This manual summarizes policies and procedures established by the Board of Publication (hereafter, the “BoP”), a subsidiary of the Division of Chemical Education, Inc., American Chemical Society (hereafter, the “Division”) and approved by the Division Executive Committee. The Board is charged with the management of the Journal of Chemical Education (hereafter, the “Journal”) and the Chemical Education Xchange (hereafter, the “ChemEd X”) as well as other functions as described in the bylaws of the Division or as charged by the Executive Committee. The Board shall establish policies for all aspects of the Journal and ChemEd X operations, including fiscal management and appointment of an Editor-in-Chief (hereafter, the “EiC”). Within the framework of policies outlined in this manual, the Editors of the Journal and ChemEd X are responsible for operational procedures required to carry out the functions of each publication.

The Board of Publications (BoP) acts on behalf of the Division to support the publishing missions of the Journal and ChemEd X, whose combined audience represents the entire spectrum of chemistry education professionals. In collaboration with the American Chemical Society, the BoP safeguards the interests of the Journal with respect to its operations and reach. The BoP prioritizes fiduciary responsibilities in supporting the needs of the Journal, ChemEd X, and its collective audience. BoP builds leadership ensuring that the Board is comprised of qualified and dedicated DivCHED members and supports activities and/or entities that promote the publication mission of the Division of Chemical Education.

Operations Manual Review 
Board recommended adjustments will be formalized by amendment at a scheduled Board meeting. The amended manual will be recommended to ExCom for endorsement. After endorsement, the Board may amend the manual at any time, but a complete review will occur every three years. The chair of the Board of Publication will report to Executive Committee about amendments or revisions. 

Board Membership* 
The BoP shall consist of nine voting members, three of whom serve in an ex-officio capacity and six other Division members appointed by ExCom. Members must be in good standing with the Division, with status verified each calendar year by the Division Secretary and/or the Division Executive Assistant. Ex-officio members shall be officers of the Division: (1) the Chair-Elect, Chair, or Immediate Past Chair whose election occurred in a year divisible by three, (2) the Chair-Elect, Chair, or Immediate Past Chair whose election occurred in a year divisible by three with a remainder of one, and (3) the Secretary of the Division. The ex-officio members serve concurrent with their Divisional terms. All Board members serve a three-year term unless appointed to fulfill a remaining term.

*Membership is specified by Division Bylaws.

Board Officers (*Some conditions specified by Division Bylaws.) 
Chair*: The BoP shall choose a Chair from its appointed members to serve a two-year term. In the absence of the Chair of the BoP, the Chair of the Division or, if the Chair of the Division is not a member of the BoP, the Immediate Past-Chair, shall convene the BoP. The Chair shall be elected at the BoP meeting immediately preceding the Fall ACS National meeting in even numbered years to serve for the following two calendar years (for example, election in August 2024 for service from January 2025 to December 2026). In the event that the Chair position is vacated before the end of the elected term, the acting chair shall arrange an election to fill the unexpired term. The Chair shall report to ExCom all activities of the BoP. The Chair may designate another BoP member or the Editor to report in his or her absence. The Chair is a voting member of the Executive Committee. 

Treasurer: The Treasurer will be an appointed member of the BoP, appointed by the Chair with the consent of the Board. The term will be two years from the date of appointment. The Treasurer may serve up to six consecutive years. The Treasurer serves at the pleasure of the Chair with the agreement of the BoP and may be removed from that position (but not from the Board) by the Chair at any time. The Treasurer has responsibility for managing financial accounts and statements for the BoP, and reporting at BoP meetings. The Treasurer keeps physical and electronic copies of contractual agreements memoranda of agreement with institutions, and the co-publishing agreement with the American Chemical Society. The Treasurer will be a member of the Division Financial Committee. 

Secretary*: The Secretary of the Division shall serve as Secretary of the BoP. Duties shall include keeping records of all meetings of the Board including the task of taking minutes at each meeting. The Secretary will also hold any BoP documents not held by the Treasurer. In the absence of the Secretary, the Chair shall assign the task of taking minutes to another BoP member.

Meetings 
The BoP is required (by Division bylaws) to meet at the Fall ACS National meeting, but in practice it meets at both the Fall and Spring ACS National meetings. In the event that a Spring meeting is not held, actions that would normally take place at that meeting will be slated for the next scheduled meeting. A quorum shall exist when five of the voting BoP members are present at a scheduled meeting. 

When BoP action becomes necessary between scheduled meetings, the Chair may request that such action be carried out by e-mail or other electronic means. Any action taken shall be summarized by the Chair and appended to the minutes of the next scheduled meeting. If action needs to be taken electronically between scheduled meetings, five or more of the voting Board members must be involved.

Responsibilities 
On behalf of the Division, the BoP manages the Journal and ChemEd X and its associated educational activities. The BoP negotiates, maintains, and implements the co-publishing agreement for the Journal with the American Chemical Society through ACS Publications. The BoP maintains an agreement with the EiC of ChemEd X who serves for a stated term at the Board's discretion.

The Division of Chemical Education Board of Publication (BoP) supports the publication mission of the Division by supporting the business operations of the Journal and ChemEd X. In an effort to build leadership in the Division and ensure that the BoP is comprised of qualified and dedicated DivCHED members, the BoP have implemented a program whereby Board Associates are invited to participate in two consecutive BoP meetings. 

1. Prior to the Spring National Meeting, each voting Board Member can nominate up to two candidates to be a Board Associate for the following academic calendar year. The Board Associate will be expected to participate in two Board meetings and will be reimbursed for travel expenses in accordance with the Division policy. All nominees must meet the criteria established as requirements for Board membership and must not have previously served on the Board as a voting or ex officio member. 
2. Prior to the nomination process each Spring, names will be harvested from CPN. The Chair of the Board will present viable candidates at the Spring meeting. 
3. At the Spring National Meeting, each nominator will provide a brief bio and rationale for the nominee to be shared with the rest of the Board. The names of nominees will not be public information: Board discussions must be in closed session. 
4. Considerations will include a diverse pool of candidates. The process will embrace inclusion and respect for diverse people, experiences, and ideas. 
5. If the Board agrees on the pool of candidates, a ranking vote is taken. The top candidates are invited to participate as Board Associates starting in the Fall and serving during the academic year. A maximum of two Board Associates should be serving at any given time. 
6. The position of Board Associates will be advertised to the Division Membership each Fall. The Division Executive Assistant will forward to the Chair the names of any members who express interest in being a Board Associate. Members may also express their interest in being considered for nomination as an Associate by directly contacting the Board Chair. The Board Chair will forward this list to the Board. The decision to put a name forward is the decision of the Board member. 
7. Any member may continue to directly self-nominate for consideration for a position on the Board of Publications through the Division website.

The BoP shall appoint an Editor-in-Chief (EiC) who upholds responsibilities as stipulated in the ACS publication agreement related to the Journal. The EiC shall carry out the activities of the Journal in accord with established policies and contractual agreements. The EiC has sole responsibility for editorial decisions, including appointment of associate editors or editorial advisors. The EiC must be a tenured faculty member at an academic institution and must be a member of the ACS and the Division. 

The EiC is expected to report to the Board twice each year at the Spring and Fall national meetings of the Society or by electronic correspondence. The bylaws of the Division specify that the EiC shall be a non-voting, ex-officio member of ExCom. 

Term: The EiC is appointed to a five-year term. Based on a positive review by the BoP, the EiC may be re-appointed for either a full five-year term or a partial-term extension.

Periodic Performance Review: In year three of the EiC’s term of appointment, a formal review will be conducted as prelude to a decision on reappointment the following year. The primary purpose of this review is to assess the performance of the Journal, to determine the EiC’s interest in being reappointed to an additional term, to review strengths and weaknesses of current operations, and to consider proposals to strengthen the Journal and its operations during the next five-year period. The EiC will prepare a report concerning the aforementioned matters. This report shall be sent to all BoP members at least two weeks prior to the review meeting. BoP members should communicate questions and concerns to the Chair no later than one week prior to the review meeting. 

In the event that the BoP finds the EiC’s progress in meeting the objectives to be unsatisfactory, the BoP will initiate the search process for a new EiC. 

In the event that the EiC resigns, or is incapacitated, or judged to be performing inadequately by BoP review, an Interim Editor will be appointed by the Board Chair. 

Appointment of Editor 
The BoP is responsible for appointing the EiC of the Journal. This process involves the action of a Search Committee charged with bringing a recommendation to the BoP. The goal is for the search process to be completed within twelve months. 

Appointment of a Search Committee: The Chair shall appoint a search committee of at least four members. The members shall be chosen from the BoP, members of ExCom, past BoP members, and/or individuals whose expertise could be useful to the Search Committee. In particular, because of the publishing agreement with ACS, ACS Publications Office will be asked to nominate one representative to the Search Committee. 

Actions of the Search Committee: The Search Committee, in conjunction with the current EiC and Managing Editor, will draft an advertisement for the position. After BoP approval, the advertisement will be placed in appropriate journals, websites, and/or other communication media. At the same time, the Search Committee will identify candidates who should be encouraged to consider applying. 

Each applicant will receive a packet containing information concerning present operations and the responsibilities of the EiC. Candidates will be asked to prepare a directed resume that addresses issues raised in the packet. Letters of support from the candidate’s home institution are encouraged. 

The Search Committee will discuss, develop, and prioritize evaluation criteria for candidate review. Comments from other members of the BoP and ExCom will be considered as input for this process. These criteria are to be used to evaluate each applicant. The list of finalists shall be shared with the BoP. The Search Committee will interview each finalist in person, ideally as part of a national meeting. The Search Committee will confer afterwards and craft a recommendation to the BoP. The recommendation, with supporting data, will be made to the BoP in closed session. The recommendation need not be unanimous. 

Actions of the Board After Receiving the Recommendation: The BoP will vote either to accept or reject the recommendation of the Search Committee. If the BoP accepts the recommendation, the Chair will extend an offer to the Editor designee as soon as possible, and follow up with a draft contract specifying the terms of the offer. If the designee accepts, the Chair will inform the other finalists of the decision as soon as possible. If the recommendation of the Search Committee is rejected, the BoP will take appropriate action to insure a timely appointment of the EiC. Regardless of the outcome, the Chair of the BoP will inform the Chair of the Executive Committee. 

Editor Changing Institutions 
If the EiC is being considered as a finalist for a position at another institution, they are expected to communicate that possibility to the BoP Chair who will maintain appropriate confidentiality of the process. 

Incapacitation of the Editor 
The Chair of the BoP will be notified immediately if the EiC becomes incapacitated and cannot carry out the responsibilities. The Chair will notify the other BoP members. The BoP will appoint an Interim Editor, using the Associate Editors as first choice candidates. A search for a new EiC will be initiated.

The BoP shall appoint an Editor-in-Chief (EiC) of the Chemical Education Xchange (ChemEd X), who is responsible to uphold responsibilities as stipulated in the contract between the BoP and EiC. The EiC shall carry out the activities of ChemEd X in accord with established policies and contractual agreements. The EiC has sole responsibility for editorial decisions, including appointment of ChemEd X community editors or editorial advisors. The EiC also has full control of the day-to-day operations of ChemEd X and its editorial team. EiC responsibilities include appointment, evaluation, stipends, and continuance decisions of team members within the constraints of BoP policies. 

Membership: The EiC must be a member of the ACS and the Division. 

Term: The EiC is appointed to a five-year term. Based on a positive review by the BoP, the EiC may be re-appointed for either a full five-year term or a partial-term extension. 

Reports: The EiC is expected to report to the BoP twice each year at the Spring and Fall national meetings or by electronic correspondence. 

Periodic Performance Review: In year three of the EiC’s term of appointment, a formal review will be conducted as prelude to a decision on reappointment the following year. The primary purpose of this review is to assess the performance of ChemEd X, to determine the EiC’s interest in being reappointed to an additional term, to review strengths and weaknesses of current operations, and to consider proposals to strengthen ChemEd X and its operations during the next five-year period. The EiC will prepare a report concerning the aforementioned matters. This report shall be sent to all BoP members at least two weeks prior to the review meeting. BoP members should communicate questions and concerns to the Chair no later than one week prior to the review meeting. 

In the event that the BoP finds the EiC’s progress in meeting the objectives to be unsatisfactory, the BoP will initiate the search process for a new EiC. 

In the event that the EiC resigns, or is incapacitated, or judged to be performing inadequately by BoP review, an Interim Editor will be appointed by the Board Chair.

Appointment of Editor 
The BoP is responsible for appointing the EiC of ChemEd X. This process involves the action of a Search Committee charged with bringing a recommendation to the BoP. The goal is for the search process to be completed within twelve months. 

Appointment of a Search Committee: The Chair shall appoint a search committee of at least four members. The members shall be chosen from the BoP, members of ExCom, past Board members, and/or individuals whose expertise could be useful to the Search Committee. 

Actions of the Search Committee: The Search Committee, in conjunction with the current EiC, will draft an advertisement for the position. After BoP approval, the advertisement will be placed in appropriate journals, websites, and other media outlets. At the same time, the Search Committee will identify candidates who should be encouraged to consider applying. 

Each applicant will receive a packet containing information concerning present operations and the responsibilities of the EiC. Candidates will be asked to prepare a directed resume that addresses issues raised in the packet. Letters of support from the candidate’s home institution are encouraged. 

The Search Committee will discuss, develop, and prioritize evaluation criteria for candidate review. Comments from other members of the BoP will be considered as input for this process. These criteria are to be used to evaluate each applicant. The list of finalists shall be shared with the BoP. The Search Committee will interview each finalist in person, normally at a national meeting. The Search Committee will confer afterwards and craft a recommendation to the Board. The recommendation, with supporting data, will be made to the BoP in closed session. The recommendation need not be unanimous. 

Actions of the Board Upon Receiving the Recommendation: The BoP will vote either to accept or reject the recommendation of the Search Committee. If the BoP accepts the recommendation, the Chair will extend an offer to the EiC designee as soon as possible, and follow up with a draft contract specifying the terms of the offer. 

If the designee accepts, the Chair will inform the other finalists of the decision as soon as possible. If the recommendation of the Search Committee is rejected, the BoP will take appropriate action.

Incapacitation of the EiC 
The Chair of the BoP will be notified immediately if the EiC becomes incapacitated and cannot carry out the responsibilities. The Chair will notify the other BoP members. The BoP will appoint an Interim Editor-in-Chief, using the ChemEd X Community Editors as first choice candidates. A search for a new EiC will be initiated.

The ChemEd X EiC is responsible for all editorial aspects of ChemEd X including managing editorial teams, making editorial decisions, and overseeing the day-to-day operations of ChemEd X and its editorial team. In addition, the EiC will oversee the functions of an independent company (referred to as third party) whose main tasks involve the technical aspects of operating, maintaining, and developing new features for the platform on which ChemEd X operates.

The third party contracted by the BoP will be responsible for operating and maintaining, according to industry standards, a platform to deliver the digital services of ChemEd X.

Since the bylaws of the Division specify that the EiC shall be a non-voting, ex-officio member of ExCom, the EiC will serve as the liaison between the Division and the third party to specify the responsibilities of said party and to monitor the performance of said party.

The EiC of ChemEd X will work with other members and staff of the Division via the Division Digital Experiences Committee (formerly Web Committee). The Digital Experiences Committee will be responsible for identifying a suitable third party, communicating Division needs and desires for its digital experiences to the third party, and monitor the performance of the third party.

Financial Authority 
The BoP Chair and Board Treasurer are authorized to make disbursements necessary for the functioning of the Journal and ChemEd X, subject to audit by the Board. 

Fiscal Year 
The fiscal year is the calendar year. 

Budget Preparation and Approval 
The BoP Treasurer prepares a budget for each calendar year and presents the budget for the forthcoming year to the Board for its approval at the Fall ACS meeting. The approved budget will be reported to the Treasurer of the Division. This budget may include line items for conducting the business of the BoP, as specified below. 

Budget Amendment 
The BoP is free to adjust expenditures to adapt to changing conditions during the budget year. Any decision that constitutes a budget adjustment of more than $5000 requires consultation with the BoP and approval of a motion for the expenditures. A majority vote of the BoP is necessary for approval of any change. 

Financial Reporting 
The Editors and Treasurer present financial reports for the previous calendar year to the Board at the Spring ACS meeting. This report contains profit/loss statements, balance sheets, investment summary, and implications for future budgeting. Copies of these reports are provided to the Division Treasurer to provide information for filing of Division tax return. Normally, the Division Finance Committee will meet at the Spring ACS meeting to coordinate closing the books on the previous fiscal year. 

Audit 
In the absence of a comprehensive Division audit, an external firm will conduct an audit of the Journal every two years, or as necessitated by the Division, and with the change to a new EiC. The audit report shall be distributed to the Board and the Editor. The Board will discuss the report, and appropriate actions recommended by the auditing firm will be pursued. A copy of the report will be placed in the files held by the Treasurer and a copy provided to the Division Treasurer.

Operating Accounts 
Accounts necessary for the day-to-day operation of ChemEd X will be maintained by its EiC or designated staff. Accounts necessary for compensation will be maintained by the BoP Treasurer. The Treasurer and ChemEd X EiC will collaborate on reconciliation of accounts. 

Reserve Accounts 
The financial reserves are controlled by the Board through the Treasurer and invested in accounts independent from the operating accounts. 

Investment Strategies 
The BoP will develop an investment policy statement to guide investment strategy and decisions. The BoP will review and adjust its financial investments as necessary to protect the interests of the Journal and ChemEd X. Assets must be invested through a professional firm that has a strong credit rating. The firm must offer portfolio management services to actively coordinate the Board’s investment strategy, including a tax planning strategy and the avoidance of unnecessary fees. The investment strategy should reflect asset allocation to include appropriate cash, income, and growth needs. 

The Treasurer and Chair will both have independent permission to deposit and withdraw assets. Significant movement of funds must be approved by the BoP. Reports from the investment firm will be summarized and shared with the BoP at each national meeting, or as required by the Board. 

Intellectual Property 
Under the co-publishing agreement with ACS, the Journal is protected by copyright, which would be enforced by the Society. Otherwise, for materials and products external to the agreement (for example, Chemed Xchange products), the BoP is charged with establishing protections and enforcing infringements.

Insurance 
The Division must provide Criminal Activity insurance coverage and Directors & Officers Liability coverage. 

Board Expenses 
In order to comply with IRS guidelines, cash advances, expenses, and reimbursements will be closely coupled in time and supported by appropriate documents. ChemEd X EiC manages all expenses associated with operation of ChemEd X. The Treasurer manages all expenses associated with functions of the BoP. The Chair must approve any payments to the Treasurer.

Travel Expenses* 
Reasonable travel expenses for board members will be reimbursed for conducting official business at national meetings. This includes up to two night’s lodging (at hotels with rates in range of ACS approved hotels), transportation, and up to two days of incidental and food expenses at the federal per diem rate. When flying, this includes coach airfare and ground transportation. When not flying, this can include expense of train, bus, rental car, or personal vehicle (at the federal mileage rate). The Division will support the travel of Executive Committee members, excluding the Chair of the Board of Publication. It is expected that members will attempt to keep travel expenses at reasonable levels. Reimbursement requests must also report other Division or ACS sources of support for travel.

Travel expenses for the Editors of the Journal and ChemEd X should be included in their operating budgets. This should be sufficient to allow the Editors and any essential staff to attend the ACS national meetings and additional professional events necessary for operation of the Journal and ChemEd X.

Eligibility and Responsibility 
Requests for sponsorship will be considered only at ACS national meetings, if they are addressed to the board in writing, come from a not-for-profit entity (no individuals), and indicate how sponsorship will be advertised. Verbal requests will not be considered. If the entity making the request is also requesting sponsorship from DivCHED and/or the ACS Examinations Institute, it must be noted in the request to the BoP along with amount of funds requested from the other organization(s). For entities obtaining sponsorship, a brief report regarding the supported event must be sent to the BoP Chair within a month afterwards, describing how the sponsorship funds were spent along with outcomes of note. Funds are normally expected to be spent within 18 months of the decision to fund a sponsorship request. 

Purpose of Contribution 
The BoP will support activities and/or entities if the funds are used to advance the publication mission of the Division and/or provide visibility for the Journal and/or ChemEd X. 

Procedure 
Requests for contributions will be presented to the entire board along with the treasurer’s assessment of availability of funds. Assuming a second, the BoP will discuss the request using the following criteria: 

• Will it increase visibility of the Journal and/or ChemEd X (e.g., through marketing materials, web presence, etc.)? 
• Will it stimulate reader, subscriber, author, and/or reviewer participation in the Journal and/or ChemEd X? 
• Will DivCHED members benefit from the sponsored activity? 

The BoP may amend the requested amount of funds or attach additional conditions. The Treasurer will provide input on the financial impact of the contribution, if made. The Treasurer will also report sponsorships the Board has made over the past four years including the amount funded and any indication of potential impact from the sponsorship. 

Sponsorship Conflicts of Interest 
If a BoP member has an interest in a proposed sponsorship with the organization in the form of a significant personal financial interest in the transaction or in any organization involved in the sponsorship, or holds a position as trustee, director, or officer in any such organization, he or she must make full disclosure of such interest before any discussion or negotiation of the transaction and abstain from decision‐taking actions. If a conflict, or the potential appearance of a conflict exists, the BoP member must recuse themselves by not influencing, attempting to influence, or participating in that discussion and/or vote.

When amendments are made, a superscript reference number will be placed in the document where the change was made, and then a citation of the motion will be listed in this section. 

A. Amended March 21, 2015 “Endorsement” replaces “adoption” 
B. Amended March 21, 2015 Treasurer’s term specified
C. Amended May 14, 2018 Updated Treasurer appointment term, added Sponsorship policy, added Board Associates policy 
D. Amended August 17, 2024 in its entirety.