|Submitting Your Ballot Electronically
by Bode Hennegan
Submitting your ballot items electronically is a requirement with
the upcoming implementation of online balloting. ASTM Staff Manager
Bode Hennegan explains how to send electronic copies of ballot
items to Headquarters.
In response to the growing number of member requests, ASTM is
pleased to announce that we will be providing electronic copies
of ASTM standards to assist members in developing revisions for
ballot. This will allow members to develop clean, easy to understand
ballot items faster and more conveniently than in the past. Therefore,
we are requesting that all items for main committee and subcommittee
ballots be submitted electronically from this time forward. This
procedural change will allow the Society to move more rapidly
toward the completion of major initiatives such as online balloting
and will serve to reduce the time between the approval of a standard
and its publication, raising the quality of service we provide
to our members and customers.
The introduction of online balloting will allow a member to access
only the information on a ballot that is of interest and reduce
unnecessary printing and postage costs. During the ballot period,
members will be able to access the information 24 hours a day,
seven days a week. This will be a significant benefit to our international
members who will no longer be at the mercy of the mail system.
A pilot program for online balloting took place last fall. In
the spring of 2001, ASTM will be looking for committees to participate
in the online ballot program. In order to participate, it will
be necessary to submit ballot items electronically. In addition,
it is important that we collect as many e-mail addresses as possible
for the members of the committee.
Submit your ballot item electronically on a disk or e-mail to
your staff manager prior to the ballot deadline date.
1. Microsoft Word (any PC-compatible version) is the preferred
software for documents, but we can accept documents in most editable
electronic formats such as in Word Perfect or rtf (rich text format).
Please note that formatting issues may arise with figures, equations,
and tables with programs other than Microsoft Word.
2. Cover letters (required with any concurrent items or items
on ballot for withdrawal) may be attached either as a separate
file or embedded into the same file as the standard.
3. Please complete and attach a copy of the Ballot Item Submittal Form.
To assist you with revisions, ASTM will provide you with an electronic
copy of the standard. You should request this from your staff
manager or administrative assistant by e-mail or a phone call.
The document will be sent to you in rtf (rich text format). The
document is most easily opened in Microsoft Word. It can, however,
can be converted into other word processing software, but please
note that formatting issues may arise with the figures, tables,
When making changes to the document, clearly show the revision.
The preferred format is underlined text for insertions,
strike out text for deletions, and revision bars in the margin. Microsoft
Word has a utility in Tools called Protection that provides
If you are only changing a small portion of the standard, you
may choose to only ballot those sections. Please copy and paste
the relevant sections into a separate document. If the sections
should be broken down into separate items on the ballot, this
should be clearly indicated. Please verify that the standard designation
number and the exact year date is provided on the revision.
To assist you with the development of new standards, ASTM has
created draft standard templates. These can be obtained from the
ASTM Web site, www.astm.org. Click on Technical Committees/Membership,
and go to ASTM Standard Development Tools.
Please include the draft standard tracking number, or the Z number.
This number appears on the jurisdiction list for the subcommittee
after the draft standard tracking form is completed. If you do
not have this number, please contact your staff manager or administrative
Withdrawal of Standards
Send a cover letter including the rationale for withdrawal to
your staff manager by the deadline date.
All that is required is the Ballot Item Submittal Form. For editorial changes, follow the section on revisions.
If you have any questions or need additional information about
this initiative, please contact your staff manager. Your assistance
in implementing this change to submission of ballot items electronically
is greatly appreciated. //
Copyright 2001, ASTM