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BIOT Officers' Manual

By laws (last revised February 2005)

Contents:

(Last Revised October 27, 1995)

Division Chairman (1 yr term)

Past Chair (1 yr term)

Chair-Elect (1 yr term)

Secretary/Treasurer (3 yr term)

Long Range Program Coordinator (5 yr term)

Councilor (3 yr term)

Newsletter Editor

Membership Chair

General Notes and Comments

DIVISION CHAIRMAN

Overall Responsibility:

To lead the Division for the effective definition and efficient pursuit of the Division's mission in order to provide optimal benefits to our members, the disciplines of biochemical technology, ACS, and the public our technology is designed to serve.

Specific Duties:

1. Lead the executive committee and working committees (as needed) to define the Division's overall and near-term missions and to translate those into a statement of clear, obtainable goals for 1- and 5-year horizons.
   
2. To then recruit the people and implement the mechanisms to assure that the goals are accomplished within the Division's budgetary constraints.
   
3. To serve as a spokesperson and central contact for our division while fostering productive interactions with: (a) ACS headquarters, (b) other divisions, and (c) related societies in the U.S. and around the world.
   
4. To work with the treasurer to ensure that a balanced budget is maintained.
   
5. To assist the long-range program coordinator to set overall programming goals and to assist with program implementation when requested or required.
   
6. To lead efficient executive committee and Divisional meetings.
   
7. To help recruit, train, and empower new Divisional officers by establishing clear job descriptions and Divisional goals.
   
8. To work directly with the long-range program coordinator and the technical program chair(s) to ensure all deadlines and requirements are met and appropriate arrangements made for the execution of the program at the national meeting.
   
9. To solicit potential members of the nominating committee and to present the nominating committee for approval by the Executive committee.
   
10. To be responsible for the organization/coordination of the Divisional awards committees and to solicit nominations for the awards given in the year immediately following: - solicit nominees for the M. J. Johnson award (given for technical merit) in the BIOTechnologist collaborating with the designated Upjohn representative who serves as chairman of the Johnson award committee - solicit nominees for the David Perlman lecturer from past and present officers as well as officers of the Division - solicit nominees for the J. Van Lanen award for outstanding service to the Division - coordinate the Peterson award for best student paper presented at the spring national meeting with the program chairs and Peterson award committee.
    
11. Communicate effectively with the chairman-elect throughout the year in order that a simple transition of "power" ensues. Copies of appropriate correspondence concerning Divisional business should be sent to the chairman-elect in the event of required follow-up during the next year.
    
12. Communicate with appropriate divisions of ACS headquarters at least bi-monthly to be updated on information of interest to our membership. Relay such information to Divisional officers.

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PAST CHAIRMAN

Overall Responsibility:

To coordinate the nominations of members for positions as officers of the Division and to present the Divisional awards to the recipients at the business meeting.

Specific Duties:

1. Recruit nominations and suggestions for officers of the Division from current officers and Division members at least 6 months prior to the expiration of the term of an existing officer. Current terms of officers can be obtained from the directory.
   
2. Assemble a list of nominations and send to the Division chairman at least 1 month before the Executive Committee meeting (currently held in conjunction with the national meeting in the spring).
   
3. Arrange with the secretary/treasurer to have the nominees discussed at the Executive Committee meeting.
   
4. Solicit nominations for officers from the floor at the Division's business meeting. Also at the business meeting, indicate the positions that will become available the following year and encourage the membership at large to submit nominations directly to you or other members of the Executive Eommittee.
   
5. A request for nominations may also be placed in the BIOTechnologist, and this can be coordinated with the editor of the BIOTechnologist.
   
6. Assist the secretary/treasurer in the preparation of mail ballots, including obtaining candidate's biographies, for voting on Divisional officer positions.
   
7. Maintain and update the archival record of all the Divisional awardees. Ensure that an updated copy of the record is sent to the chair-elect for inclusion in the manual.
   
8. Write a news article about the awardees for publication in an appropriate issue of Chemical and Engineering News. Submit a photo of the awardees also.
   
9. Solicit funds to help defray the travel and lodging expenses of the awardees. Submit any such funds received to the secretary/treasurer.
   
10. Notify Mrs. Kato Perlman, 1 Chippewa Ct., Madison, WI 53711, of the name of the Perlman award lecturer, as well as the title, time, and location of the lecture.
    
11. Communicate effectively with the chairman-elect concerning Divisional business initiated or handled by the past chairman.

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CHAIRMAN-ELECT

Overall Responsibility:

To assist the Division chairman and program chairs in the execution of his/her/their duties, to maintain and update the Division's manual, and to attend the annual American Chemical Society Division Officer's Conference (DOC).

Specific Duties:

1. Attend the DOC (typically held in January or February) and to act as the Division's representative at that meeting.
   
2. Express any concerns of the Division to appropriate ACS staff at the DOC. In this regard, the chairman-elect should communicate with Divisional officers to obtain their concerns.
   
3. Inform the program chairmen of 2 years ahead about attending the program coordination conference (PCC) the year immediately preceding their program.
   
4. Assist other Divisional officers, when appropriate and requested to do so, in the execution of their duties.
   
5. Assist the immediate program chairmen in meeting all ACS requirements and deadlines, as well as other arrangements (e.g., meeting location and rooms, guest registration) to ensure an effective and smooth-running technical program at the national meeting.
   
6. Call Divisional officers during the period three months preceding the Spring meeting to solicit suggestions for changes to the Division's manual. Discuss ideas for change to the manual during the Spring Executive Committee meeting.
   
7. Update the Division's manual and send copies of the updated manual to Division officers by one month after the Spring Executive Committee meeting.
   

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SECRETARY/TREASURER

Overall Responsibility:

To be responsible for the management and administration of the Division's business.

Specific Duties:
• Date, Duties:

• January 1 Mail Division letterhead to officers and committee chairmen
  
• January 1 Verify BIOT representation at upcoming PCC/DOC
  
• January 15 Review IRS tax return needs
  
• January 15 Order plaques for Johnson, Van Lanen Awards, and Perlman Lecture for Spring ACS National Meeting
  
• January 31 Prepare financial summary for past calendar year
  
• January/February Attend PCC/DOC, if needed
  
• January 31 Mail financial summary and backup documents to Audit Committee (appointed by chairman)
  
• February 15 To ACS: 2 copies of secretary-treasurer's report
  
• March 1 Prepare and mail agenda and invitation for Spring Executive Committee (EC) Meeting
  
• March 15 Prepare financial summary for Spring EC Meeting
  
• March/April Attend Spring ACS National Meeting:
  • - (Saturday before)
  • Division Officer's Caucus
  • Division Officer's Dinner
  • - (Sunday before)
  • Executive Committee Meeting
  • (Record minutes of EC Meeting)
  • - Business Mtg.
  • Secretary-Treasurer's Report
  • (Record minutes of meeting)
  • Carry: By-Laws, Minutes of previous meeting, Items requiring EC action, Financial statement/budget, Checkbook, Alternate Councilor Certification forms
  
• May 1 Order plaques for Spring Peterson Award winners
  
• May 1 To ACS: dues information for next year
  
• May 1 Issue reimbursement checks to Spring National Meeting speakers and award winners
  
• May 15 Prepare and mail minutes of Spring EC Meeting
  
• June 1 To Newsletter Editor: minutes of Annual Business Meeting
  
• June 15 To Upjohn: request reimbursement for Johnson Award expenses
  
• August 1 To Newsletter Editor: instructions for officer election ballots
  
• August 15 Prepare BIOT budget for following year
  
• August/September Attend Fall ACS National Meeting:
  • - (Saturday before)
  • Division Officer's Caucus
  • Division Officer's Dinner
  • Carry: By-Laws, Financial statement/budget, Checkbook, Alternate Councilor Certification forms
  
• November 15 Count officer election ballots
  
• November 15 To ACS: certification of new councilors and alternate councilors
  
• December 1 To ACS: order Division letterhead for next year
  
• December 15 Request room and food arrangements for next spring's EC Meeting
  
• In addition to items listed above, the Secretary-Treasurer is responsible for paying all invoices within 10 working days of receipt and for balancing the checkbook once a month. Also, the Secretary-Treasurer must reply to correspondence from ACS in a timely manner.

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LONG-RANGE PROGRAM COORDINATOR

Overall Responsibility:

Provide leadership in technical programming by recommending program chairs to the Executive Committee one month in advance of the Spring meeting. To act as a consultant to the program chairs by helping them develop an effective and timely technical program. To promote, initiate, and encourage joint programming with other ACS divisions and other national societies that is of mutual and common interest to members of our Division.

Specific Duties:

1. Ensure that program chairs receive a copy of the national meeting program agenda provided by ACS that contains instructions for the preparation of the preliminary and final technical programs.
   
2. As a general reminder, provide the program chairs with a calendar outlining the deadlines that need to be met for the technical program to be organized efficiently and for it to run smoothly. These deadlines can be found in the national meeting program agenda.
   
3. Encourage program chairs to communicate effectively with ACS headquarters personnel (especially with the department of meetings and divisional activities).
   
4. Once a year (by November) provide information to the department of meetings and divisional activities concerning the next and future technical program content (including titles of symposia and names, addresses, telephone and fax numbers of the organizers) for inclusion in Chemical and Engineering News under "Call for Papers for ACS National and Divisional Meetings".
   
5. Suggest and develop symposia for several years in advance for programming by the Division alone and in conjunction with an appropriate secretariat. This should be done in conjunction with the newly created advisory board for programming.
   
6. Act as the intermediary between ACS headquarters and the program chairs to ensure that financial allocation to the Division is optimized. This is based on attendance, number of posters presented, and time of presentation.
   
7. Identify symposia whose presentations could be published in an ACS Symposium Series volume and encourage the symposia organizers (via program chairs) to develop such a publication.
   
8. Assist with fund raising for speaker support.

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COUNCILOR

Overall Responsibility:

From the Charter, Constitution, Bylaws, and Regulations of the American Chemical Society, Article VII, Section 1. "The popular deliberative assembly of the Society shall be known as the Council, which shall be composed of the President, the President-Elect, the Directors, the Past Presidents, the Executive Director, the Secretary, and Councilors representing Local Sections and Divisions..." Councilors are responsible for performing such duties as prescribed by the Constitution and Bylaws of the Society. In addition to this, the Council shall act as an advisory body in matters pertaining to the general management of the Society. The Council meets twice a year at each national meeting of the society.

Specific Duties:

1. Attend Council sessions held at national meetings of the society.
   
2. Prepare written reports about the Council meeting for publication in the Division newsletter, the BIOTechnologist.
   
3. If requested, prepare and present an oral report of the Council meeting at the Divisional business meeting.
   
4. Participate in other activities of the Council such as serving on various committees. Certain committees can have a substantial impact on the activities of the Division of Biochemical Technology. Since the Society would like to take a more active role in biotechnology, the Councilor, through membership on Council committees, is in a position to promote the activities of the Division in this emerging field.
   
5. Interact with the Executive Committee of the Division.

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NEWSLETTER EDITOR

Overall Responsibility:

To prepare 2 to 3 issues of the Division's newsletter, the BIOTechnologist, each year and other special items as determined by the executive committee and to ensure their mailing to the members in a timely manner.

Specific Duties:

1. Preparation of the Division Newsletter, the BIOTechnologist
   a. Mail or fax "request for input" notices according to the schedule below. The schedule allows three weeks for the contributors to prepare their input. Two weeks are allotted for the editor to assemble the newsletter. Two xeroxed copies of the original are sent to Wendy Torosian at the ACS Divisional Activities Office for duplication and mailing.
   b. The schedule for preparation of the newsletter follows:
   - Week 1: Mail or fax "request for input" notices
   - Weeks 2-4: Time for contributors to prepare input
   - Weeks 5-6: Editor prepares the newsletter and mails two xeroxed copies to ACS for duplication and mailing
   - Weeks 7-13: Newsletter duplicated and mailed by ACS
   - Weeks 14-16: Newsletter is received by the membership
   - Week 19: ACS national meeting
   c. The timing for preparation of the newsletter should be such that it is received by the membership in January prior to the ACS national meeting in the spring. The timing of the other issues is less critical.
   d. Input is solicited from all current BIOT officers and committee chairmen.
   e. The principal contact at ACS is:
   Ms. Wendy Torosian
   Divisional Activities Office
   American Chemical Society
   1155 16th Street, N.W.
   Washington, D.C. 20036
   Telephone: (202) 872-4401
   Fax: (202) 872-6128
   f. Number of newsletter copies requested:
   • 1 copy sent directly to each member
   • 10 copies sent directly to newsletter editor
   • 20 copies sent directly to secretary-treasurer
   • 50 copies sent directly to membership committee chairman
   • 400 extra copies (and any overage) of the January issue sent to the BIOT meeting site for distribution at the ACS national meeting. These 400 extra copies are not required for other issues.
   g. Typical contents of the newsletter include:
   • message from the BIOT chairman
   • input from the secretary-treasurer
   • input from other divisional officers and committee chairmen
   • list and welcome of new BIOT members and address changes
   • W. H. Peterson Award notices
   • nomination form for Marvin J. Johnson Award
   • preliminary technical program announcements and call for papers for future ACS meetings
   • technical program and meeting information for current meeting
   • list of current officers and committees with addresses and telephone numbers
   • meetings of interest/short courses/books of interest
   • information concerning BIOT and application for membership
   • advertisements that give significant (25%) discounts specifically to BIOT members. These ads are run free of charge as long as they are applicable.
   • announcement of councilor/alternate councilor election
   • other pertinent information
   h. The newsletter is prepared on standard 8.5 x 11-inch paper. Because the newsletter is reduced in size and assembled in booklet form, essentially no margins are required. Double spacing of text is usually not required.
   i. Address changes must be made by members as per C&E News. Address changes may be announced in the newsletter.
   j. The bill for preparation of the newsletter is sent directly to the treasurer.
   k. The newsletter and separates are sent by third-class mail to recipients within the United States (to reduce costs) and by air mail to overseas recipients (less expensive mailing is too slow). The membership dues of overseas members are higher to reflect this higher mailing cost.
   
2. Ordering Division Mailing Labels In December of each year the newsletter editor receives a label order form from the ACS Divisional Activities Office. Labels are ordered for three purposes:
   a. Division Newsletter - 3 sets, should be ready for use in March, July, and October, paid and unpaid members, Division affiliates and national affiliates, 4-up Cheshire style, mailed by geographical/zip code sequence
   b. Separates - 2 sets, for mailing abstracts prior to ACS national meetings, should be ready for use in March and July, paid and unpaid members, Division affiliates and national affiliates, 4-up Cheshire style, mailed by geographical/zip code sequence
   c. Ballot - 1 set, for election of one councilor and one alternate councilor each year, should be ready for use in October, paid and unpaid members only (affiliates cannot vote), 4-up Cheshire style, mailed by geographical/zip code sequence The bill for the mailing labels should be sent to the secretary-treasurer. The mailing labels are kept at ACS offices since they handle all mailing for the Division.
   
3. Other Uses of Division Mailing Labels
   Under certain circumstances may be used for non-profit purposes at a cost of approximately $250 for the complete mailing list.

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MEMBERSHIP CHAIRMAN

Overall Responsibility:

To promote membership in the Division and to process Division membership applications.

Specific Duties:

1. Ensure that an application for membership gets included in every publication of the newsletter, the BIOTechnologist.
   
2. Notify ACS (Manager, 1 Member and Subscriber Services, Chemical Abstract Services, Department #84, P.O. Box 3337, Columbus, OH 43210; Telephone: 1-800-333-9511) of new members and affiliates, together with their address and telephone/fax number. The original, signed membership application forms should be sent to ACS.
   
3. Contact the manager (see above) before the national meeting for updated information on the current numbers of members and affiliates of the Division and report this at the executive committee meeting.
   
4. Send letters of welcome to new members, together with other information pertaining to the Division (e.g., a copy of the newsletter, details of the next technical program).
   
5. Actively solicit new members from academia, government, and industry at least once a year. This should be done by sending mailings to appropriate personnel (e.g., university professors whose graduate students are likely Division members).

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GENERAL NOTES AND SUGGESTIONS

1. Persons nominated to the positions of chairman-elect and long-range program coordinator should have significant experience dealing with divisional or other ACS business. Candidates could include former/current officers of the Division and former program chairs.
   
2. It is suggested that access to good administrative help is a prerequisite for the position as secretary/treasurer.
   
3. Nominees for councilor/alternate councilor should be former officers of the Division with considerable experience of conducting divisional/ACS matters. Re-nomination of councilors for further terms of office is encouraged.
   
4. Effective communication between officers of the Division is essential for the smooth administration of the Division's business.
   
5. Encourage the participation and involvement of all the membership in running the business of the Division.
   

ACKNOWLEDGEMENTS

The administrative assistance of D. J. Weaver of Oak Ridge National Laboratory in the preparation of the original (1993) version of this manual is gratefully acknowledged. Oak Ridge National Laboratory is managed by Martin Marietta Energy Systems, Inc., for the U.S. Department of Energy under contract DE-AC05-84OR21400. The assistance of Sally J. Cameron in the preparation of the 1995 draft is also gratefully acknowledged.

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