Standing Committees

Program
Purpose:

 The Program Committee plans, develops, and implements the Division's technical programs.

Composition:

The committee consists of a chair appointed by the Division chair and approved by the Division Executive Committee. The members of the committee are nominated by the committee chair and approved by the Division chair. The committee chair nominates as many members as necessary to ensure that the Division's programming requirements are met. Qualified committee members are selected to provide a broad representation of the Division membership (high school, community college, four year college, university, informal education, etc.) in order to ensure that the Division's programs meet the diverse needs and interests of its members. Committee members serve are expected to serve as symposia organizers and meeting co-chairs during their terms of office.

Term of Office:

The chair serves a three-year term. The committee members also serve three-year terms, and their terms are staggered to ensure continuity. At the end of the committee chair's second year in office, he or she nominates a member of the committee to serve as assistant chair. Upon approval of the nomination by the Division chair and the Executive Committee, the assistant chair serves during the current chair's third year in office, and assumes the role of chair at the beginning of the following calendar year.

Responsibilities:
  • Schedule committee meetings to be held at the spring and fall national meetings of the Society. Additional meetings may be scheduled at the discretion of the committee chair.
  • Communicate with the Division secretary to make sure that committee meeting rooms are requested at national meetings.
  • Identify topics for future Division symposia. Topics should be selected with due consideration given to the various interests represented by Division members, to the timeliness of the topic, to the Society President's initiatives, to recent past symposia held on the topic by any ACS Division, and to the availability—and willingness—of a symposium chair to organize the symposium.
  • Identify symposia topics at least two years in advance in order to secure the best possible participants, to raise funds if necessary, to make travel arrangements, etc.
  • Coordinate sponsored and co-listed symposia with other ACS Divisions, secretariats, and committees.
  • Pursue cooperative programming ventures with related scientific societies following established ACS procedures described in the ACS Handbook for Planners of National Meeting Technical Programs
  • Pursue Division participation in the Pacific Rim conferences and other intersociety meetings in which the ACS participates.
  • Coordinate efforts with the meeting co-chairs to produce the best quality program possible. Urge symposium organizers to carefully review abstracts prior to acceptance, to invite a variety of speakers, and to provide guidance to speakers with regard to the use and creation of visual aids, etc.
  • Coordinate efforts with the meeting co-chairs to give timely information to symposium chairs about their duties and obligations.
  • Coordinate efforts with the meeting co-chairs to use OASYS and/or email communication to inform speakers of the times, dates and locations of their presentations.
  • Work closely with the ACS staff person assigned to OASYS to resolve all programming issues (duplicates, conflicts, etc) relating to the Final Program.
  • Coordinate with on-site ACS staff with the operational details of the CHED technical sessions, e.g., that the meeting rooms are suitable, that adequate seating is provided, and that all audiovisual equipment is available and working properly.
  • Coordinate efforts with the meeting co-chairs to send thank-you letters to symposium chairs after each meeting. Urge the chairs to in turn thank their speakers.
  • Report on technical sessions to ACS Headquarters.
  • Onsite or after each national meeting ensure that all symposia attendance reports are promptly submitted to ACS Headquarters staff.
  • Establish and maintain a working relationship with the ACS Office of Meetings, Expositions, and Divisional Activities.
  • Provide, as requested, the semiannual information regarding future Division symposia that is published in C&EN under "Call for Papers for National Meetings and the ACS Meetings Calendar."
  • Submit a preliminary program for each national meeting of the Society.
  • Submit the final program, with a complete set of abstracts, for each national meeting of the Society in which the Division participates.
  • Provide the Division Executive Committee with reports on the committee's activities.
  • Establish liaison relationships with the Division's committees, Public Relations officer, and Newsletter and Journal of Chemical Education in order to coordinate activities.
  • Encourage submission of publication-quality manuscripts of papers presented at Division symposia to appropriate ACS or Division journals.
  • Attend the annual Program, Planning, and Coordination conference (P2C2).
  • Attend the Program chairs' luncheon sponsored at each national meeting of the Society by the Committee on Meetings and Expositions.
  • Establish working relationships with other Division Program chairs.
Timetable:

January:

  • The chair submits the final program for the Division technical sessions to be held at the spring national meeting of the Society. The call for papers is published in C&EN and on the ACS Web site. 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.
  • The chair ensures that all arrangements for Division meetings/events at the spring national ACS meeting of the Society have been arranged.

January/February:

  • Preliminary program for the spring national meeting of the Society is published in C&EN and on the Web.

February:

  • The committee chair distributes an agenda to all committee members for the meeting scheduled to be held at the spring national meeting of the Society. A committee report is submitted for review at the Division Executive Committee meeting. Submit items to the Division chair for inclusion on the spring Executive Committee agenda.

February/March:

 

  • The committee meets at the spring national meeting of the Society. The program co-chairs manage all operational details at the Division technical sessions held at the spring meeting (the suitability of the meeting rooms, adequate seating, that the audiovisual equipment is adequate and functioning, etc.). The committee chair reports on the technical program at the Division Executive Committee meeting. The committee chair or a representative attends the Program chairs' luncheon sponsored by the Committee on Meetings and Expositions. The committee chair ensures that the meeting chairs have submitted symposia attendance forms for the Division's spring technical sessions to ACS Headquarters.

April:

  • The committee chair distributes the minutes and action items of the spring meeting to all committee members. The committee chair sends thank-you letters to all symposia chairs; symposia chairs send thank-you letters to all speakers.

May:

 

  • The chair submits to ACS Headquarters the final program for the Division technical sessions to be held at the fall national meeting of the Society.

June:

  • The preliminary program for the fall national meeting of the Society is published in C&EN.

July:

  • The final program for the fall national meeting of the Society is published in C&EN and on the ACS Web site. The call for papers is published in C&EN. The chair submits items to the Division chair for inclusion on the fall Executive Committee meeting agenda and distribute the agenda and schedule for the committee meeting to all committee members and ensures that memoranda of agreement have been signed for all joint, cosponsored, and co-hosted meetings scheduled for the fall meeting.

July/August:

  • The chair submits (1) to the Division Chair a committee report for review at the Executive Committee meeting to be held at the fall national meeting of the Society; (2) to the Treasurer a budget request for the following calendar year; and (3) to the Division chair a list of candidates for committee membership to replace those who are completing their terms of office in the current calendar year.

August/September:

  • The committee meets at the fall national meeting of the Society. Committee members who are completing their terms of office in the current calendar year are recognized and thanked. Meeting co-chairs manage all operational details at the Division technical sessions held at the fall meeting (the suitability of the meeting rooms, seating arrangements, that the audiovisual equipment is adequate and functioning, etc.). The committee chair reports on the technical program at the Division Executive Committee meeting. The committee chair or a representative attends the Program chairs' luncheon sponsored by the Committee on Meetings and Expositions. The committee chair ensures that the meeting chairs have submitted symposia attendance forms for the Division's fall technical sessions to ACS Headquarters.

September:

  • The committee chair distributes minutes and action items from the fall committee meeting to all committee members. The committee chair sends thank-you letters to all symposia chairs; symposia chairs send thank-you letters to all speakers. The chair updates the Division's input to the ACS call for papers and submits it to ACS Headquarters. The chair submits descriptions of upcoming programs, symposium chair contact information, and abstract deadlines to the Division newsletter editor and the editor of the Journal of Chemical Education.

October/November:

  • The committee chair attends the Program, Planning, and Coordination conference (P2C2).

December:

  • The chair submits symposia highlights, along with the preliminary program for the Division's technical sessions planned for the spring national meeting of the Society and requests location preferences, meeting rooms, poster sessions, Sci-Mix, and all other forms necessary for the spring meeting to ACS headquarters. The chair contacts the ACS media group regarding potential newsworthy Division symposia and submits program highlights for the spring meeting to the Division Newsletter editor and the editor of the Journal of Chemical Education. The chair sends thank-you letters to all committee members who have completed their terms of office. 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. 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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