especially important to the necessary work of these committees. Acceptance of membership on one of these committees implies recognition of the value of its work and a willingness to make every effort to attend its scheduled meetings. Failure to attend three consecutive meetings, either in person or by an approved substitute, will be construed as an indication of inability or unwillingness to participate in the work of the committee and may become the basis for replacement on the committee.

14. Joint Committee Recommendations to AASHTO - All recommendations by AASHTO joint committees, such as the AASHTO-AGC-ARTBA Joint Committee, must be considered by the Executive Director and the committee to which it reports, as designated in the Board of Directors Policy Manual. These joint committees cannot obligate or commit AASHTO to any official action.

15. Committee Reporting Procedure and Special Assignments - All subcommittees will report through the chairperson of their respective standing committees to the Executive Director. These subcommittees will accept special assignments beyond their regular duties described in Section II of the Board of Directors Policy Manual.

16. Joint Committee Meetings - Any AASHTO committee wishing to meet jointly with another AASHTO committee to discuss matters of mutual interest to both should coordinate such a joint meeting through the Executive Director, and the Executive Director is to be advised of the meeting date and its results.

17. Joint Meetings with other Associations or Groups - AASHTO committees wishing to meet jointly with other associations or groups should obtain advance approval from the President, or Executive Director.

18. Preparation of Manuscripts to Avoid Conflicts or Duplications - Any manuscripts developed for publication by any committee should go through the appropriate standing committee and the Executive Director for review to avoid possible conflicts or duplications in AASHTO publications.

19. Reports at Annual Conference - At the Board of Directors meeting held during the AASHTO annual conference, each major AASHTO committee is expected to report on its past year's activities as well as indicate any plans for the coming year, including the printing of manuscripts. The committees must submit their plans for manuscripts at this time to allow the Executive Director time to plan production schedules and make appropriate budget recommendations to cover the printing program.

20. Publications Designation - When a manuscript is submitted to the Executive Director, the contributing committee is expected to recommend the type of publication. The committee may recommend the manuscript printed as follows:

  1. A Committee Report - As a committee report, copies of the publication are distributed only to the interested committee and the chief executive officers of the Member Departments. The report also is placed in the AASHTO files. The publication may be offered for sale or outside distribution at the discretion of the Executive Director. The adoption of a committee report requires a two-thirds favorable vote of the full membership of the committee.
  2. An AASHTO Guide or Guide Manual, or Guide Specifications - As a Guide, the manuscript will be printed and distributed by the authority of the Board of Directors, obtained by a mail ballot of all Member Departments.

    Where the adoption of the Guide, Guide Manual, or Guide Specification is proposed by a Standing Committee on which all Member Departments are entitled to a seat, final official balloting on behalf of the Association is delegated to that Standing Committee, with a two-thirds favorable vote of all Member Departments, exclusive of the U.S. Department of Transportation, being required for approval, subject to the right of any three members of the Board of Directors to request that the final official balloting be conducted by the Board of Directors. (Article V of the Corporate By-Laws.)

    For those Standing Committees which do not have representation from all Member Departments, where adoption of a Guide, Guide Manual, or Guide Specification is proposed, the document shall first require a two-thirds favorable vote thereon by the membership of such a Standing Committee, after which the document shall be submitted to the Board of Directors for final action, where a two-thirds favorable vote of all Member Departments, exclusive of the U.S. Department of Transportation, is required for approval.

  3. An AASHTO Technical Report - An AASHTO Technical Report will be printed and distributed by the authority of the Board of Directors, obtained by a mail ballot of the Member Departments. The subject matter of a Technical Report shall be similar in character to a Guide or Guide Manual, or Guide Specification. The originating committee may recommend publication as Technical Report when there are specific circumstances that mitigate against publication as a Guide or Guide Manual, or Guide Specification, which circumstances and any special user instructions shall be described in the printed Technical Report. When the Executive Director determines that a Technical Report will not receive sufficient general distribution to recover the normal costs of printing and distribution associated with AASHTO publications, including the gratis copy distribution requirements of Section 4(4.5), the Executive Director is authorized to develop a specific printing and distribution plan for the Technical Report.

    Where the adoption of a Technical Report is proposed by a Standing Committee on which all Member Departments are entitled to a seat, final official balloting on behalf of the Association is delegated to that Standing Committee, with a two-thirds favorable vote of all Member Departments, exclusive of the U.S. Department of Transportation, being required for approval, subject to the right of any three members of the Board of Directors to request that the final official balloting be conducted by the Board of Directors. (Article V of the Corporate By-Laws.)

    Where the adoption of a Technical Report is proposed by a Standing Committee which does not have representation from all Member Departments, the Report shall first require a two-thirds favorable vote thereon by the membership of such a Standing Committee, after which the document shall be submitted to the Board of Directors for final action, where a two-thirds favorable vote of all Member Departments, exclusive of the U.S. Department of Transportation, is required for approval.

  4. An AASHTO Voluntary Technical Policy or Standard - This is the most important of the AASHTO publications. It must be approved by at least a two-thirds majority vote of the Board of Directors in a mail ballot. It is then printed and distributed as an AASHTO Official Policy or Standard. In some cases, it is submitted to the Secretary of Transportation and/or the appropriate Administrator for review.

    Where the adoption of a Voluntary Technical Policy or Standard is proposed by a Standing Committee on which all Member Departments are entitled to a seat, final official balloting on behalf of the Association is delegated to that Standing Committee, with a two-thirds favorable vote of all Member Departments, exclusive of the U.S. Department of Transportation, being required for approval, subject to the right of any three members of the Board of Directors to request that the final official balloting be conducted by the Board of Directors. (Article V of the Corporate By-Laws.)

    Where the adoption of a Voluntary Technical Policy or Standard is proposed by a Standing Committee which does not have representation from all Member Departments, the Policy or Standard shall first require a two-thirds favorable vote thereon by the membership of such a Standing Committee, after which the document shall be submitted to the Board of Directors for final action, where a two-thirds favorable vote of all Member Departments, exclusive of the U.S. Department of Transportation, is required for approval.

21. NCHRP - AASHTO committee chairpersons are encouraged to submit for consideration to the National Cooperative Highway Research Program any research problem statement that would be of interest or benefit to members of the committee.

22. Committee Finances - Most AASHTO committees hold a least one meeting each year other than at the AASHTO Annual Meeting. Typically, the holding of these meetings requires certain limited expenditures such as for room and equipment rental, group meal functions and receptions, refreshments, duplication charges, supplies, and the like. These are normally recovered through the assessment of a registration fee to all attendees of the meeting, since AASHTO's budget is not intended to accommodate such costs.

AASHTO Headquarters staff may be requested to receive such fees and pay such expenses, and when doing so, will provide an accounting of funds to the committee chairperson. Many committees prefer to handle these matters without the involvement of AASHTO staff, but under AASHTO auspices. In such a case the following procedures should be followed:

  1. A committee treasurer should be nominated from among the committee members by the committee's Chairperson and appointed by the AASHTO Executive Director. This informal office will have no fixed term and the incumbent may change annually or less frequently as called for by the wishes of the committee.
  2. A bank checking account should be established by the committee treasurer for the purpose of depositing registration fees from meeting attendees and from which payments for normal meeting expenses can be made. The bank account application should contain the signatures of the committee treasurer and the AASHTO Executive Director, either of which will be sufficient to validly sign a check. The address of the committee treasurer should be used for bank statements. Any federally-insured financial institution may be used for this purpose. The account in all cases will be in the name of AASHTO, Inc. and the AASHTO Federal Tax Identification Number will in all cases be used. All accounts of this kind will bear no interest.
  3. Each committee treasurer will be requested to prepare a brief annual report on the finances of the committee and submit it to the AASHTO Director of Finance and Administration. The report should contain a beginning balance, a summary of receipts and expenditures, and a final balance. The report should be for the year ending June 30 and should be sent to the Director of Finance and Administration prior to July 30 of each year. The report should be made on a form prepared and stocked by the AASHTO Director of Finance and Administration and a copy of all bank statements should be attached.
  4. In the case of a transfer of committee treasurer responsibilities from one committee member to another, a final financial report similar to the annual financial report described above should be prepared and submitted by the outgoing committee treasurer to the Director of Finance and Administration. Attached to that report should be a check in the amount of the final bank balance made out to AASHTO, Inc., which will in effect close the bank account. Once the successor committee treasurer has been named, a check in the amount of the balance will be forwarded to that person by AASHTO for deposit in a new bank account.

23. Commercial Exhibits - When a committee believes that it would be in the best interests of the Association and the Member Departments for AASHTO to sponsor or conduct a commercial exhibit in connection with a committee meeting or a meeting of which AASHTO is a co-sponsor, such a commercial exhibit may be sponsored or conducted after having first obtained permission from the President of the Association and the Executive Director, in conformance with the following rules:

  1. The commercial exhibit is to be conducted on a self-supporting, not-for-profit basis, and no income therefrom is to be utilized to underwrite the associated AASHTO meeting or meeting of which AASHTO is a co-sponsor.
  2. Funds collected from exhibitors are to be kept segregated from other AASHTO funds. If any net residual funds are generated by a commercial exhibit, the funds should either be returned to participating exhibitors on a pro rata basis or retained in a segregated account of the Association for use in a subsequent exhibition event involving at least substantially the same exhibitors. Any shortfall should be assessed to the participating exhibitors.
  3. The hours of operation of the commercial exhibit shall be set so as to not interfere with or detract from the regular business of the associated meeting.
  4. The arrangements for the commercial exhibit may include the providing of food and beverages in conjunction with an exhibitor reception or other events in the exhibit area, with the full costs thereof to be born by the exhibitors, and with such having been approved in advance by the AASHTO Executive Director. To obtain permission for such a commercial exhibit, the Chairperson of the sponsoring AASHTO committee, if it is an AASHTO meeting, or the principal sponsor of a co-sponsored meeting, shall write to the President and the Executive Director explaining the reasons such a commercial exhibit is in the best interest of AASHTO and its Member Departments, and providing the proposed plan for the exhibit. The Executive Director is authorized to enter into appropriate contractual arrangements for the conduct of approved commercial exhibits, in conformance to the rules stated above.

(D) CODE OF CONDUCT - CONFLICT OF INTEREST
A Code of Conduct has been developed and adopted by the Board of Directors specifically for the conduct of the annual conference and committee meetings, as follows:

THE AASHTO CODE OF CONDUCT - The following conflict of interest policy is adopted and shall be distributed to the entire membership. All affected groups are expected to comply. It is judged to be in the best interests of the Association, the transportation program, and the public, that AASHTO, as an annual meeting group, or any of its committees in official sessions, refrain from participating in any activities or accepting any entertainment or meals which could be construed as a conflict of interest, particularly when any of these activities involve any organization, interests, or individuals doing business with the Member Departments or are involved in promoting the use of any product in the transportation program. The above is not intended to govern an individual wishing to attend a hospitality room at the annual conference or a committee meeting, but is to prohibit one of the AASHTO committees, in an official meeting, or the entire convention group at an annual conference as part of the conference program, being entertained at a meal or social function by anyone or any group deriving business from the transportation program. Nor shall any financial support be accepted to support the annual conference or official committee meetings from people or organizations outside of AASHTO, except for payment of any scheduled registration fees and the like.

With respect to the operation of private industry receptions or hospitality events held in connection with the annual conference or official committee meetings, the following guidelines should be observed:

1. No private industry reception or hospitality event should be scheduled in conflict with annual conference or committee sessions or functions.

2. Persons and organizations outside of AASHTO planning to hold receptions and hospitality events on the day(s) of the annual conference or a committee meeting are encouraged to work with the AASHTO leadership of the event to avoid schedule conflicts. With respect to such events, the following guidelines shall be observed:

  1. AASHTO/the committee will not publish a list of such events, or make any public announcement with respect thereto as part of or during the conference or meeting. Nor will such events be posted on any official conference or meeting bulletin board.
  2. Invitations for AASHTO members to attend such events are to be privately issued by the person or organization, or distributed in a manner that avoids any implication of official sponsorship or sanction of the event by the Association.

(E) TERM OF OFFICE - COMMITTEE OFFICERS
1. Chairperson - The Chairperson is appointed to serve a full two-calendar-year term, which terminates at the end of the first Association annual conference after their term has lapsed. A Chairperson may be re-appointed to one additional two-year term.

2. Vice-Chairperson - The Vice-Chairperson is appointed to serve the same term as the Chairperson. A Vice-Chairperson may be re-appointed to serve an additional two-year term.

3. Secretary - A Secretarial appointment carries a term of office of three years. Secretaries may be re-appointed to subsequent terms an unlimited number of times.

3.3 ANTITRUST POLICY AND COMPLIANCE PROGRAM

(A) POLICY
It is the policy of the Association that federal and state antitrust laws are to be honored and followed in the conduct of the business and activities of the Association, and the following antitrust compliance program is established for this purpose. All individual members of the Association are urged to comply with the antitrust compliance program, and take care in the conduct of Association business to avoid antitrust violations and personal conflict of interest situations that could lead to antitrust litigation.

(B) COMPLIANCE PROGRAM
1. Each committee will periodically review its activities and determine the extent to which it is involved in "standards making" activity. For the purpose of this review, "standards making" is defined as any activity related to the publication of any specification, procedure, design or performance requirement, which if adopted could or may have an economic impact upon the manufacturing, distribution, or sale of a product or service.

2. When engaged in any standards making activities, all committees must follow procedures that provide the following:

  1. Reasonable notification to interested parties in the private sector of the fact that an Association committee is developing a new voluntary standard.
  2. Formal provisions for the receipt and consideration of the comments of these interested parties.
  3. Formalized procedures for considering and commenting upon dissenting views of private sector interested parties or the minority views of Association members.
  4. The keeping of accurate minutes of all Association proceedings involving voluntary standards development.

3. All requests for advisory opinions about the Association's voluntary standards shall be handled in accordance with the following:

  1. A response is to be prepared to the opinion request, following the normal practices of the committee, subcommittee, or task force.
  2. The draft response, with a copy of the opinion request attached, is then to be forwarded to the chairperson of the committee, subcommittee, or task force. The chairperson will review the draft response, and upon approval will forward it to the Executive Director, together with a copy of the opinion request.
  3. The Association's staff will record each opinion request and reply in the Association's permanent records, and will then forward the response.
  4. All responses will be prepared on AASHTO stationery, and will carry the signature of the appropriate committee, subcommittee, or task force chairperson, together with a notation as to who actually drafted the response.
  5. No committee, subcommittee, or task force member is authorized to directly respond on behalf of AASHTO to a request for an advisory opinion relating to any AASHTO standard, and AASHTO stationery is never to be used for this purpose; rather, all opinion requests involving an AASHTO standard are to be handled in accordance with the procedures just described.

4. The policy of the Association is to act with fairness and impartiality with response to establishing and administering voluntary standards, and to provide an opportunity for anyone affected to be heard. The Executive Director is charged with receiving complaints with respect to the propriety of the Association's voluntary standards and the procedures leading to their establishment, and for taking appropriate action thereon; accordingly, all complaints are to be forwarded to the Executive Director for appropriate handling.

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SECTION 4 - PUBLICATIONS

4.1 PUBLICATIONS POLICY
It shall be the policy of the Association to produce publications of an educational and informative nature that will further the Association's purposes and assist its members to carry out their duties and responsibilities, and which are non-partisan in nature. It is also the policy of the Association to make its publications that are of general interest available to the public in order to foster greater understanding of transportation matters, and to encourage the practice of sound engineering and management in the planning, design, construction, operation and maintenance of transportation facilities and services.

4.2 CATEGORIES OF PUBLICATIONS

(A) TECHNICAL
The different categories of the Association's technical publications and procedures for their publication shall be as prescribed in Section 3.2(C)20.

(B) INFORMATIONAL
The Executive Director is authorized to prepare and distribute a quarterly magazine, weekly newsletters and reports, and such other periodic publications as in the executive Director's judgment are necessary to distribute information about transportation matters, in keeping with the Association's purposes and publications policy.

4.3 COPYRIGHT PROCEDURE
The Executive Director shall be responsible for securing the Association's copyright rights for appropriate publications, and for administering the Association's copyright policy. All committees and Member Departments are requested to assist the Executive Director where necessary, to help ensure protection of the Association's proprietary information.

4.4 COPYRIGHT POLICY
The Association's policy with respect to use of its copyrighted publications is as follows:

  1. Only verbatim quotations giving full credit to the source will be permitted. All proposals to edit portions of such publications will be denied. No quotations out of context will be allowed.
  2. Permission to use quotations as part of an advertisement for the sale of a service or a product will not be given.
  3. Authors of engineering textbooks and handbooks will be permitted to use direct quotations, with acknowledgment of source, provided that said quotations are brief in extent. The use of AASHTO publications or quotations there from in pamphlets, etc., by industry, associations and promotional materials will not be allowed when such use could impair the sale of AASHTO publications.
  4. More latitude will be afforded governmental agencies in foreign countries desiring to translate into a foreign language, and in these cases full credit should be given to the original source.

4.5 DISTRIBUTION OF PUBLICATIONS
Upon the availability of new AASHTO publications, ten gratis copies shall be distributed to each Member Department, Affiliate Members shall be entitled to one gratis copy, and Associate Members one gratis copy. One gratis copy shall be provided each accredited civil engineering college in the United States, and the Executive Director is authorized to engage in an exchange agreement program with foreign transportation institutions and other appropriate organizations. The Executive Director shall establish an appropriate pricing schedule for the Association's publications, and publish and periodically update a list of available publications.

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SECTION 5 - AWARDS AND CERTIFICATES

5.1 GENERAL POLICY
TheBoard of Directors reserves to itself the right to establish awards andcertificates to be presented in the name of the Association. Committeesof the Association, with the prior approval of the Executive Director,may establish and present appropriate awards and certificates within thecommittee itself, which shall be duly recorded in the committee minutes.

5.2 ESTABLISHED AWARDS AND CERTIFICATES
Thefollowing Association awards and certificates have been established andare recognized, and where such is required and appropriate the award committeeshall be appointed by the President, subject to the concurrence of theExecutive Committee.

(A) PAST PRESIDENT'S CERTIFICATES
A Certificate of Appreciation is authorized for presentation to the Immediate Past President at the time of the Association's annual conference.

(B) THOMAS H. MacDONALD AWARD
Established in 1957 in recognition of the outstanding achievements of the late Thomas H. MacDonald in the fields of highway administration, engineering, and research, this award is authorized to be presented at the Association's annual conference.

To be eligible for this award, a person must have beenemployed by one or more Member Departments of the Association for a periodof at least five years and have rendered continuous outstanding serviceover an extended period of time or have made some exceptional contributionto the art and science of highway engineering.

The Chief Executive Officers of the Member Departmentsand Chairpersons of the Association's committees are eligible to submitnominations for this award. The President shall appoint three Chief ExecutiveOfficers as the award committee, who shall serve three-year staggeredterms. The Executive Director shall designate a secretary to the awardcommittee.

(C) GEORGE S. BARTLETT AWARD
This award is authorized to be conferred annually upon some individual whohas made an outstanding contribution to highway progress.

The recipient is chosen by a three-member Board of Awardconsisting of the Presidents of the American Association of State Highwayand Transportation Officials, American Road and Transportation Builders'Association, and the Chairperson of the Transportation Research Board.

Chair of the Board of Award is on a rotating basis,as well as the annual meetings of the three co-sponsors at which the awardis presented. However, the recipient has the option of choosing any annualmeeting of the three organizations at which he/she would like to receivethe award.

(D) ALFRED E. JOHNSON ACHIEVEMENT AWARD
Createdin 1973 honoring A. E. Johnson for his many contributions to managementin the field of highway engineering, this award is authorized to be presentedat the annual conference of the Association.

This award is intended for middle management personnelof the Member Departments who have made outstanding contributions to theirdepartments in engineering or management. No current Association officeror member of the Executive Committee is eligible.

The President shall appoint three Chief ExecutiveOfficers as the award committee, who shall serve three-year staggeredterms. The Executive Director shall designate a secretary to the awardcommittee.

(E) PRESIDENT'S MODAL AWARD
Thisaward is authorized to be presented each year at the time of the annualconference, to five individuals representing the five different transportationmodes.

Nominations can be made by Chief Executive Officersof the Member Departments and the Chairpersons of the Standing Committees on Public Transportation, Railways, Highways, Water, and Aviation, basedon the nominees having performed exemplary service during the year furtheringthe transportation activities of his/her Member Department which has orpotentially could have a salutary impact on transportation nationwide,or on a regional basis.

The award committee is comprised of the AASHTO President and the current Presidents of the four Regional Associations.

(F) PRESIDENT'S HIGHWAY TRAFFIC SAFETY AWARD
Thisaward is authorized to be presented each year at the time of the annualconference, to an individual who has made a significant contribution inthe field of highway traffic safety.

Nominations can be made by Chief Executive Officersof the Member Departments and the Chairperson of the Standing Committeeon Highway Traffic Safety, based on the nominee having performed exemplary service during the year furthering the highway traffic safety activitiesof his/her Member Department which has or potentially could have a salutaryimpact on highway traffic safety nationwide or on a regional basis.

The award committee is comprised of the AASHTO President and the current Presidents of the four Regional Associations.

(G) PRESIDENT'S INTERMODAL TRANSPORTATION AWARD
Thisaward is authorized to be presented each year at the annual conference,to an individual or individuals who has or have made a significant contributionin advancing intermodal transportation.

Nominations can be made by Chief Executive Officersof the Member Departments and the Chairpersons of the five modal standingcommittees, based on the nominee(s) having performed exemplary serviceduring the year furthering intermodal transportation activities or projectsof his/her Member Department, which service has or potentially could havea salutary impact on transportation nationwide or on a regional basis.

The award committee is comprised of the AASHTO President and the current Presidents of the four Regional Associations.

(H) PRESIDENT'S RESEARCH AWARD
This award is authorized to be presented each year at the time of the annualconference, to an individual who has made an outstanding contribution to their Member Departments in the area of transportation research.

Nominations can be made by Chief Executive Officers of the Member Department and the Chairperson of the Standing Committee on Research, based on the nominee having performed exemplary service during the year in the area of transportation research, furthering the transportation activities of his/her Member Department which has or potentially could have a salutary impact on transportation nationwide or on a regional basis.

The award committee is comprised of the AASHTO President, and the current Presidents of the four Regional Associations.

(I) SPECIAL PRESIDENT'S AWARD OF MERIT
This award is authorized to be conferred upon an individual or individuals who has/have made outstanding and exemplary contributions to the work of the Association. The award is not necessarily intended to be an annual presentation. The award is presented at the annual conference, and the President shall decide upon its presentation and the recipient or recipients thereof.

(J) 25-YEAR AWARD OF MERITORIOUS SERVICE
This award, established in 1946, is authorized to recognize individuals who have accrued 25 years of service with one or more Member Departments who meet the criteria of the award.

(K) EXCEL AWARD
This award is authorized to be presented annually to a recipient chosen by members of the Administrative Subcommittee on Public Affairs. It is given in recognition of outstanding service performed for a Member Department in the area of public affairs/information.

(L) EXECUTIVE COMMITTEE CERTIFICATES
A Certificate of Appreciation is authorized, for presentation to members upon completion of a term on the Executive Committee, in appreciation of their service.

(M) CHAIRPERSON, VICE-CHAIRPERSON, AND SECRETARY CERTIFICATES
Certificates of appointment are authorized to be distributed by the Executive Director upon Executive Committee confirmation of the President's appointments.

(N) JOINT NATIONAL CONGESTION RELIEF AWARD
The President is authorized to have the Association participate with other organizations in the annual presentation of a National Congestion Relief Award, to approve the procedures for determining eligibility and selecting the awardee(s), and to appoint an Association representative to the national Board of Award.

The purpose of the Award is to promote the application of proven or innovative strategies to alleviate traffic congestion on the nation's streets and highways by recognizing public and private organizations that have developed and/or implemented such strategies, which have or potentially will have a significant impact on alleviating congestion at the federal, state, regional, and/or local level.