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
- Approve conference theme & request conference graphic for board review from CPC
- 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 - Prepare 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 publisher about change of President and Board Liaison, if applicable
- Review draft of Board minutes
- Send thank-yous to organizational sponsors
- Begin process of identifying organizational sponsors for the next annual conference
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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 key action items and due dates to Board list ASAP
- Order letterhead
- Send supply of letterhead to each PPC member; check with chairs of all committees and Board members about stationery needs
- When new Secretary takes office, send Proceedings publisher name and address information so that their records can be updated (e.g., publisher sends Secretary copies of proceedings reviews for distribution to the Board)
- 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
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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
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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)
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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 committee/task force lists to reflect new committee assignments. Deadline: 4-6 weeks after conference
- Update committee member listings on NASIGWeb. Deadline: 4-6 weeks after conference
- Update volunteer form to reflect new Vice President and President. Deadline: 4-6 weeks after conference
- Edit NASIG-L Welcome file to reflect new ECC membership and changes in NASIGNET resources. Edit NASIGNET document on NASIGWeb. Deadline: 4-6 weeks after conference
- Send a message to all committee chairs reminding them to review the content of their list archives to determine if any need to be retained when ECC purges the list archives in a few weeks.
- Purge NASIG-L subscribers list (remove non-renewed members and check addresses against D&D-supplied membership list)
- Coordinate posting of call for papers announcement and revised membership brochure on NASIGWeb
- Consider/discuss plans for program proposals for next year's conference, e.g. preconference
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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 | - Allow plenty of time to read and edit the papers and reports. A typical deadline for paper submission is 4 to 6 weeks after the conference. You will have several weeks to edit the papers because the manuscript is due to Taylor & Francis in mid-December. Begin reading papers as soon as you receive them. Contact authors about suggested changes or clarifications as soon as you realize you need them. Decide on a method of managing the editing before you get the papers.
- Send a gentle reminder a week in advance of the deadline to those who have not yet submitted papers. If you send one email and copy all authors, be sure to BCC each author to ensure privacy.
- Contact authors who have missed the deadline as soon as they have missed the deadline. You don't have to be pushy, but you do have to find out when they plan to submit their papers; keep email or other correspondence about this topic. Ask your Board Liaison for assistance in either contacting or talking to an author whose paper and/or copyright form is late. Keep Board Liaison informed at all times; let Liaison contact late authors if you prefer.
- If you discover you will not be receiving an expected paper from a speaker, contact the Newsletter Reporter of that session as soon as possible. Ask the Reporter if s/he is willing to expand her/his Newsletter Report for the Prooceedings.
- Create the front matter portion of the manuscript (Introduction, Table of Contents, About the Editors, Board list, PPC member list, lists of award winners, poster sessions, and conference registrants list). Some editors do the Table of Contents or write the Introduction after editing all the papers. See Appendix I for Front Matter and TOC.
- Get list of Poster Sessions and abstracts from the NASIG Conference site for inclusion in the Proceedings. Copy and paste into a Word document and format as needed.
- Get list of Registrants from the Conference Registrar in Excel format.
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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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