Standing Committees

Personnel & Nominations
Purpose:

The Personnel and Nominations Committee (CPN) develops qualified slates of candidates for the elected Division offices, the Board of Publications and the Exams Institute Board of Trustees, and identifies and maintains an ongoing list of candidates who are willing to serve the Division, not only as elected officers, but also on committees, task forces or in other capacities.

Composition:

 A committee chair (appointed by the Division chair), the Division secretary/councilor and 6-8 additional members chosen to represent the broad spectrum of Division membership. Because of the nature of this committee most members will have sufficient experience within the Division to be aware of potential Division members who would be strong advocates of the Division's mission, goals, programs, and activities. The committee chair will balance this need for both experience and inclusiveness in nominating committee members for approval by the Division chair.

Term of Office:

 The committee chair serves a three-year term and may have previously served as a committee member. Committee members are appointed for three-year terms, and terms are staggered with two or three new appointments each year to ensure continuity. Committee members may be appointed for a second three-year term, and although there are no by-law limits to serving more than two terms, there is a tacit recognition that the committee's membership should to be renewed on a regular basis. The committee reports directly to the Division Executive Committee.

Responsibilities:
  • Identify the elected Division offices that need to be filled in the following calendar year.
  • Draft a call for nominations for the elected Division offices and forward it to the Division newsletter editor and to participants of the Executive Committee.
  • Consult with the prior chair of the Nominations Committee to identify previous candidate considerations and to obtain any available documents on names and qualifications of potential candidates
  • Communicate with ALL potential candidates to both determine their willingness to stand for election and their ability to attend Division meetings during their terms of office and also to inform them of the responsibilities of the position with respect to time, travel, and ex-officio responsibilities on other committees and/or boards.
  • Inform candidates that they will be required to submit biographical material and candidate's statements to the secretary by MAY 15, the deadline required by the Division bylaws for publication to the membership
  • Hold a conference call or in-person meeting of the entire committee to prepare the necessary slate of candidates for the elected offices based on the input received from the committee, the Executive Committee, and other members of the Division. Ideally, the slate will have two eligible, qualified candidates for each elected office to be filled.
  • Hold extensive e-mail correspondence with the committee to develop the slates of candidates for vacancies on the Board of Publication of JCE and the Board of Trustees of the Examinations Institute. Eligibility for board positions requires that the candidates have experience with the Journal of Chemical Education (e.g., author, reviewer) or with the Exams Institute (e.g., member of an exams committee) respectively.
  • Present the slates of candidates to a closed session of the Executive Committee
  • Present the slate of candidates for elected offices to an open session of the Executive Committee at the spring national meeting prior to the year the candidates will assume office.
  • Announce the slate of candidates for the Board of Publication and the Examinations Institute to the closed session of the Executive Committee. Selection will take place by the Executive Board members in the closed session and the names of the selected members are announced in the open session of the Executive Committee.
  • Recommend division members for committee appointments by keeping an ongoing list of members who are willing to serve. Committee appointments are made generally by meeting with the secretary/councilor, the past chair and the chair elect in the fall ACS meeting of the year prior to the year in which the appointments are made.
Timetable:

January:

  • The committee chair forwards the call for nominations for Division positions that need to be filled by membership vote during the year to the Webmaster for posting on the Division web page. If serving as chair for the first year, consult with the prior year's CPN chair to obtain the names and background information of potential candidates. Contact the CPN committee and ask for nominations for the respective positions. The committee chair submits the committee annual report to the Division secretary by February 1st to assist in the preparation of the Division annual report. Note: The committee's annual report is the responsibility of the chair who served during the year covered by the report. The report should include an accounting of the past year's planned goals and objectives, as well as those planned for the coming year.

February:

  • The committee chair submits items to the Division chair for inclusion on the spring Executive Committee agenda. Draft a list of potential qualified candidates for positions on the Executive Committee. Members of the committee contact potential candidates to determine their willingness and ability to serve and provides them with details on the positions including the responsibilities they will assume. The committee meets through a teleconference to develop a slate, with at least two candidates for each position.

March:

  • The committee chair or other members of the committee contact the candidates on the slate to confirm their willingness to serve and to inform them that they must submit biographical information and/or election statements to the secretary/councilor by May 15. The committee chair prepares a report of the slate of candidates for presentation at the Executive Committee at the spring national meeting of the Society.

March/April:

  • The committee chair presents the slate of candidates to both the closed and open sessions of the Division Executive Committee and Division meetings held at the spring national meeting of the Society. Solicit nominations for committee memberships from attendees during the Executive Committee meeting.

June

  • The committee corresponds through e-mail to prepare a list of potential candidates for vacancies in the following year in the Board of Publication of JCE and the Board of Trustees of the Examinations Institute. Ideally, the slate will have two eligible, qualified candidates for each board office to be filled. Contact potential nominees to ascertain their willingness and ability to serve on these boards.

July:

  • The committee chair submits items to the Division chair for inclusion on the fall Executive Committee agenda. The committee selects the final slate of two candidates per position for those vacancies in the Board of Publication of JCE and the Board of Trustees of the Examinations Institute.

August/September:

  • The committee chair presents the slate of nominees for the vacant board positions for a closed-session election by the Executive Committee at its meeting at the fall national meeting of the Society. The committee chair announces the results of the Executive Committee election at the open meeting of the Executive Committee and at the Division meeting. The committee chair solicits nominations for committee memberships from attendees during the Executive Committee meeting.

September:

  • The committee chair identifies all Division positions that need to be filled by membership vote for the following calendar year. He or she prepares a call for nominations and forward it to the editors of the Newsletter and the Journal of Chemical Education for publication in the Winter Newsletter and the January issue of the Journal. The committee chair participates in a meeting with the chair, chair-elect, and secretary about committee appointments for the following year. This meeting is usually held during the Fall ACS Meeting.

December:

  • The chair forwards to the Division secretary any documents of long-term value not needed by the chair in the fulfillment of his or her duties. The chair sends thank-you letters to all committee members who have completed their terms of office. If completing his or her term of office, the committee chair prepares the files for transfer to the incoming chair no later than January 1. The committee chair begins drafting the committee annual report and accounting of finances for submission to the Division secretary in January. Note: The committee annual report should include an accounting of the past year's goals and objectives, as well as those planned for the coming year. If there is a change in committee chair, the outgoing chair drafts the portion of the report that refers to the past year and the incoming chair drafts the plan for the coming year.

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