Chair

Term of Office: 
Three years, one year as chair-elect followed by one year as chair and one year as past chair. The chair-elect, elected by full and affiliate members of the Division, automatically succeeds to the office of chair on January 1 of the calendar year immediately following the year as chair-elect.
Responsibilities: 

The primary responsibility of a Division chair is to ensure that the business of the Division is carried out properly and expeditiously. The chair is the leader of the Division and must ensure that all Division officers, as well as the non-elected leaders, are performing their assigned duties and meeting deadlines. The chair fulfills his or her responsibilities through exemplary performance of the following activities:

  • Chair meetings of the Executive Committee and the Division business meeting.
  • Execute the decisions (resulting from majority vote) of the Executive Committee and the Division Membership.
  • Remain in ongoing contact with all Division officers and committee chairs to determine the status of activities.
  • Replace (as dictated by Division bylaws) leadership positions that are vacant or that are not being properly filled by incumbents.
  • Review Division correspondence to ensure compliance with Division (and ACS) policies.
  • Forward copies of correspondence to the chair-elect (for continuity), past chair and, as appropriate, to the Division secretary.
  • Communicate to Division members throughout the year via appropriate channels, such as the Division Web site, the newsletter, etc.
  • Serve as the official Division contact with ACS Headquarters, and other ACS bodies except where specifically provided for by ACS regulations or other provisions. Ensure that the Division's activities are in compliance with ACS policies and that requests from ACS Governance and other ACS Divisions and committees, etc. are fulfilled.
  • Following meetings or as otherwise appropriate, send thank-you notes, congratulatory messages, etc. on behalf of the Division (Thank-you notes should always be sent for services rendered or courtesies received!)
  • Schedule meetings, prepare agendas, request reports for, and preside at the Division Executive Committee meetings and business meetings. Invite all those expected to attend such meetings (committee and task force chairs, etc.) In the absence of an Executive Committee member, be prepared to present his/her report. Executive Committee meetings are held at each national meeting of the Society and may be held more frequently at the discretion of the Division chair.
  • Ensure that the Division is represented during an ACS national meeting at all sessions related to the interests of Divisions (Division officers' caucus, open meetings of the Committee on Divisional Activities, secretary/treasurer/Membership chair forums, newsletter editors' meetings, etc.)
  • Ensure Division councilor representation at each Council meeting.
  • Review secretary and treasurer annual reports for accuracy and comprehensiveness prior to submission to the Office of Divisional Activities and Division members.
  • Ensure that the treasurer, secretary and other appropriate Division members (e.g. Chairs of Boards of Publications, and Trustees of the Examinations Institute) are bonded.
  • Review, along with the Executive Committee, the Division's mission statement, goals and objectives, and the overall planning process. If such a plan/process is not in place, the chair should initiate the activity.
  • Review the Division's Procedures Manual annually for the section(s) relevant to the office of Division chair and submit recommended changes to the Executive Committee.
  • Ensure that the Division's activities are in alignment with the Society's plans and objectives.
  • Appoint committee chairs and committee members whose membership is not otherwise provided for. Complete all appointments prior to the calendar year in which they will assume office.
  • Establish a strong working relationship with the Office of Divisional Activities.
  • Establish ad hoc committees or task forces (in accordance with Division bylaws) to address specific topics/issues.
  • Disband ad hoc committees and task forces with thanks when their specific task is completed.
  • Work with the treasurer and finance committee to ensure the financial health of the Division through budget reviews and analyses of other financial reports.
  • Upon completion of term of office, ensure that all relevant files have been transferred to the incoming chair, and that key documents of potential long-term value that are not needed by the incoming chair are sent to the secretary.
  • Notify all candidates of the election results immediately after the ballots are tallied.
  • Perform other duties as prescribed by the Division bylaws.

Note: The Division chair should use the most recent edition of the Information Digest for Division Officers as a reference on ACS policies and procedures regarding Division elections, financial reporting, sources of funding for Divisions, annual reports, etc. Sample forms and practical examples are included in the document.

Timetable: 

January:

  • Order past chair pin and/or plaque, if presented in the spring.
  • Prepare chair's message to members for Web site, newsletter, etc., and submit to the secretary and/or editor of the newsletter who is responsible for the dissemination of such information.
  • Work with Division secretary in the preparation of the Division annual report. (The Division chair who served during the year that is covered by the report is responsible for working with the secretary.)
  • Review the Division annual reports prepared by the Division secretary and treasurer. Promptly forward changes, corrections, etc. Review revised report and approve prior to submission to the Office of Divisional Activities on or before March 15.
  • Ensure that memoranda of agreement have been signed for all cosponsored (joint, co-hosted) Division meetings that are scheduled for the spring national meeting of the Society. Work with the Division secretary to prepare and mail the agenda for the spring Executive Committee meeting, and also for the Division business meeting, if it is to be held in the spring.
  • Schedule a Long-Range Planning Committee meeting in the spring prior to the Division Executive Committee meeting.

March/April:

  • Chair Division Executive Committee meeting at the spring national meeting of the Society and Division business meeting.
  • Fulfill other responsibilities at the national meeting as prescribed in the duties of Division chair.2
  • Attend or ensure Division representation at the Division officers' caucus and Division officers' dinner.
  • Raise specific Division issues, if any, at the open meetings of the Committee on Divisional Activities.
  • Remind secretary, treasurer, Membership chair, and newsletter editor to either attend or ensure that there is Division representation at relevant meetings scheduled by the Committee on Divisional Activities.
  • Present past chair pin at the spring national meeting.

April:

  • Complete follow-up activities from the spring national ACS meeting (e.g. thank-you notes, send list of action items to Executive Committee members).

June

  • Prepare chair's message to members for Web site, newsletter, etc. and forward message to the Division leaders (Webmaster, Newsletter editor) responsible for the dissemination of such information to members.
  • Request agenda items for the Executive Committee meeting from Division officers and committee chairs. Remind them to submit reports for review at the Executive Committee meeting.

July:

  • In cooperation with the Division secretary, prepare and distribute the agenda and requisite reports for the Division Executive Committee meeting to be held at the fall national meeting of the Society and the Division business meeting.

July/August:

  • Schedule long-range planning committee meeting at the fall national meeting, separate from the Executive Committee meeting.

August/September:

  • Chair the Division Executive Committee meeting at the fall national meeting of the Society.
  • Recognize and thank all members who are completing their terms of office in the current calendar year.
  • Review draft budget for the following calendar year with the Division Executive Committee, adjust as necessary, and obtain formal Executive Committee approval of the budget.
  • Fulfill other responsibilities at the national meeting as prescribed in the duties of Division chair.
  • Attend or ensure Division representation at the Division officers' caucus and Division officers' dinner.
  • Raise specific Division issues, if any, at the open meetings of the Committee on Divisional Activities.
  • Remind secretary, treasurer, Membership chair, and newsletter editor either to attend or to ensure that there is Division representation at any relevant meeting scheduled by the Committee on Divisional Activities.
  • Review the Division procedures manual for the section(s) relevant to the Office of Division chair.

September:

  • Complete follow-up activities from fall national ACS meeting (thank-you notes, send list of action items to Executive Committee members, reports on technical sessions to ACS Headquarters, if not assigned to another Division leader, etc.)
  • Appoint new committee chairs for those committees where the current chair is finishing his/her term of office. Upon receipt of recommendations from committee chairs, confirm appointments for new committee members who will assume office in the following calendar year.

December:

  • Send thank-you notes to Executive Committee members, committee chairs, etc. for support during the year and to all Executive Committee members and committee chairs who have completed their terms of office. Weed files. Forward all original documents of potential long-term value to the Division secretary, make a copy, if needed, for fulfillment of the chair's duties and responsibilities. Coordinate transfer of office to incoming chair. Begin to work with Division secretary on the Division annual report. Note: The annual report should include an accounting of the past year's goals and objectives, as well as those planned for the coming year. The outgoing chair should draft the portion of the report that refers to the past year and the incoming chair should draft the plan for the coming year.

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