(updated Feb. 2022)
Term: Two years with one possible renewal of two years
Election: By Division members
Responsibilities
As a member of Science Atlantic
- Support the mission of Science Atlantic.
- Represent the Division to the Board, Institutional Representatives, and other Division Committee Chairs, including presenting special project proposals.
- Participate in activities that support Science Atlantic’s mission and strategic plan.
- Prepare a written report of the Division’s activities for the Annual Members’ Meeting (October).
- Participate in the Annual Leadership Meetings (November).
- Participate in virtual meetings of the Division Chairs (2-4 per year).
For the Division
- Lead participation in the Division’s Virtual Commons group (encouraging discussions, reminding people to post documents to the archive, etc.).
- Work with the Membership Officer to maintain the Division webpage and the Division Committee’s membership.
- Convene a meeting at least once (preferably twice) a year of the Division Committee. This may be in person or virtually.
- Prepare and distribute the agenda in a reasonable time prior to the meetings and ensure that the minutes of the previous meeting are made available to Committee members in advance.
- Ensure other positions on the Division Committee are filled and that the office is informed of changes. These may include: Vice-Chair, Secretary, Treasurer, Conference Organizer, Speaker Tour Coordinator, Programming Competition Coordinator, etc.
- Ensure that Division Committee members are aware of and adhere to the policies of Science Atlantic.
- Share information from the organization with Division members.
- Interact with other Division Chairs to share best practices and ideas.
For Conferences and Conference Organizers
- Be familiar with and share Science Atlantic policies as they relate to conference delivery.
- Oversee the choice of locations and venues for future conferences.
- Ensure there is a Conference Chair from the faculty and/or a faculty advisor for the student organizing committee as soon as the following year’s host is confirmed.
- Check in periodically with the organizers to see if they have any questions or needs.
- Ensure that a primary contact (usually the Conference Chair or faculty advisor) is appointed from the organizing team for interacting with your Division Committee, the Science Atlantic office, and student groups.
- Six months before the conference, remind organizers to submit a progress report and draft budget to you and the Science Atlantic office, and address any concerns.
- Ensure that award winner information is provided to the Science Atlantic office immediately after the conference so that announcements can be made and awards can be sent quickly.
- Ensure that conference organizers complete a final report and financial statement one to three months after the conference.
