Late June/July |
| President | - President should review Strategic Plan periodically throughout the year. (All Board Liaisons and committee chairs should also review the document periodically throughout the year.)
- Incoming President sets timetable for Board Liaison reports
- Review draft of Board minutes
- Follow up on action items from June Board meeting
- Receive conference theme from CPC and forward to board for review. Instruct CPC to begin work on conference logo
- Write to publisher requesting that the annual payment be sent to the current Treasurer
- Call for agenda items from board members for July/Aug conference call, when applicable.
- Work with Secretary on agenda for conference call and send to board.
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| Vice President | - Work with ECC to update committee volunteer form on NASIGWeb
- Review draft of Board minutes
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| Past President | - Work with N&E Committee to start the process
- Write proceedings publisher about change of President and Board Liaison, if applicable
- Review draft of Board minutes
- Send thank-you notes to organizational sponsors
- Begin process of identifying organizational sponsors for the next annual conference
- Coordinate with CPC Co-chairs and Conference Coordinator on Organizational Sponsorship and Vendor Expo set up and logistics
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| Secretary | - Prepare minutes of the Board meeting and of the annual business meeting and send first draft to President, Past President, Vice President for review; second draft to Board for review and final copy to Newsletter Editor-in-Chief (Aug. 1 deadline)
- Send action items and due dates to Board list ASAP
- Order letterhead
- Check with chairs of all committees and Board members about stationery needs
- Keep track of any Board decisions made via board-l; these will be added to next minutes
- Send a printout of the Board's packet of information to the Archives (or send files via email)
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| Treasurer | - Begin to wrap up conference finances
- Get bank signature card for incoming President
- Work with D&D to revise membership renewal form
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| Liaisons | - All Board Liaisons and committee chairs should review the Strategic Plan periodically throughout the year to insure compliance and progress
- All Board Liaisons should remind their committee chairs to submit announcements for "What's New"
- Each liaison should work with committee co-chairs to insure that the Committee Chairs Leadership Development documents is being followed
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Conference
Coordinator | - Work with sites selected at June board meeting to set up site visits. Coordinate with Site Selection Committee in the site visit planning
- Work with CPC on any logistical issues for the coming year’s conference
- Assist in fall board meeting logistics and any needed contract negotiations
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| COMMITTEES |
| All committees | - All committee chairs should review the Strategic Plan periodically throughout the year to insure compliance and progress
- Review the content of the Committee's list archives to determine if any need to be retained when ECC purges the list archives in a few weeks
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| A&R | - Follow up with student grant recipients on reports for newsletter (Aug. 1 deadline)
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| CPC | - Outgoing CPC works with Treasurer to wrap up conference finances
- Outgoing CPC works with Board Liaison to review CPC manual, make revisions and updates, add new sample forms etc. for next CPC Chair (Aug. 1 deadline)
- Incoming chair(s) consult with PPC about conference site: physical facilities, distances, AV, time limitations, etc.; discuss schedule goals with PPC chair(s)
- Incoming co-chairs makes committee task assignments
- Incoming co-chairs coordinate with Past President on Organizational Sponsorship and Vendor Expo
- Incoming co-chairs start theme and logo discussions with PPC and board
- Approved theme is used to have conference logo created for discussion and board approval
- Post conference date, location and hotel information to conference website by July 1
- Review Annual Conference tab on NASIG website for revision and updating
- Consult with Pub/PR on conference PR process
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| D&D | - Work with Treasurer to revise membership renewal form
- Send ECC list coordinator printouts or electronic files: (1) of all non-renewals; and (2) all current members. Listings to include name, institutional/organizational affiliation, and e-addresses
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| ECC | - Update executive board, committee/task force websites, email addresses and listservs to reflect new officers and committee assignments. Deadline: 4-6 weeks after conference
- Update website (CMS rights for board and committee members
- Send message to all committee chairs reminding them to review their committee homepages and to test their listservs and/or email addresses to ensure that they are working properly
- Assist Nominations & Elections in setting up nomination submission form and in retrieving nominations
- Call for conference photos to be added to photo sharing tool (e.g. Flickr)
- Update the historical data on the History page
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| EAC | - Tabulate data and prepare report for Board and newsletter (Aug. 1 deadline--may be difficult to meet, so may have to aim for Nov. 1 deadline for December newsletter)
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| Newsletter | - Publish special issue if committee annual reports were not published in the May issue
- Decide on publication cycle for the year (4 issues or 5)
- Post deadline for Sept. issue to chairs-l and board-l (Aug. 1)
- Gather submissions for Sept. issue
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| N&E | - Review call for nominations form for accuracy (e.g. check to make sure that correct offices for current election year are noted) and get revised form mounted on NASIGWeb
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| Proceedings | - Receive papers and copyright forms from authors. The paper deadline is generally 6 weeks after the conference. Send a reminder one week in advance of the deadline
- Contact authors who have missed the deadline as soon as they have missed the deadline. If an author cannot fulfill his/her responsibilities, having a backup recorder work from an audio-recording or contacting the newsletter reporter and asking him/her to expand his/her report are two options to consider. Keep Board Liaison informed of progress collecting late papers
- Upload papers into Google Docs and begin editing process. Refer to the Proceedings Editors' Manual for more information
- Get list of poster sessions and abstracts from the PPC
- Get list of registrants from the conference registrar
- Save electronic copies of copyright agreements and reconcile any differences in title among the copyright agreement, title of the program, and title of the report
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| PPC | The PPC calendar is set up with the assumption that the conference will be held in May; if held at another time, appropriate adjustments should be made - The First Call for Proposals and Program Ideas is written up
- Web-based form for program proposal submission is updated and tested
- Review Quick and Dirty Evaluation Report
- Consult with CPC about conference site--physical facilities, number of available rooms, time limitations, etc.
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