FAQ for Chapters (Revised May 2008)

ASHRAE-Hosted Chapter Web sites
Web Searches
Society Organizational Chart
CRCs
Chapter Information Questionnaire
PAOE
Site Maps
Chapters/Regions Proposals to Develop Standards and Guidelines
Deceased Members
ASHRAE Sustainability Guidelines

ASHRAE-Hosted Chapter Web sites
1. Is there a cost for chapters to use the ASHRAE Web site server?

ASHRAE provides hosting for chapter Web sites at no cost to chapters.
2. Where can I get more information to set up a chapter Web site?

Click on the following link http://www.ashraechapters.org or contact Emily Sigman at esigman@ashrae.org.
3. Does ASHRAE provide each chapter participating in the chapter Web site hosting program its own URL?

ASHRAE has purchased one domain name for the hosting of chapters’ program. This provides consistency, but also means that the Society does not have to select, register and maintain each individual domain name for chapters (and TCs). For example, in the case of the Montreal Chapter, the domain name would be: http://montreal.ashraechapters.org. The chapter can designate itself anyway it wants before the first dot. If the Web site is designed properly how the site is named should not make a difference to a search engine. Through the chapter hosting service, ASHRAE is not trying to be a commercial service provider. It is simply purchasing space from a service provider and offering that space in subdivided fashion at no cost to chapters and TCs.
4. What is the set limit on the size of a host chapter Web site and why can’t the size be increased?

The current limitation is 30MB. The limitation is flexible. Any chapter that needs more should tell us what they need. The 30MB size seems to have worked well for chapters using the hosting service so far. Space can be expanded if needed. This information is also included in the chapter Web site hosting information.
5. Why can’t the template background dictating the guideline requirements be removed?

This is a template only for use when ASHRAE hosts the sites. The template is invisible except for a banner ad at the bottom. ASHRAE hopes to sell these spaces as run of site banner ads to pay for the hosting service. Chapters are not charged for their sites being hosted. The template does not require FrameMaker. It is a simple HTML file. Chapters can do what they want in that space.

Web Searches
6. Does ASHRAE have an advance search on the Web site?

The ASHRAE Web site uses Google search technology. PDF files can be searched even when they are not opened.

Society Organizational Chart
7. How can I access the Society Organizational Chart located on the Web site?

You can access the organizational Society Organization Chart in PDF.

CRCs
8. Can I register for my region’s CRC online?

Yes, Society has offered to collect CRC registrations for regions beginning with the 2005 Spring CRCs. This is optional to the region, so check with your region’s CRC General Chair or the Director and Regional Chair and make sure that the region is a participant in the program.

Chapter Information Questionnaire
9. Question: Why can't I find the Chapter Information Questionnaire form?
   The Chapter Information Questionnaire has changed. Please access the Chapter Information Questionnaire through the link.

Question: Can the information for members holding current chapter positions be changed with new information for new positions? (Example: John Doe is current chapter president elect 07/08, typed over and changed to president 08/09.)
Answer: No, if you type over the current information, you are removing information from the Society’s database and from the member’s historical record. These positions and the terms served are used when determining nominations for awards. You must use the Add button each time, for each position, for each individual, for each one year term. (Please access the Chapter Information Questionnaire and review the CIQ instructions on this page.)

Question: Can the years be extended for the chapter positions, for example this is 2008 and extend the year to 2011?
Answer: No, the chapter positions should always be entered as a one-year term; all chapter positions should not go beyond a one-year term in a Society year. Example: 07/01/2008 through 06/30/2009 is a one-year Society term.

Question: Can a chapter position have dates that do not coincide with the Society dates of July 1 through June 30? (Example: 05/15/08 through 05/15/09.)
Answer: No, for each Society year, chapters must use the start date as 07/01 (then the year) and the end date must always be entered as 06/30 (then the year).

Question: When mistakes are made on the new Chapter Information Questionnaire (CIQ), how are they corrected?
Answer: Chapters can only add to the CIQ, not delete. All mistakes or corrections should be sent to the CIQ_questions@ashrae.org email address. Headquarters will make the corrections for you and you will be notified after this is done.

PAOE

10. Why doesn’t my password work when I try to enter PAOE points?

Make sure that you have entered your correct ASHRAE membership ID and PIN, then enter your chapter’s logon and password. Both are case sensitive with no spacing and the last three characters of the password are numeric.

Site Maps
11. Why isn’t there a site map on the Web site?

ASHRAE is currently developing a site map for the new web site. 
12. Why isn’t there a site map for the Manual for Chapter Operations?

In a sense, the Manual for Chapter Operations has its own site map by using the bookmark tabs. When you open the manual all of the contents are displayed on the left side of the screen with a description of the sections and appendices and each are linked to the manual. You can also do a search in the manual by keyword and all sections will be displayed anywhere the keyword is located in the manual.

Chapters/Regions Proposals to Develop Standards and Guidelines
13. How do I submit a proposal to develop Standards and Guidelines?
    Many chapters do not know that anyone, including chapters may submit a proposed title, purpose and scope for a standard or guideline. Proposals submitted through CRC motions are OK but the more direct way is to submit a proposal through the Procedures Administrator (standards.section@ashrae.org) at headquarters. Completing the form for the proposed title, purpose and scope of the standard or guideline will ensure that your proposal will go on the Standards Committee agenda at their next meeting which speeds up the process. You will no longer have to submit a CRC motion or wait until your next CRC to do this. Form for Proposing a Standard or Guideline - (September 13, 2006) (Word Document).


Deceased Members
14. How do I have deceased members removed from our chapter roster?
    Notify Society headquarters of the deaths of chapter members. Before any names can be removed from the rolls, Society must have some official documentation of the death, such as one of the following:
1. Newspaper Obituary
2. Written Notification from Family Member
3. Returned mailing indicating "ADDRESSEE DECEASED."
4. Copy of Death Certificate
5. Written notification from Chapter President and approved by the Director and Regional Chair.

Please note: If any of these documents are unavailable, contact the ASHRAE Membership Manager for further direction.

ASHRAE Sustainability Guidelines 
15. What are the ASHRAE Sustainability Guidelines - the Game Plan?



President Terry Townsend has emphasized the importance of ASHRAE developing methods for measuring reductions in our impact on the environment. It is recommended that ASHRAE baseline its current impact to provide a metric against which to compare new approaches. In the near term before this baseline is developed, there are accepted methods for quantifying the emissions contributions of activities associated with holding ASHRAE meetings and conducting other activities. Actions taken that either reduce or offset these emissions are considered to be on the path towards helping ASHRAE conduct its business in a more sustainable manner.

The ASHRAE GAME Plan is a comprehensive guide that provide chapters and Society with a number of suggestions and guidelines to assist in planning sustainable activities.

 The ASHRAE GAME — A How-To Guide for Greening ASHRAE Meetings and Expositions (GAME), version 1.0

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