From Princeton Autonomous Vehicle Engineering

All administrative items pertaining to PAVE are outlined below. For specific project status and administration, visit:

The Prospect Twelve page at P12.

The IGVC 2010 page at IGVC.

PAVE is a unique organization in that we're doing serious research, but all on a voluntary, (mostly) extracurricular basis. In addition, all aspects of our projects are student-run. In order to manage all our research, outreach, funding, events, and competitions, we've developed a relatively "flat" organizational structure, outlined below. The hierarchy is not intended as a system of superiority or subordination, but rather as a tool to aid the division of labor and make sure that progress and goals are well-defined and easy to understand, in addition to giving PAVE members a sense of where to turn for help with issues and ideas that may arise. Other more formal information about membership can also be found here.

Contents 1 Current Leadership 2 Charter 3 Membership in PAVE 3.1 Responsibilities of Members 3.2 Revocation of Membership 4 The PAVE Core Team 4.1 PAVE Officers 4.1.1 President 4.1.2 Director of Outreach 4.1.3 Director of Marketing 4.2 Project Officers 4.2.1 Project Manager 4.2.2 Logistics Coordinator 4.3 Faculty Advisors 4.4 Selection of New Officers 4.5 Impeachment of Officers 4.6 Filling Vacancies 5 Projects 5.1 Project Requirements 5.2 The Project Approval Process

Current Leadership

Derrick Yu '10 - President

Julia Bluher '12 - Director of Outreach

Lazslo Szocs '13 - Director of Marketing

Alex Ogier '12 - Director of Software and Web Services

Joshua Newman '12 - Project Manager, Prospect Twelve Project

Michael Fortner '11 - Logistics Coordinator, Prospect Twelve Project

Tony Zhu '11 - Project Manger I, IGVC 2010 Project

Brenton Partridge '12 - Project Manager II, IGVC 2010 Project

Charter

Much of the information below is excerpted from the PAVE Charter. A full version can be found as a [PDF download from our website].

Membership in PAVE

PAVE places no restriction on membership and does not discriminate on the basis of race/ethnicity, color, national origin, sex, disability, or age. All students, both graduates and undergraduates, with an interest in PAVE activities are encouraged to join. Prior experience or technical knowledge in fields relating to robotics is not a requirement for membership eligibility.

The one minor caveat is that members who want to work in software should already have coding experience, either from before entering Princeton or through COS 126. We recommend all software developers to take COS 226 and COS 217 (besides, after that you've almost got all the requirements for an Applications in Computing Certificate). However, we welcome members to participate in other aspects of the team while learning how to program.

Responsibilities of Members

Members are responsible for attending all team and project meetings and actively contributing to PAVE, whether by being part of a specific project or assisting with other activities. Members are also responsible for reporting any occurrences of policy violations to the officers.

Revocation of Membership

Engaging in the following activities is not tolerated for any member, and is grounds for dismissal from the group:

• Any form of harassment or abuse directed to other members
• Stealing or making unauthorized use of PAVE property.
• Causing substantial damage to PAVE property without compensation.
• Making unfair use of PAVE facilities

Any violation of these policies should be reported to an officer immediately. All officers will then meet, examine the evidence and decide, based on a 66% majority vote, whether or not to dismiss the member in question. Members who have had their membership revoked are eligible to rejoin after one full semester has passed. Participating in PAVE is a privelage, not a right. Failure to fulfill responsibilities will result in the removal of your responsibilities.

The PAVE Core Team

PAVE maintains a flexible organization structure that consists of two primary levels of leadership. A small team of officers, the "core team", governs and oversees all PAVE activities. In addition, each individual research project has its own set of leaders along with a faculty advisor. Officers are allowed and encouraged to delegate portions of their responsibilities to other members.

PAVE Officers

The PAVE leadership primarily consists of three officerships: the President, Director of Marketing, and Director of Outreach. The PAVE Officers have the primary responsibility of providing support to individual projects, in addition to the responsibilities described below:

President

The primary responsibilities of the President of PAVE include but are not limited to:

• Oversees all PAVE activities; tracks the progress of individual projects
• Obtains and regulates use of testing facilities for all PAVE projects

Director of Outreach

The primary responsibilities of the Director of Outreach of PAVE include but are not limited to:

• Organize community outreach activities
• Manage the recruitment of new members
• Plan and run study breaks, info sessions, and team social events

Director of Marketing

The primary responsibilities of the Director of Marketing of PAVE include but are not limited to:

• Responsible for public relations
• Manages all media, including social media, for the team.
• Acquires and maintains corporate and academic partnerships

Project Officers

Each project within PAVE is required to have its own leadership consisting of at least Project Manager and a Logistics Coordinator, whose responsibilities are listed below. Often, both PM and LC take equal responsibility for managing the project, and the duties listed below may be divided as the leaders see fit.

Project Manager

The primary responsibilities of the Project Manager include but are not limited to:

• Sets a project timeline and ensures project completion.
• Schedules and chairs project team meetings.
• Reports progress to the core team.

Logistics Coordinator

The primary responsibilities of the Logistics Coordinator include but are not limited to:

• Raises and manages funds associated with equipment, travel, fees, etc. for the project.
• Keeps an accurate accounting record of project expenses.
• Acquires testing locations, plans travel itineraries, and manages other logistics for the project.

Faculty Advisors

All projects must have a faculty advisor. PAVE projects are intended to be student-led and student-driven so the level of faculty involvement is flexible. By agreeing to advise a PAVE project, a faculty member is indicating their belief that the project represents significant academic work. A single faculty advisor may advise more than one project at a time.

Selection of New Officers

New leaders are chosen via a selection process undertaken by the existing officers. The selection process is instituted midway through the academic year; during the month of December, before winter break.

Each PAVE officer is responsible for selecting a team member as their replacement and all of the officers must agree to the choice of all nominees. The nominees are informed and asked for consent. If all nominees consent, then the new officers assume their duties beginning on January 1. If any nominee declines, a new nominee is selected by the current officers. Project officers are selected using the same process.

The following selection criteria apply:

• New officers must be undergraduate students not in their senior year.
• Members may not hold more than one Project Officer position at a time, but may be actively involved with another project.
• The PAVE Officers may also serve as Project Officers, provided that they are able to successfully fill both roles.
• Members can only hold one PAVE officer position at a time
• There is no term limit, and an officer can continue to hold the same position so long as he/she meets the other criteria above.

It is also customary to solicit applications for positions, especially if there are no clear candidates in mind. Typically a one-paragraph application stating the candidates qualifications, reasons for seeking the position, and what they would bring to the leadership team is acceptable.

Impeachment of Officers

Any officers can be impeached for the following reasons:

• Violation of any member policies (see Revocation of Membership)
• Inability to fulfill their officer role
• Abuses of power

Any member may initiate impeachment proceedings by alerting a PAVE officer of a specific violation of PAVE policies, corroborated by physical evidence or testimony from other members. A PAVE officer will then schedule an impeachment hearing, at which the officer is formally charged and the evidence is presented. The officer is given an opportunity to defend the charges. A 66% majority vote of all members in attendance, excluding the accused, is required to confirm impeachment. An impeached officer may continue to participate as a member unless he/she engaged in activities warranting revocation of membership.

Filling Vacancies

In the event that an officer has been impeached or voluntarily steps down, a replacement will be selected in a timely manner. The remaining member(s) of the affected leadership team are responsible for filling the vacancy. For a PAVE officer, all officers must confirm the replacement. For a Project Officer, the new officer must be approved by a 51% majority of all members in the project.

Projects

All projects that are administered through PAVE enjoy the shared use of all PAVE facilities and testing locations, as well as logistical support and contacts through which further funding and technical support may be obtained. They also benefit from the knowledge and expertise of other members of PAVE. Use of PAVE facilities is ultimately at the behest of their respective owners or administrators and the School of Engineering and Applied Science.

Project Requirements

The following requirements accommodate a wide range of projects while ensuring that they are well executed and academically rigorous:

• A project must have a minimum of three team members, two of them designated as the Project Manager and Logistics Coordinator, respectively.
• The project must have an achievable goal that aligns with the mission of PAVE.
• Each project is required to have a faculty advisor.
• Each project must be responsible for obtaining their own funding.

The Project Approval Process

Any member of PAVE is allowed to submit a project proposal to the President. The proposal shall include the project proposal form with additional supporting materials including, but not limited to:

• A rough plan of action for the project, including facility requirements for implementation and testing.
• A timeline for the entire duration of the project. - A preliminary budget, including a discussion on the intended means of financing the project.

Once a proposal has been received, the PAVE officers will meet with the project’s officers, at which time they will be given the opportunity to pitch the merits of the project and answer questions from the officers. The officers will then confer and render a unanimous verdict. The decision is final.

Project proposals must be renewed on a semester-by-semester basis. Returning proposals are not subject to the same rigorous considerations as new projects. Rather, the proposal serves to have the project leaders plan aspects of the project in advance and serves as a reminder of the magnitude of the project.