July 2006
This is a listing of duties and hints for incoming and potential officers and volunteers of the State of Texas Chapter (STC). Because this is a living document, please feel free to comment and to make additions and clarifications.
A common “requirement” may be to have access to the Internet, especially to email services.
President
This is a listing of duties and hints for incoming and potential officers and volunteers of the State of Texas Chapter (STC). Because this is a living document, please feel free to comment and to make additions and clarifications.
A common “requirement” may be to have access to the Internet, especially to email services.
President
- One-year term
- Officer of the Chapter
- Presides and conducts meetings of the Chapter in accordance with the Bylaws and Roberts Rules of Order
- Develops and prepares meeting agenda before the meeting
- President represents Chapter in all business
- Signs contracts
- Negotiates and coordinates with meeting hotel, event rooms, caterer, transportation, overnight accommodations, local attractions, and technical tours
- Delegates authority
- Makes appointments to Committee Chairs
- Calls and establishes ad-hoc committees
- Gives State-of-the-Chapter report at the annual business meeting
- Installs new officers
- Designate 2 individuals to represent Chapter at National HPS Chapter Council
- Becomes Past-President after one year
- One-year term
- Officer of the Chapter
- Becomes president after one year
- Attends EC meetings called by the President
- Performs all duties delegated by the President
- Assumes duties of the President in his absence
- Responsible for obtaining and presenting the outgoing President's plaque
- Serves as Chair of the Program Committee
- Two-year term
- Officer of the Chapter
- Responsible for disposition of Chapter banner
- Attends EC meetings called by the President
- Prepares and submits the Chapter Annual Report to National HPS
- Keeps record of all transactions and meetings of the Chapter and Executive Council
- Carries out correspondence of the Chapter and accurate mailing list
- Posts all ballots used in the Election
- Receives and distributes reports, including agenda for the EC members
- Compiles minutes of the EC meetings and submits them for publication
- Calls special meeting of at least five EC members to tabulate and validate the election ballots
- Responsible for ensuring the Chapter holds a P.O. Box for correspondence
- Obtains and maintains authority to issue CEUs for meeting activities
- Generates CEU certificates
- Two-year term
- Officer of the Chapter
- Attends EC meetings called by the President
- Maintains current balances for all STC accounts
- Accepts funds and deposits them in STC’s operating account
- Enters collections for STC accounts in the STC Treasurer’s ledger
- Makes prompt payment on legitimate expenses from the operating account
- Makes prompt payment on student grants from the business money market account
- Makes prompt payment on Science Teacher Workshop expenses from the Science Teacher Workshop account
- Enters payments for STC expenses only in the STC Treasurer’s ledger
- Makes transfers from the operating fund into the other appropriate funds on an annual basis
- Reports current balances for all STC accounts at each EC meeting
- Ensures compliance with federal tax filing requirements specified in publication #5557 for use with IRS Form 990
- Supports each Chapter meeting by:
- Accepting meeting registration forms
- Entering names of persons who register on a spreadsheet
- Running registration desk
- Preparing and giving out name tags
- Preparing and giving out receipts for meeting registration fees
- Prepares and presents a financial report of the Chapter finances at the Chapter’s annual meeting
- One-year term
- Officer of the Chapter
- Attends EC meetings called by the President
- Assists the Treasurer at Chapter meetings
- Takes on tasks as assigned by the Treasurer
- Assumes duties of the Treasurer in his/her absence
- Becomes Treasurer after one year
- Three-year term, staggered (one elected each year)
- Attends EC meetings called by the President
- Coordinates with President-Elect to host a meeting
- Performs duties as assigned by the President
- Serves as liaison to Chapter committees as assigned by the President
- One-year term
- Chair of the Science Teacher Workshop
- Performs duties as assigned by the President
- Board member, but not an Officer
- Serves as liaison to Chapter committees as assigned by the President
- Submits reports to EC
- Attends EC meetings
- Chairs are appointed by the Chapter President with the exception of the Program Committee, which is defined by the Bylaws
- Committee defined by Bylaws, consists of President-Elect and at least two other members
- The Chair will be responsible for providing the Secretary with an agenda for each meeting for the Chapter records
- Contacts National HPS to arrange the Chapter breakfast at the annual HPS meeting
- Prepares and posts a sign-up roster for the breakfast meeting
- Sets the agenda, plans, coordinates and implements all technical sessions, activities, events and makes copies for membership/The Billet to be distributed at meetings
- Writes an article for The Billet after each meeting
- Works with Treasurer on budget for each meeting and sets costs for meeting registration
- Prepares meeting announcements in coordination with Treasurer for each coming meeting
- Sets timeline in coordination with The Billet editor to ensure meeting announcements are distributed in a timely manner
- Assists in contacting and making arrangements for speakers
- Contacts National HPS President elect for Chapter visit
- Works with Affiliates Chair in planning the Affiliates Fair
- Works with Student Assistance Chair and Student Program Chair in planning Student paper meetings
- EC Council are members
- Chair verifies National membership of STC applicants
- Submits report of applicants requesting membership to the EC for approval
- Maintains Chapter membership records
- Responsible for mailing and receiving membership renewals
- Works with Affiliates Chair to coordinate Affiliates membership
- Maintains, compiles, and distributes Chapter membership directory
- Provides an updated membership record for the Treasurer prior to each meeting
- Provides list of members in good standing to the Secretary prior to ballot validation (early enough for ballots to be mailed)
- Consists of Chair and at least four members
- No member of the EC shall serve on this committee
- Shall submit in writing names of nominees 60 days prior to the Annual meeting
- Submits names of the “Chapter Volunteer of the Year” awards to National HPS at 30 days prior to the National President-Elect’s visit
- Solicits and submits nominations for National offices and committees
- Solicits and submits nominations for National awards
- Obtains copy of Chapter meeting articles from Chapter Program Chair
- Edits article for publication in National HPS newsletter to include photos, if available and applicable
- Sends all correspondence/submissions through Chapter President
- Solicits articles from Chapter membership
- Provides photos for Chapter website
- Plans, coordinates, promotes, and executes Science Teacher Workshops
- Makes contact with science teacher/science teacher coordinators to plan dates for STWs
- Recruits instructors from STC membership
- Maintains STW instructional materials, which include paper, electronic media, and instruments
- Budgets STWs and submits an annual budget request to Chapter President
- Maintains adequate inventory of instructional materials including master copies of all materials
- Negotiates and coordinates with meeting location, event rooms, caterer, transportation, and overnight accommodations for STWs
- Delegates duties to local Chapter members as necessary
- Assists in contacting and making arrangements for speakers
- Maintains list of Affiliates members
- Recruits Affiliates
- Submits updated list to The Billet
- Submits updated list for website
- Coordinates with Program Chair for Affiliates Fair
- Solicits donations from Affiliates for meeting sponsorship (break refreshments, door prizes, etc.)
- Represents the Affiliates to the EC
- Mails and collects membership renewals and forwards copies of forms to the Membership Chair and forward funds to the Treasurer
- Coordinates participation in regional and state science fairs
- Submits intent to participate in fairs
- Confirms regional and state science fair judges
- Provides awards to judges
- Coordinates participation between NTC and STC with statewide science fairs
- Updates and confirms education grant applications with webmaster
- Submits education grant and other student assistance information announcements to The Billet
- Selects and confirms grant confirmation judges
- Accepts grant applications
- Notifies grant recipients
- Encourages attendance at the Fall meeting to accept grant awards
- Submits articles to The Billet
- Submits nominations for HPS science fair awards (works with Nominations Chair)
- Develops criteria for endowment scholarship
- Chair works with National HPS on student agendas, attendance and work assignments at National HPS meetings
- Coordinates with The Billet editor
- Writes and solicits articles
- Coordinates with Public Relations Chair
- Coordinates with President-Elect on Chapter announcements
- Reports state and national legislative issues to EC
- Leads in development of Chapter positions on legislative issues
- Prepares and distributes the Radiological Event Preparedness Registry (REPR)
- Solicits applications from Chapter membership
- Coordinates with National HPS, National VA, and other organizations
- Prepares handouts for distribution at the Chapter meetings
- Submits article to The Billet
- Solicits greater membership participation at all Chapter events
- Prepares, conducts, and compiles the results of a survey of Chapter membership interests in programming, speakers, meeting locations, etc.
- Designated by the Chapter President
- Contacts university teaching personnel to encourage student participation in the Spring Student Presentation meeting
- Works with the Program Chair to prepare agenda for submittal of student papers
- Prepares evaluation forms for judges for student paper presentations
- Presents awards to student presentation winners
- Submits article to The Billet with photos, if available and applicable