NASIG Working Calendar

Late June/July	November	March
August	December	April
September	January	May
October	February	June/Conference

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 Submit President's Corner to Newsletter Editor-in-Chief (Aug. 1 deadline) 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
Vice President	Work with ECC to update committee volunteer form on NASIGWeb Review draft of Board minutes
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 Post call for papers announcement to e-mail discussion lists immediately after conference; re-post call to NASIG-L (first posted in May)
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
Treasurer	Begin to wrap up conference finances Get bank signature card for incoming President Work with D&D to revise membership renewal form
Liaisons	All Board Liaisons and committee chairs should review the Strategic Plan periodically throughout the year to insure compliance and progress
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.
A&R	Follow up with student grant recipients on reports for newsletter (Aug. 1 deadline)
CPC	Sends evaluation forms to EAC immediately after conference Send audiotapes of plenary and concurrent sessions to Proceedings Editors 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)
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
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
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)
Newsletter	Publish special issue Gather submissions for Sept. issue (Aug. 1 deadline)
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
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 by the end of 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 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. Make notes on file folders of when late papers are expected. Be persistent. Ask your Board Liaison for assistance in either contacting or talking to an author whose paper is late. Keep Board Liaison informed at all times; let Liaison contact late authors if you prefer Allow plenty of time to transcribe audiotapes of presentations (if necessary). As mentioned earlier, audiotapes cannot be relied upon and transcription is a very time-consuming process. 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 Proceedings Create the front matter portion of the manuscript (introduction, table of contents, about the editors, board list, PPC member list, lists of award winners, editor biographies, conference registrants list). Some editors do the Table of Contents or write the Introduction after editing all the papers. Recorders and speakers can change and sometimes co-authors who are not at the conference are involved in the version of the paper submitted for the Proceedings. See Appendix I for Front Matter and TOC
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.
August
Board	Liaisons contact chairs to discuss budget, goals, etc.
President	Review and distribute the preliminary conference and preconference evaluation reports to PPC and CPC Touch base with PPC chair(s) regarding proposals Touch base with Board Liaison to Proceedings, Proceedings Editors, and publisher to ensure everything is on track Late in the month, requests updates from liaisons/chairs about summer activities Work with Past President, Treasurer, PPC chair(s) and CPC chair(s) to wrap up conference finances
Vice President	Follow up on site selection, arrange visit to final sites with Site Selection Coordinator
Past President	Send final evaluation tabulations to current and past Board members, past PPC, past CPC, and the Archivist Send letters of appreciation to previous year's Board members, PPC, CPC, previous year's committee chairs and selected other members who contributed significantly to the organization during the past year Work with President, Treasurer, PPC chair(s) and CPC chair(s) to wrap up conference finances
Secretary	Update NASIG Working Calendar Keep track of any Board decisions made via board-l; these will be added to next minutes
Treasurer	Work with President, Past President, PPC chair(s) and CPC chair(s) to wrap up conference finances Issue conference finances report to Past President, President, PPC chair(s) and CPC chair(s)
COMMITTEES
All committees	Review and revise schedules for coming year and communicate these to committee members and Board Liaisons
A&R	Send grants and awards publicity to designated journals and e-lists
CPC	Select/appoint committee members in consultation with President Consult with PPC about conference schedule
CEC	Begin planning Fall workshop(s)
D&D	Produce membership renewal/directory update form and mail first class by Aug. 31
EAC	Prepare preliminary conference and preconference evaluation reports and send to President
ECC	Update events calendar and links for online version of newsletter issue, when requested by Newsletter Editor-in-Chief
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
Proceedings	Continue the editing process
PPC	Publicize First Call for Proposals and Program Ideas through NASIG Publicist Brainstorm program ideas and potential speakers Contact potential Vision speakers Begin planning conference schedule Divide up committee responsibilities Submit Newsletter article to Editor
September
Board	Remind committee chairs/liaisons that budget request forms will be due by Oct. 1 (send copies of request to Board Liaison, President and Treasurer)
President	Call for agenda items for Fall Board meeting Confirm arrangements for Fall Board meeting Prepare agenda Work with Treasurer to prepare annual budget
Past President	Confer with N&E chair about procedures
Secretary	Keep track of any Board decisions made via board-l; these will be added to next minutes Begin making arrangements for Fall Board meeting Update NASIG Working Calendar
Treasurer	Send budget request forms and previous year's committee expense reports to committee chairs Consult with committee chairs about new year's budget Consult with PPC and PPC Board Liaison about speaker expenses budget Work with President to prepare annual budget and review actual expenses from previous year Prepare financial report for Fall meeting Work with ECC to determine if contract for NASIGNET ISP will be renewed Check on VeriSign certificate status at the end of September/early October.
COMMITTEES
All committees	Consult with Treasurer and committee members about new year's budget (due Oct. 1)
CPC	Make committee assignments and communicate these to Board Liaison, Secretary, and President Gather information for budget Begin work on preliminary draft of local information for conference brochure Begin work to select souvenir options
ECC	Co-chairs and Board Liaison will review level of and satisfaction with service from NASIGNET ISP and initiate any necessary changes in consultation with Board Liaison (and Treasurer, if applicable)
Newsletter	Publish Sept. issue on NASIGWeb
N&E	Confer with Past President about procedures Send reminder to NASIG-L about nominations for offices
PPC	Have NASIG Publicist send out a reminder about the Call for Proposals Review conference evaluations Submit PPC Budget Discuss speaker budget with PPC liaison
Proceedings	If necessary, enlist the aid of the PPC and the board liaison to obtain late papers
October
Board	Attend Fall Board meeting (scheduled for October or November)
President	Submit President's Corner (due Nov. 1) Chair Board meeting (may be held in November) Prepare call for Newsletter Editor-in-Chief and set up task force to review applications, IF editor will not be continuing another year (call to go in Dec. newsletter, Nov. 1 deadline)
Vice President	Coordinate final site selection report with Site Selection Coordinator Prep call for volunteer announcement for Dec. Newsletter (Nov. 1 deadline)
Secretary	Keep track of any Board decisions made via board-l; these will be added to next minutes Begin making arrangements for midwinter Board meeting Send a printout of the Board's packet of information to the Archives Update NASIG Working Calendar
COMMITTEES
All committees	Submit budget requests to Treasurer, President, and Board Liaison by Oct. 1
A&R	Send grant and award announcements and applications to Newsletter Editor-in-Chief for December issue (Nov. 1 deadline) Work with ECC to post grant and award announcements and applications to NASIG-L and NASIGWeb
CPC	Make committee assignments and communicate these to Board Liaison, Secretary, and President Co-chairs attend Fall Board meeting (scheduled for October or November) Continue work on draft of conference brochure Continue work on souvenir selection Post skeletal conference website and add details as they become available. Post conference website with any available conference information and add information as it is available
D&D	Send out renewals by Oct. 1 with Nov. 15 deadline; update database as renewals are received
Newsletter	Gather submissions for Dec. issue (Nov. 1 deadline) Editor attends Fall Board meeting (scheduled for October or November)
N&E	Close of solicitation for nominations (Oct. 15) Review nominees' qualifications Pre-screen nominations for obvious eliminations (e.g. members of N&Ewho agreed not to become candidates, absolutely no prior NASIG conference attendance or participation, etc. according to rating criteria) Check with D&D to insure that nominees are current members Check Bylaws Art. VII, Sect. 1 for compliance Contact nominees for position descriptions, candidate profile sheets, and resumes (due Nov. 15)
Proceedings	Complete the editing process Submit 2 paper copies of the manuscript, CD-ROMs containing the papers, front-matter, signed copyright forms, and the list of people who will receive complimentary copies of the Proceedings (this list is usually a spreadsheet containing names and full contact information). Send the manuscript by January 1. The earlier, the better Write a brief cover memo to Taylor & Francis indicating the content of the package you are sending them and any exceptional circumstances or problems with the manuscript. Taylor & Francis should also give you a cover letter checklist to fill out and send with the document. See Appendix F for examples Given that you will be dealing with approximately 500 pages of unnumbered manuscript, we suggest you take the manuscript to a professional print shop for copying unless you are proficient with photocopiers and have confidence in the capacity of your institution’s copiers Write a report for the NASIG Board’s Fall meeting. Your Board Liaison will request this from you; not sure of date. See Appendix H for sample reports, and use the Committee Report Template online at http://www.nasig.org/forms/index.htm Submit budget for next year’s Proceedings to board liaison, NASIG treasurer, and NASIG president (usually due on October 1). See Appendix G Send thank you letters or email to speakers and recorders. See Appendix B Work with Board Liaison to prepare call for Proceedings Editors and set up task force to review applications, IF editors will not be continuing another year (call to go out Nov. 1 with a due date of Dec. 1 for applications)
PPC	Distribute and vote on proposals and ideas from First Call for Proposals Write up and submit Second Call for Proposals (submission through NASIG Publicist) Submit Fall Board report Attend Fall Board meeting Finalize conference schedule
November
Board	Contact assigned committees to share Board decisions from Fall Board meeting and discuss action agenda items for midwinter meeting Attend Fall Board meeting (scheduled for October or November) Review PPC proposals and provide comment
President	Chair Board meeting (may be held in October) Review minutes Begin follow up on action items from Board meeting
Vice President	Review minutes Revise the volunteer form and send changes to NASIG webspinner to update
Past President	Review minutes
Secretary	Prepare minutes of the Board meeting, send 1st draft to President, Past President, Vice President for review; second draft to Board for review and final copy to Newsletter Editor-in-Chief (Feb. 1 deadline) Send key action items and due dates to Board list ASAP Keep track of any Board decisions made via board-l; these will be added to next minutes Update NASIG Working Calendar
Treasurer	Prepare final budget after Board meeting and submit copy to Newsletter Editor-in-Chief (Feb. 1 deadline)
COMMITTEES
CPC	Continue to work on draft of conference brochure Design registration form and make arrangements for its printing After Board meeting, obtain final conference schedule from PPC
D&D	Send out renewal reminders in early January
ECC	Update events calendar and links for online version of newsletter issue, when requested by Newsletter Editor-in-Chief Work with A&R on mounting of grant and award applications and announcements on NASIG-L and NASIGWeb
Newsletter	Gather and prepare submissions for Dec. issue
N&E	Review candidate profile sheets
PPC	Review all submitted proposals from the Second Call for Proposals Create a potential program depending on speaker contact Assign speaker liaisons Confirm with speakers on their willingness to present a program Estimate speaker reimbursement needs for Board liaison and Treasurer Submit final schedule and program to the Board by end of November Check with Proceedings Editors on due date for papers Update speaker letters and forms Submit Newsletter article to Editor
December
Board	Reviews final conference budget and confirms registration fees
President	Call for agenda items for midwinter meeting (held in January or February) Inform Board of Nominations & Elections Committee slate of candidates for the upcoming NASIG election Review draft of conference brochure and registration form
Vice President	Review draft of conference brochure and registration form Contact committee chairs to begin discussing existing committee appointments, co-chair possibilities, changes or updates regarding committee skill needs
Past President	Work with N&E to wrap up election ballot Review draft of conference brochure and registration form
Secretary	Work with PPC to notify proposers of papers that were not accepted for conference Keep track of any Board decisions made via board-l; these will be added to next minutes Update NASIG Working Calendar
Treasurer	Prepare financial report for midwinter meeting Review draft of conference brochure and registration form
COMMITTEES
CPC	Prepare draft of the conference brochure and registration form and share with PPC chairs, President, Vice President, Past President, Board Liaison, Treasurer
ECC	Work with Proceedings Editors to mount web version Coordinate mounting of volunteer form and link to annual conference site on NASIGWeb
Newsletter	Publish Dec. issue on NASIGWeb
N&E	End deliberations and finalize slate Submit slate to President/Board for approval
Proceedings	Review page proofs Review proof of cover for published proceedings vol. Work with ECC to mount web version Applications for new Proceedings Editors due Dec. 1 If need to select new Proceedings Editors for next year, Board Liaison should review applications with selection task force
PPC	Send out speaker letters Confirm AV needs with speakers Submit AV needs to CPC Submit program and schedule to Online Registration Team Send list of rejected proposals to NASIG Secretary Assign subgroup members Assign subgroup members Begin brainstorming potential Focused Vendor Demo topics Update all abstracts with speakers
January
Board	Attend midwinter Board meeting at ALA (sometimes in Feb.)
President	Prepare and mail agenda/packets to Board Chair Board meeting (sometimes in Feb.) 2nd review of registration brochure (if necessary) Prepare President's Corner (due Feb. 1)
Vice President	Prep call for volunteers announcement for March Newsletter (Feb. 1 deadline) Send NASIG-L message: Call for Volunteers 2nd review of registration brochure (if necessary)
Past President	2nd review of registration brochure (if necessary)
Secretary	Send a printout of the Board's packet of information to the Archives Keep track of any Board decisions made via board-l; these will be added to next minutes Update NASIG Working Calendar
Treasurer	2nd review of registration brochure (if necessary)
COMMITTEES
CPC	Finalize registration brochure and review with President, Vice President, Past President, Treasurer, Board Liaison, PPC chair(s) Get mailing labels from D&D and other organizations during first part of month Print brochure and registration form Submit final budget to President prior to Midwinter meeting Prepare article for Mar. issue of newsletter (Feb. 1 deadline) Chair(s) attend midwinter Board meeting at ALA (sometimes in Feb.) Make room reservations for speakers after list from PPC is received
CEC	Plan Spring workshop(s)
ECC	Update events calendar and links for online version of newsletter issue, when requested by Newsletter Editor-in-Chief
Newsletter	Gather submissions for Mar. issue
N&E	Send ballot to President
Proceedings	Update the Editors’ manual Editors for upcoming conference are selected. Write a report for the NASIG Board’s ALA Mid-winter meeting. Your Board Liaison will request this from you. See Appendix I for sample reports, and use the Committee Report Template online at http://www.nasig.org/forms/index.htm
PPC	Submit Winter board report Attend Winter board meeting Submit names of speakers and sessions to ECC, CPC (include abstracts), E&A, Proceedings editors, and the Board Write up the Call for Posters Finalize topic for Focused Vendor Demo and begin contacting potential parties Submit speaker room needs to CPC
February
Board	Contact committee chairs to share Board decisions from midwinter Board meeting and discuss action items Review officer descriptions in the directory/online and send to Vice-President by March 1
President	Prepare President's Corner (due Mar. 1) Review minutes Follow up on action items from midwinter meeting Work with Vice President and Site Selection Coordinator to start site selection process for future conferences, if applicable If need to select new Newsletter Editor-in-Chief for next year, review applications with selection task force
Vice President	Review minutes Remind liaisons to review committee charges with their chairs and submit any revised charges to the Vice President by Mar. 1 Send revised committee charges to D&D by Mar. 8
Past President	Review minutes
Secretary	Prepare minutes from Board meeting, send first draft to President, Vice President and Past President to review; 2nd draft to Board for review and final copy to Newsletter Editor-in-Chief (May 1 deadline) Send key action items and due dates to Board list ASAP Remind President to appoint a search committee for the Archivist if needed Keep track of any Board decisions made via board-l; these will be added to next minutes Update NASIG Working Calendar
COMMITTEES
All committees	Committee chairs review committee charges with liaisons; liaisons will submit revised charges to the Vice President by Mar. 1
A&R	Send second letters, announcements and student grant application forms to deans of schools of library and information science and other contacts
CPC	Mail brochure Post conference information on NASIG-L and other electronic discussion lists/newsletters Order souvenirs
D&D	Notify President, Vice-President, Secretary, ECC that directory information is due May 1 Receive revised committee charges from Vice President by Mar. 8
ECC	Send updated copy of Welcome file for NASIG-L to chair of D&D Committee for use in PDF membership directory
Newsletter	Prepare and mail March issue Prepare, mount, and index files for NASIGWeb
N&E	Mail ballot to members; deadline for return: Mar. 1
Proceedings	Send a file copy of the revised Editors’ manual to the Board Liaison, the NASIG president, the new editors, and Laura Sonnie at Taylor & Francis. The Board will review and notify the editors if further changes need to be made. Send a final file copy to the ECC chair to load on the NASIG Web site, and notify interested parties of its availability online Review the NASIG Committee Chairs Manual at http://www.nasig.org/organization/Committee_Chairs_Manual.htm. Review information on the NASIG Executive Calendar at http://www.nasig.org/public/execcal.htm Create draft announcements for pre-conference, vision, and tactics session recorders (use the examples included in this manual; revise as needed) Contact the Newsletter Editor to see if you can make the deadline to publish a call for recorders in the March and/or May NASIG Newsletter. See Appendix A for sample advertisements for each position. NOTE: Deadlines in 2006 are Feb. 1 for March issue and March 23 for May issue Review and edit previous year's Proceedings page proofs from Taylor & Francis. Note: Few substantive changes can be made at this point. You look for obvious errors, typos, incorrectly spelled names of speakers and recorders and you review the editing suggestions made by the Taylor & Francis copy editor. There is a short turnaround time for this review. You’ll need to do it within a week or two. Return page proofs to Taylor & Francis Contact Taylor & Francis about a site visit. See Appendix E for Taylor & Francis contact information
PPC	Send out Call for Posters Write up call for Informal Discussion Groups and User Group Lunches and discuss Guidelines Establish deadlines for handouts with CPC Confirm all reimbursement information with speakers Test the online registration system Write up registration instructions Submit hotel information to whoever will be handling hotel arrangements (check with Board liaison) Send registration reimbursement information to Registrar Send Treasurer reimbursement information for all speakers Submit Newsletter article to Editor
March
Board	Liaisons review committee charges with committee chairs and submit revised charges to Vice President/President Elect by Mar. 1
President	Review proceedings contract; if contract is up for rebidding, work with Board to select a publisher for next proceedings (usually done approximately every 3 years) Attend UKSG conference (usually in April) Send call for parliamentarian to NASIG-L Work with Vice President to select PPC chair(s) for next conference
Vice President	Work with President to select PPC chair(s) for next conference Confirm committee reappointments with chairs/liaisons Send committee rosters and chairs list to D&D (May 1 deadline) Appoint committee chairs for next year
Secretary	Keep track of any Board decisions made via board-l; these will be added to next minutes Update NASIG Working Calendar
Treasurer	Begin collecting registration monies and forwarding registration forms to conference registrar
COMMITTEES
A&R	Deadline for applications is Mar. 1 (some years has been Feb. 15) Chair copies applications and mails to committee members Committee members review applications and make preliminary selection; then final selection
CPC	Deal with registration Begin to finalize certain arrangements (food, entertainment, etc.)
D&D	Update membership information for directory and be prepared to dump and edit membership database and indexes Apr. 15
ECC	Update events calendar and links for online version of newsletter issue, when requested by Newsletter Editor-in-Chief
N&E	Ballot deadline Mar. 15 Tabulate ballots, notify President and Vice President who notify Board in confidence Notify candidates
Proceedings	Discard audiotapes; discard permission to tape forms sent to you by PCC Send signed copyright forms to archivist or have Taylor & Francis send the copyright forms to the archivist Write the annual report for the June newsletter (submit to newsletter editor by May 1). See past newsletters for sample reports, and refer to the Committee Report Template online at http://www.nasig.org/forms/index.htm Outgoing editor(s) should notify Taylor & Francis of new Proceedings editorial team (giving contact information) and contact new editors about Taylor & Francis representatives Post call for recorders on NASIG-L. See Appendix A Contact Program Planning Committee co-chairs to request names, addresses, telephone and fax numbers, and email addresses for all speakers (vision session, strategy session, pre-conference, tactics session). Ask PPC to include the name of the PPC Liaison to each speaker. The Liaison generally has personal contact with the speaker and so can be a good source of information for the Editors if a problem arises Ask recorders to supply a list of their session preferences to aid in assigning recorders.  If necessary, contact Conference Planning Committee co-chairs or Registrar for list of conference registrants for sessions still needing recorders.  Sometimes, volunteers need to know if they have been granted an assignment in order to get funding for the conference; try to give these people a answer as to whether or not you want them to record a session--even if you’re not sure what session it will be
PPC	Send out a reminder on Call for Posters Select poster sessions and send rejection letters Send out call for Informal Discussion Groups and User Group Lunches Send out registration instructions to speakers Send out handout instructions to speakers Ask for volunteers to introduce sessions Finalize Focused Vendor Demo handouts and specifications
Site Selection	Review potential sites in assigned region Collect information on those sites and begin preliminary site selection checklists
April
President	Request chairs/liaisons to collaborate on annual committee reports due May 1 to Board Liaison, President, Newsletter Editor-in-Chief, and Archivist Review Strategic Plan activities Ask committee chairs whether they will hold meetings at conference and give results to Secretary and CPC chair(s) Submit President's Corner (due May 1) Work with conference evaluation form preparers to review/revise form and ensure someone will tabulate information after conference Request ECC to add new Board members to board-l; send announcement to Board list and to new officers and Board members welcoming those newly elected; make sure that new Board members know that they are invited to attend the June/Conference Board meeting and provide them with necessary details
Past President	Work with President and Vice President to gather names of outgoing officers, Board, committee chairs and recipients of special awards ( May 1 deadline)
Vice President	Appoint committee chairs for next year Talk to Board members and officers for the following year about possible liaison assignments Make committee appointments (volunteer forms due to Vice President by April 1) and invite new committee members to attend committee meetings at conference Get list of new committee chairs and committee members to D&D (due May 1) Get call for papers to PPC to begin to distribute Work with President and Past President to gather names of outgoing officers, Board, committee chairs and recipients of special awards (May 1 deadline)
Secretary	Send welcome letters to newly elected Board members Send list of officers/Board members to D&D Keep track of any Board decisions made via board-l; these will be added to next minutes Update NASIG Working Calendar
Treasurer	Keep President and Board updated on registration progress Keep in touch with CPC and PPC chair(s) weekly in regard to any financial problems or questions for the conference
COMMITTEES
All committees	Prepare annual reports for President, Newsletter Editor-in-Chief, Board Liaison, and Archivist (due May 1)
Archivist	Approach outgoing committee chairs and officers for relevant files to add to NASIG archives
A&R	Deadline to notify grant and award recipients Finalize travel arrangements for grant and award recipients Prepare conference evaluation form Contact non-recipients as early as possible
CPC	Arrange for AV in coordination with PPC Work with PPC and Proceedings Editors to prepare agenda for speakers' meeting
D&D	Send membership listing to desktop publisher Obtain front matter for directory (Bylaws, NASIGNET section, committee rosters, officer/Board job descriptions, committee charges, volunteer form, etc.) from President, Vice President, Secretary, Bylaws Committee chair, ECC chair(s), etc. so ready to go to the printer May 1
ECC	Assist Proceedings Editors with mounting online version of Proceedings by updating appropriate links on NASIGWeb
Newsletter	Post deadline for May issue to chairs-l and board-l Gather submissions and prepare May issue
N&E	Post election results to NASIG-L Submit report to Newsletter (May 1 deadline) Review any challenges to election Send letters to nominees on election results
Proceedings	Select recorders, matching volunteers against their tactics session, vision sessions, and pre-conference preferences. If there are more sessions than volunteers, solicit recorders from the registration list Making Assignments: This is somewhat difficult. You will have to compare the list of recorders’ names with the sessions they are attending. You can choose to select the exact number of recorders you need from the pool of volunteers and then, if you have a session that needs to be covered, but no corresponding Recorder, ask a volunteer to go to a session for which s/he is not registered. OR you can accept, on a preliminary basis, more volunteer recorders than there are sessions to record and hope that you will be able to match recorders to sessions based on the Recorder’s actual schedule. If you take the latter approach, you will disappoint some people who will NOT be given an assignment. If you communicate clearly about the assignments, this may not be a problem, but set a deadline by which you will inform all volunteers of whether they have been given an assignment or not. Finally, regardless of which approach you take, you may have to ask a few recorders to attend and record a session that they did not plan to attend Contact the recorders via e-mail or phone and inform them that complete instructions are forthcoming. Create a mailing list (e-mail) for the recorders Send letters or email to successful and unsuccessful Recorder applicants. See Appendices B and C Contact strategy session speakers. (PPC helped us in 2000 by including our letter and instructions with PPC’s letter to the speakers.) See Appendices B and C Send list of recorders to Newsletter editor (this is to avoid duplicate volunteers). Depending on when the Newsletter editor makes his/her selections, it may not be possible to avoid duplication of volunteers. If you are concerned about this, speak to the Newsletter editor
PPC	Remind speakers to purchase airline tickets Submit speaker handouts to CPC Finalize moderators for Informal Discussion Groups and User Group Lunches Request room assignments from CPC Submit information for conference packets to CPC Ask for updated bios from speakers Match up introducers for sessions
Site Selection	Continue to work on preliminary checklists
May
President	Prepare agenda for June/Conference Board meeting Request/review accountant's summary report for previous year and distribute to Board Review and sign tax forms or ensure that Treasurer has done this Receive committees' annual reports Send agenda and packets for June/Conference Board meeting to Board members and new Board members Prepare agenda for business meeting and post to NASIG-L one month before conference Work with CPC and Treasurer to close registration
Vice President	Send complete committee list and Board Liaison assignments to ECC to update NASIGNET Lead theme discussion for next conference
Secretary	Send list of Board members for next year to next year's Board Keep track of any Board decisions made via board-l; these will be added to next minutes Update NASIG Working Calendar
Treasurer	Submit documentation to NASIG accountant for tax preparation Tax forms due: must be signed by President or self Prepare financial statement for conference packet and June/Conference Board meeting Work with CPC and President to close registration and see President and Vice President have summary Coordinate with CPC chair(s) to handle receipts from conference souvenirs
COMMITTEES
All committees	Send email copy of annual report to President, Newsletter Editor-in-Chief and Board Liaison, as well as a print copy to the Archivist, by May 1. If an additional report is needed to account for activities and discussion items after May 1, send it to the Board Liaison before the June/Conference Board meeting
CPC	Work with President and Treasurer to close registration and send summary to President and Vice President Gather local information (restaurants, tour sites, churches) Prepare signage Send Proceedings Editors list of preconference and workshop attendees for selection of recorders (to be done as early in the month as possible) Work with PPC and Proceedings Editors to organize and co-chair speakers' meeting Sends information regarding registration size for workshops and concurrents to PPC Send PPC chair(s) list of workshop attendees for selection of introducers (to be done as early in the month as possible) Chair for NEXT YEAR'S CONFERENCE submits preliminary budget for June/Conference Board meeting (due May 15) Work with PPC to schedule rooms for networking nodes and user groups Work with Secretary to arrange display table for Professional Liaisons literature Coordinate with Treasurer to handle receipts from conference souvenirs Prepare documents for conference packet: 1) List of informal discussion groups - get information from PPC; 2) List of committee meetings; 3) List of Board members, current year and coming year - get information from President; 4) Call for nominations form - get from N&E Send information about committee meetings to NASIG-L
D&D	Layout/desktop publish directory in early May Take directory to printer ASAP Print mailing labels for directory in mid-May Train new database coordinator, if necessary
ECC	Update events calendar and links for online version of newsletter issue, when requested by Newsletter Editor-in-Chief Prepare program for Web Board Liaison orientation session at annual conference
Newsletter	Publish May issue on NASIGWeb
Proceedings	AT THE CONFERENCE: Attend Speakers’ Meeting. At the meeting, introduce yourselves, collect papers from vision and strategy session speakers (if they have them ready), and remind recorders and speakers about the deadline. Solicit questions. Attend the Business Meeting where you will be introduced. Offer to meet separately with speakers and recorders who did not attend the Speakers’ Meeting. Attempt to meet each of the strategy session speakers. AFTER THE CONFERENCE: Compile the list of people who will receive complimentary copies of the Proceedings and/or reprints (board, editors, PPC, vision and strategy session speakers, recorders, tactics session presenters, and NASIG Archivist). Send this list to Taylor & Francis with the manuscript. Be aware that there are sometimes discrepancies between the conference brochure and the actual Proceedings publication. [See p. 18, Complimentary Copy Distribution.] Ask Treasurer for details on how to pay for things for the Proceedings, such as copying or supplies. [See Financial Matters on p. 12 for more detail.] Make sure Taylor & Francis has the conference logo for the journal design
PPC	Send out information to introducers Set speaker meeting agenda Send out reimbursement forms to speakers Distribute information on electronic handouts Final contact with speakers Submit Newsletter article to Editor Send Speaker Accountability Forms to committee Committee meets at Annual Conference Send information about informal discussion groups to NASIG-L
Site Selection	Prepare report for President which narrows site selection to no more than six possible sites; Board will review this document at June/Conference Board meeting and new President will ask Site Selection Coordinator to complete the full checklists and visit sites along with Vice President
June/Conference
Board	Meets prior to conference Assists CPC in any way needed Writes formal thank you letters to assigned committee chairs and other volunteers as appropriate for service during past year Selects sites from Site Selection report for the Site Selection Coordinator to prepare full checklists and visit
President	Chair Board meeting Assign Board member to make arrangements for Fall Board meeting At Conference: 1) Preside at conference opening; 2) Chair annual business meeting; 3) Preside at award ceremony; 4) Officially turn over care of organization to Vice President at closing Writes letters of appreciation to outgoing committee chairs and outgoing Board members/officers
Past President	Give copy of President's manual to new Vice President
Vice President	Close conference; is now the President!
Secretary	Report selected business from June Board meeting at annual business meeting Take minutes at annual business meeting and send them and the Board meeting minutes to the Newsletter Editor-in-Chief after review process (Aug. 1 deadline) Keep track of any Board decisions made via board-l; these will be added to next minutes Update NASIG Working Calendar
Treasurer	Meet with D&D chair to go over plans for renewals Treasurer (or new Treasurer, if applicable) meets with Vice President Touch base with CPC chair(s) in regard to closing conference finances
COMMITTEES
All committees	Meet at conference in open session Chairs write thank you letters to committee members
CPC	Set up schedule for registration/information desks Prepare conference packet Chair(s) meets with Board at Board meeting Coordinates all activities during conference With PPC and Proceedings Editors, organize and co-chair speakers' meeting
D&D	Mail directory to membership June 1-15
ECC	Update events calendar and links for online version of newsletter issue, when requested by Newsletter Editor-in-Chief 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.
EAC	Work with PPC chair(s) to determine how speakers should request evaluation results so that this information can be included in thank you letters
Newsletter	Prepare special annual committee reports issue
Proceedings	Ask Taylor & Francis to send the .pdf version of the last year's conference Proceedings which should be published in May. They can either send it to one of the editors, or to the current Electronic Communications Committee (ECC) chair. Either way, notify the ECC chair that this document is coming. If it is being sent by email, make sure both accounts are large enough to handle files that size. Acknowledge receipt of papers. When receiving papers by email, we acknowledged receipt immediately upon opening the email and printing the paper. Optional: Create a Checklist as an organizational aid. Contact those who miss the deadline. Make backup copies of all files. Make photocopies of copyright forms. You may want to do this as they come in rather than waiting until you have them all. Ask newsletter editor for copies of all newsletter reports (for backup), or simply request Newsletter reports on an as-needed basis.
PPC	Send thank you letters to speakers Send thank you letters to outgoing PPC members Main committee listserv is set up and tested with new members Chair(s) meets with Board at Board meeting