Committee on Divisional Activities (DAC) Publications

DIVISIONAL CODE OF PRACTICE

I. Introduction

Incorporated by the Congress of the United States of America in 1938, the American Chemical Society (ACS) has been chartered with the significant national responsibility of fostering public welfare and education, aiding the development of the Country's industries, and adding to the material prosperity and happiness of U.S. citizens through: the promotion of research in chemical science and industry; the improvement of qualifications and usefulness of chemists via the creation of high standards of professional ethics, education, and attainment; the increase and diffusion of chemical knowledge; cooperation with scientists worldwide; and through the promotion of scientific interests and inquiry via its meetings, professional contacts, reports, papers, discussions, and publications. In essence, the Society has been chartered to encourage in the broadest and most liberal manner possible, the advancement of all branches of chemistry. And because chemistry is a multifaceted, interdisciplinary science, the Society has established a mechanism by which ACS members who have a common interest in a specific branch of chemistry may organize a group known as an ACS Division, in order to focus upon, develop, and strengthen that branch of chemistry. Indeed, the American Chemical Society strongly believes that its Divisions are one of the essential resources through which the Society organizes its activities, fulfills Members' needs and expectations, and ensures the Society's continuing growth and financial health. Of equal importance, ACS recognizes that Divisions are a critical resource through which the future leaders of the Society are identified, encouraged, and developed. And, together with other ACS bodies, it is upon the Divisions that the ultimate fulfillment of the Society's charter relies.

II. Purpose

The Society believes that the elected Officers of its Divisions, together with all those who volunteer their time and energy to Division activities, must strive to meet the commitments that they have made when volunteering their services, and that they must consciously act as responsible role models for those who will follow in their footsteps. The Society also recognizes that it has an obligation to provide assistance to those Members who have accepted such leadership responsibilities. Therefore, the Council Committee on Divisional Activities (DAC), charged by ACS to ensure and enhance the total combined effectiveness of the Divisions and the Society, has developed this Code of Practice to provide guidelines that will assist the Officers, Committee Chairmen, and others who volunteer their services to the Divisions in their efforts to build strong and healthy organizations.

DAC recognizes that the needs and expectations of ACS Members are not equivalent across all Divisions and that common activities or equal weights on similar activities across Divisions are neither to be expected nor required. However, certain common activities are required across all ACS Divisions in order for them to fulfill their role in meeting the objectives of the ACS Charter. Additionally, if ACS Divisions are to successfully meet their individual Membership needs, however unique, fundamental good business practices are required. These business practices and common activities are reflected in the guidelines contained in this Code of Practice.

It is recommended that this Code of Practice be widely adopted by ACS Divisions as a point of reference in the development of their short and long-term plans, in the training of their future leaders, and in the ongoing self-evaluation of Division performance. Indeed, DAC believes that acceptance, implementation, not adherence to this Code of Practice will not only help ensure the future strength and viability of ACS Divisions and therefore that of the Society, but will also ensure the future strength and viability of the Country by which the Society was chartered and which it serves.

III. Division Activities

ACS Divisions have the dual responsibility of meeting the specific needs and expectations of their unique special interest groups while also meeting the more global objectives of the Society. These global objectives These global objectives flow from the ACS Charter through the Divisions to the Members and, to the extent that these objectives are fulfilled by each Division, strength flows back to the ACS Body as a whole. The major activities through which a Division fulfills its dual responsibilities are as follows:

• Recruitment of members, both to the Society and to the Division
• Service specifically geared to the needs and expectations of Division Members in order to both attract and retain them.
• Technical Programs that meet the interests of and are accessible to the majority of Division Members
• Educational Programs that facilitate the maintenance of professional competency
• Outreach Programs that serve to diffuse chemical knowledge and promote scientific interests to a broad audience
• Cooperative Efforts on the local, national, and international level - including inter-Society cooperation - in order to maximize resources in the diffusion of scientific research
• Administrative and Financial policies and procedures that ensure that a Division is sufficiently sound, both organizationally and financially, in order to organize, support, and fund its activities

Underlying all of the above is the basic requirement that each Division fully understands the current needs and expectations of its Membership, and that those needs and expectations are reflected in the Division's programs and activities.

IV. Divisional Support of the ACS Charter

The chart below visually describes how these Divisional Activities contribute to the fulfillment of the objectives contained in the Society's Charter, and how these activities may result in tangible deliverables that satisfy Member needs and expectations:

V. Guidelines

The following guidelines have been developed to assist ACS Divisions in their continuing efforts to support their special interest groups and the Objectives of the Society as a whole.

Basic Foundation: Identification of Member Needs and Expectations

ACS Divisions are established to meet the specific needs of a group of Members within the Society. Therefore, in order for Divisions to fulfill their objectives the must first fully understand the current needs and expectations of their Membership and they must adapt to the change in those needs and expectations as the science of chemistry and its supporting technologies evolve. It is recommended that ACS Divisions, at least tri-annually, identify their members' needs and expectations through a survey or other means. The results should be reflected in the Division Mission Statement; they should be used to identify the mix of activities in which the Division will invest its resources as well as the relative emphasis that will be placed on each activity; and they should be used to support the Division's planning processes, both short-term (1 year) and long-term (3 year). It is also recommended that Divisions regularly contact Members who do not renew membership to determine the cause of resignation so that any real or perceived deficiencies in a Division's support of its Membership can be corrected.

A. Recruitment

Pro-active recruiting is essential for the replenishment of natural membership turnover and for the generation of an adequately-sized talent pool from which future Division leaders can be identified and developed. Indeed, a continual decline in Membership is problematic to a Division's future health. Therefore, it is recommended that reasonably-aggressive recruitment activities that are in alignment with a Division's Mission be established as part of its annual budget/planning process each year.

B. Service

Service programs that are in alignment with the needs and expectations of the majority of a Division's Members are essential, not only to support recruitment activities, but also to aid in Member retention. Therefore, it is recommended that programs be developed or enhanced to meet the specific requirements of a Division's special interest group. Service programs should address the fact that only a small percentage of a Division's Members can regularly attend National ACS meetings, and therefore other mechanisms for Division-Membership interaction is required.

C. Technical Programs

Technical Programs play a significant role in supporting ACS objectives and in meeting Membership needs. They provide a venue for broad dissemination of scientific discovery, both through oral transmission of information and through the papers, journals, and books that result. Because technical programs are such an integral part of scientific communication, it is strongly recommended that Divisions develop a formal planning structure and clear procedures that facilitate the development of programs that meet their Members' requirements for content, quality, timeliness, and frequency. And while the need for timely topics is essential to a meeting's success, it is recommended that Divisions identify tentative topics for future meetings two to three years in advance to ensure an ongoing pipeline of program content and to allow for adequate preparation. Additionally, technical programs should be developed for local and regional meetings to ensure that all Division Members have reasonable access to them.

D. Educational Programs

Maintaining professional competency is essential to members of the Society. ACS Divisions, each recognized as having significant expertise in their specialty area, are a major resource to all ACS Members. It is recommended that Divisions develop continuing education programs that will help to ensure the ongoing professional competency of their own constituency as well as that of all interested ACS Members. As with technical programs, educational events should be developed for local and regional meetings for increased accessibility.

E. Outreach Programs

Chemistry is a multifaceted, interdisciplinary science, yet there are threads of common interest woven throughout the fabric of the society and with other Scientific Societies worldwide. It is recommended that Divisions share their expertise within ACS through cosponsored programs and join Divisional/ Committee projects, and that Divisions look beyond the confines of ACS, to other Scientific Societies, and to the community-at-large, in order to promote the value of chemistry to society and encourage chemistry as a chosen career.

F. Cooperative Efforts

The activities of each Division are limited by the labor and funding resources available to it. Cooperative efforts, both within the society at the local, regional, national, and international levels and with other Societies, maximize the resources available and facilitate the widest possible dissemination of scientific research. It is recommended that Divisions pro-actively seek and/or create opportunities for cooperative projects both within and external to the Society.

G. Administrative and Financial Structure

In addition to a clear understanding of Members' needs and expectations, essential ingredients for the long-term health and viability of a Division are a solid organizational structure, a set of clear administrative policies and procedures, and a group of committed, fiscally-responsible Leaders who are experienced in the Division's activities, and who are capable and willing to represent the interests of the Divisions' Membership. It is recommended that Divisions develop an organizational structure, with appropriate committees, task forces, etc. that ensures attention to the activities required to meet their Members' needs as well as those of the Society. The organization should be supported by a policy/procedures manual so that every elected Officer or committee volunteer fully understands their responsibilities. Procedures should be established to ensure continuity of knowledge through a Division's life cycle; i.e. set terms for committee chairs, staggered rotation of committee members, service as an assistant Chair prior to taking over a committee, etc. In essence, it is recommended that Divisions view themselves as financial organizations that must run on basic good business principles if they are to remain viable in the long-term.

The ACS Council Committee on Divisional Activities is committed to assist all Divisions in the implementation of this Code of Practice. For more information contact the American Chemical Society, Office of Divisional Activities, 1155 16th Street, N.W., Washington, DC 20036.