Revised 2003
Revised 1995 by Pat Barber 
Revised 1981 by Preston H. Leake and James E. York, Jr.

Suggestions Concerning the Office of Chair of the Virginia Section

GENERAL

1. Keep copies of all correspondence.
2. Send copies of all important correspondence to the Secretary and Chair-Elect.
3. Make suggestions to improve your office. Send corrections to the webmaster for posting.
4. Update duty schedule for your successor.
5. Deliver files to your successor.

Chair Duty Schedule

December	Prepare agenda, set date and select a place for the Executive Committee meetings. The January Meeting is normally set for the Saturday Morning after the January Meeting. A continental breakfast is often provided for the executive cabinet members.  Send or work with the Secretary to send notices to the executive cabinet at least two weeks in advance. Post all meeting reports, agenda to the web site. For the January meeting, both in-coming and outgoing chairmen should be invited to the meeting. Appoint committee chairmen and Members at Large of Executive Committee. Assist them in selecting membership for their committees for the new year if necessary. Appoint an Auditing Committee, consisting of the past Chair, past secretary, and one trustee, to meet with old and new Treasurers in early January to audit the records at the time of transfer to the new Treasurer.
January	Attend January Meeting and accept gavel of office. Work with the Host of each meeting to introduce the person who will in turn introduce the speaker or if necessary introduce the speaker personally. Introduce any special guests including new members, past awardees, 50 year members etc. Initiate action in January to choose outstanding seniors at each college and university within Section’s region. Provide correct list of names and addresses of Executive Committee members to the Bulletin publisher in time for the March bulletin. Invite all 50 year members of the ACS to attend a section meeting, free of charge. The list of 50 year members are provided by the National ACS. (see sample letter)
February	Assure that the Vice-Chair is provided an opportunity to attend the Local Section Officer’s Conference. Notification of this meeting is received from the National ACS.
March	Order Merck Indexes and Notify each Outstanding Senior Chemistry student of award, inviting them to April meeting and send them a copy of the ACS membership application to be completed and returned no later than the April Meeting.
April	Set date and select a place for the Executive Committee meetings. The May Executive Cabinet Meeting is normally set for a Friday evening in May. A dinner menu is often provided for the executive cabinet members.   Send or work with the Secretary to send notices to the executive cabinet at least two weeks in advance. Post all meeting reports, agenda to the web site. Present Outstanding Senior Chemistry Awards at the April Meeting, providing Merck Indexes and Certificates for each awardee. Send ACS membership applications to National ACS with note to bill Treasurer for costs.
May	Prepare agenda and request reports from each Executive Officer and Committee Chair (See sample letter) for the Executive Committee meetings.   Send or work with the Secretary to send notices to the executive cabinet at least two weeks in advance. Post all meeting reports, agenda to the web site.
June – August	Consider conducting an Every Member survey. Work with the Awards Committee Chair to invite the Industrial Innovation Awards winner, their family and if appropriate the company leaders. Invite the Distinguished Service Award winner and their family. (see sample letter)
September	Present the plaque, gift and certificate to the Distinquished Service Award and Innovative Industry Award winners during the September Meeting.
October
November	Work with the Awards Committee Chair to invite the Distinguished High School and Middle School Teaching Awards winner, their family and their superintendent or principal of the schools at which the awardees teach. (see sample letter)
December	Present the plaque, gift and certificate to the Distinquished High School and Middle School Teaching Awards winner during the December Meeting. Prepare your report summarizing the Section’s activities for your year in office for presentation at the January Executive Committee meeting. Send a copy to the Secretary and retain a copy for your files. Notify outgoing committee Chair to submit their annual reports to you prior to the January Executive Committee meeting so that the Section’s annual report to the National ACS Office may be completed prior to the due date (February 1). Copies of the committee chairmen’s reports are made available to each member of the Executive committee at the January meeting. One copy should be retained by each committee Chair for that committee’s files. Compile the annual report as required by the National ACS Office. Prior to submission, report must be reviewed and signed by the in-coming Chair and one Counselor. Submit this report prior to the due date (February 1).
January	Submit file of all unfinished business to the new Chair.

Monthly Programs and Meetings

1. Work with the Host of each meeting to introduce the person who will in turn introduce the speaker or if necessary introduce the speaker personally.
2. Remind the Program Chair (Chair Elect) or Meeting Host to obtain a person to introduce each speaker. The Chair will arrange seating at the head table.

At meetings, make special announcements and call for announcement of the next meeting by Program Chair.  

1. Make the following arrangements for the April meeting:
2. Initiate action in January to choose outstanding seniors at each college and university within Section’s region. 
   Make awards at April meeting. Letter the certificates which are available from the previous Chair or the ACS office.
3. Provide a list of recipients to the Entertainment Chair, so they will be eligible for free pizza at the meeting. 
   Provide a list of recipients to the Bulletin Editor.
4. Send applications to National office with an note to bill the Treasurer of the section. Indicate those who will be graduate students. Do not include journal subscriptions selected by the awardee.

Make the following arrangements for the Awards meeting (September)

1. Work with the Award Committee Chair to determine the Awardees of the Industrial Innovation Award and the Distinguished Service Award.  
2. Invite award recipients of present and immediately preceding year to be guests. Their meal costs are to be paid by the Section.
3. Arrange seating at the head table, using place cards.
4. Give a list of the guests’ names to the Entertainment Chair, so they receive a letter entitling them to a free dinner.
5. Invite someone to introduce the award recipients. The appropriate university or industrial representative may be asked to introduce the Industrial Innovation Awardee and the Distinguished Service Awardee.
6. Present Plaque and Honorarium to each awardee.
7. Send the Publicity material to the Vice Chair who is also Publicity Chair and remind the Vice Chair to have photographs made.  

Make the following arrangements for the Education Awards meeting (December)

1. Work with the Award Committee Chair to determine the Awardees of the Distinguished Chemistry High School and Middle School Science Teaching Awards.  
2. Invite award recipients of present and immediately preceding year to be guests. Their meal costs are to be paid by the Section.
3. Invite someone to introduce the award recipients. Generally this is the superintendent or principal of the schools from the district in which the high school and middle school awardees teach. 
4. Request Honorarium (currently $100) from the Treasurer for the Distinguished High School and Middle School Teaching Awards.  
5. Present Plaque and Honorarium to each awardee.

SPECIFIC

1. All unbudgeted expense items must be approved by the Chair before payment by the Treasurer. Expense items should be transmitted by letter and a copy retained by the Chair.
2. It is the Chairman’s responsibility to see that all assigned duties are performed and to refer questions and complaints to the proper person.
3. Deliver a copy of the By-Laws of the Virginia Section to your successor.  
4. Keep membership informed of local and national events affecting the Society.
5. Check on need to update this manual at approximately five-year intervals or whenever seems appropriate.
6. Submit a “Chairman’s Corner” to the Bulletin Editor for publication each month.
7. Assure publication of the current practice, if any of subsidizing meetings.
8. Remind the Chair-Elect that the Awards Committee Chair should be appointed or reappointed following the annual awards meeting.

Back to the Top

Suggestions Concerning the Office of Chair-Elect of the Virginia Section and Chair of the Program Committee

GENERAL

1. Deliver files to your successor.
2. Keep copies of all correspondence.
3. Send copies of all important correspondence to the Secretary.
4. Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert the sheet in this manual.
5. Update duty schedule for your successor.
6. Attend Local Section Officers’ Conference for Southeastern Region.

Chair Elect Duty Schedule

December
January
February
March
April
May
June – August
September
October
November
December
January

SPECIFIC

1. Develop a program and, if necessary, obtain a speaker for each meeting, working through the Program Committee member at the site of the specific meeting.
2. Coordinate the arrangements for each meeting:
   1. Work with Program Committee member at meeting site to arrange date, time, and place of the meeting as far in advance as possible.
   2. Request that copies of all correspondence pertaining to the meeting be sent to the Chair and the Chair-Elect.
   3. Prepare an abstract of the talk and a biographical sketch of the speaker. Distribute this and all pertinent details of the meeting to the members about 10 days before the meeting. Copies of this meeting notice should be sent by first class mail to (1) officers of the Section; (2) to other key people in educational institutions and industrial organizations; (3) to members of the publicity and entertainment committees and (4) to the past chairmen.
3. Notice for the September meeting should announce nominations in accord with appropriate Bylaw(s).
4. Where the speakers or the topics would be of interest to other groups, the Chair of the Publicity Committee should be requested to send notices to the Chair or other appropriate officers of such groups.
5. The Executive Committee should be consulted for recommendations for speakers, numbers of meetings, and places of meetings. Tentative arrangements for speakers, sites and dates for the coming season should be discussed and determined at each meeting of the executive committee.
   Write a letter of confirmation to each tour speaker accepted, with a copy to the appropriate individual in the National ACS Office. Include in the letters the name, address and telephone number of the local contact. (Alternatively, use form, if provided by ACS Office.)
   Respond as requested by the National ACS Office to collect, summarize, and submit suggestions for tour speakers for the following season.
   Accumulate suggestions for local and other non-tour speakers for the succeeding program Chair.
   Submit your annual report to the New Chair prior to the January Executive Committee meeting. A copy should be sent to the Secretary and one should be retained in your files.
   Before each meeting, you should personally make certain or be assured that the site representative has made certain that: 
   The correct projector, or projectors, are in place and tested and that an experienced operator is available and is ready.
   The screen is of correct size and is properly placed.
   A pointer of sufficient length (or, if an electric pointer of sufficient brightness) is in place.
   The public address system is adequate and in working order. Explain any peculiarities of the microphone to the speaker. Adjust the position of the microphone if necessary.
   The light on the lectern is in order and does not glare into the audience. 
   An experiences operator is ready to turn the room lights off and on as desired by the speaker. 
   The temperature and ventilation of the lecture room be thoughtfully adjusted before and during the meeting.
   The speaker is acquainted with the details of these preliminary preparations and is asked to make suggestions. 
   Consult with Chair concerning any other unusual anticipated expense and make these special monetary requirements known at time of Executive Committee meeting, if possible. (Honoraria have not been provided.)
   If bills for tour speaker come to you from the National ACS Office, pass them on to Chair for approval.
   Appoint the Chair of the Awards Committee following the annual awards meeting.
   Make verbal report at Executive Committee Meetings.
   Assure that a Jefferson Cup is secured for each speaker.

  Back to the Top 
Suggestions Concerning the Office of Vice-Chair of the Virginia Section and Chair of the Publicity Committee 
GENERAL
Appoint a publicity committee, if necessary, before January 1.
Keep copies of all correspondence.
Send copies of all important correspondence to the Chair and Secretary.
Deliver files to your successor.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert the sheet in this manual . 
Update duty schedule for your successor. 
SPECIFIC
Immediately after the November election, send names of the elected officers to the Richmond Times-Dispatch and the Richmond News Leader, and to other newspapers in locations where information concerning the new officers would be of interest. A copy of this publicity release should also be sent to the Local Section Activities Office of the National ACS Office.
If requested by the Program Chair, duplicate announcements and send these two weeks or ten days before the meeting to those on the first class mailing list. This list may include (1) officers of the Section; (2) key people in educational institutions and industrial organizations; (3) members of the publicity and entertainment committees, and (4) the past chairmen. This mailing list should be kept up to date. Additional copies may be sent to other persons requesting them.
Publicity concerning meetings and programs should be sent to the Local Activities Office of the National ACS Office. 
Publicity concerning awards should be sent, with appropriate photographs, to (1) the Local Section Activities Office of the National ACS Office; (2) the Richmond newspapers; (3) other newspapers in localities where there may be interest and (4) possibly to other scientific publications and (5) other news agencies handling scientific news.
Prepare and present Vice-Chairman’s report to the January Executive Committee meeting. Send a copy of this report to the Chair.
Make recommendations to the Chair regarding the appointment of an Editor and/or Business Manager and any necessary staff for the BULLETIN or other publicity organ.
See that all newsworthy material is forwarded to the Editor of the BULLETIN or other publicity organ.
Arrange for the printing and distribution of one BULLETIN or other publicity organ each year in September. Suggested content will include: 1. Distinguished Service Awardees. 2. Minutes of both Executive Committee meetings. 3. Election information and nominated slate of officers. 4. Petitions to change Bylaws, if any. 5. Other matters of current interest or requiring action. 
 Vice-Chair Duty Schedule

January 
If required by the program Chair, send meeting announcements for each meeting to those whose names are on the first class mailing list. Keep mailing list current.

February 
See January

March
See January.

April 
See January. 

May  
Distribute publicity information about Industrial Innovation and Distinguished Service Awards received from Chair-Elect to: 
Editor, C & E News; Richmond Times Dispatch; Richmond. News Leader; Managing Editor, ACS News Service; newspapers pertinent to award recipients. Contact recipient of Distinguished Service Award and the Radio-TV Committee Chair to arrange an interview of the Distinguished Service Awardee, if appropriate.

August 
See January. Prepare a publicity release for the talk to be given by the Distinguished Service Award Recipient.

September 
See January.

October 
See January.

November 
See January. Send publicity releases on elections to: two Richmond newspapers; and to local newspapers of those elected.

December 
See January. Write Vice-Chairman’s report. Recommend appointment of editor or business manager of BULLETIN or other publicity organ. 
Distribute publicity information about Distinguished Teacher Awards received from Chair-Elect to: 
Editor, C & E News; Richmond Times Dispatch; Richmond. News Leader; Managing Editor, ACS News Service; newspapers pertinent to award recipients. Contact recipient of Distinguished Service Award and the Radio-TV Committee Chair to arrange an interview of the Distinguished Teacher Awardee, if appropriate.

Back to the Top
Suggestions Concerning the Office of Secretary of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondence. 
Send copies of all important correspondence to the Chair.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert the sheet in this manual.
Update duty schedule for your successor.
SPECIFIC
Inform the Executive Director and the Manager, Local Section Activities, American Chemical Society, 1155 Sixteenth Street, N.W., Washington, D.C. 20036, of the names, addresses and telephone numbers of the newly elected officers and committee Chair. Inform the First and Merchants National Bank of Richmond and other banks, if any, of the new Secretary and Treasurer. Also, inform First and Merchant’s National Bank of any new trustees. If changes occur during the year, notify appropriate institutions. Coordinate all these matters with the Section’s Treasurer.
Keep the membership roster current by making changes as they are sent from the National ACS Office.
After correcting the roster, send the changes, additions and removals as appropriate to (A) the person or organization responsible for distribution of Section’s publicity and (B) the keeper of the first class mailing list (currently the Chair-Elect or his designer.)
Certify councilors, on or before December 1, to the National ACS Office, 1155 Sixteenth Street, Washington, D.C. 20036. Certify alternate councilors when necessary.
Forms supplied by the National ACS Office for the annual report of the Section should be forwarded to the Chair of the Section for completion.
The annual report of the Secretary should be sent to the Chair before the January Executive Committee meeting. A copy should be retained.
When requested by the Chair, the Secretary will send notices of the meetings of the Executive Committee.
The secretary will take minutes of all business meetings, or see that they are taken. A copy of these minutes should be sent to members of the Executive Committee for  correction. Finally, send a corrected copy of the minutes to the Chair, retain a copy for the Secretary’s files, and note significant corrections on next Executive Committee notices.
The Secretary shall prepare ballots for the Section election. Each member in good standing is sent a ballot and an envelope with the address of the Secretary and a    place for the voter’s signature. After the ballots are in, the Secretary will check voters’ names against the membership roster, instruct the tellers in counting the ballots and notify the Chair and Vice-Chair and Editor if the BULLETIN or other publicity organ of the results. (See also item No. 1 above).
Order past chairman’s pin.
 Secretary’s Duty Schedule 

January
Prepare minutes of the Executive Committee Meeting.

February
Using information supplied every other month by the National Office update membership roster. Send notices of changes to (1) the Hospitality Chair concerning new members as well as members new to the Section and (2) to the keeper of the first class mailing list.

March
See February

April  
See December

May 
See January.

June
See February.

August
(1) Order election materials. Remind Chair-Elect that the September notice should inform members of the provisions in the Bylaw(s) that relate to elections.    
(2) See February.

September

October
(1) Conduct election. (Ballots must be distributed no later than November 1 and returned by November 15. The Chair will appoint two tellers to help tally ballots. 
(2). See February

November 
(1) Notify National ACS Office of election results using form provided by the National Office.
(2) Inform bank(s) of names of new officers. (First and Merchants, Richmond). 
(3) Certify councilors to National ACS Office. (December 1 deadline). 
(4) Order past chairman’s pin.

December 
(1) Send Executive Committee meeting notices, if requested by Chair. Include both old and new members in this mailing.
(2) Report at Executive Committee Meeting.
(3) If requested by Chair, prepare list of names, addresses and
telephone members of Executive Committee and distribute to committee
members at the Executive Committee meeting.
(4) See February

Back to the Top
Suggestions Concerning the Office of Treasurer of the Virginia Section 
GENERAL
Deliver files for the preceding five years to your successor; send older files to archives. 
Keep copies of all correspondence.
Send copies of all important correspondence to the Chair and Secretary.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11in. paper; date, initial and insert the sheet in this manual.
Update duty schedule for your successor. 
 SPECIFIC
Old and new Treasurers should meet with members of the Auditing Committee appointed by the Chair. (It is the responsibility of said committee to Audit the Treasurer’s records just prior to the time they are delivered to the new Treasurer). Old Treasurer’s responsibility continues until official transfer is made and signature cards are signed.
Maintain checking and savings accounts for the Section and make provision for someone to sign checks in your absence.
File form 990A for the calendar year (January 1 to December 31) with the Internal Revenue Service on or before April 15 of each year. This may be an abbreviated report if the Section’s budget does not exceed the minimum dollar value set by the IRS. Form 990A is the required “Return of Organization Exempt from tax” specified in Section 101(6) of the Internal Revenue Code.
Prior to the January Executive Committee meeting and using the forms supplied by the National Office of the ACS (if necessary), forward the annual financial report of the Section to the Section Chair; also send a copy to the Secretary. This report if for the previous calendar year. If the forms for the report are not received by December 1, they should be requested by writing to the Executive Director’s Office, 1155 Sixteenth Street, Washington, D.C. 20036.
Prepare a proposed Section budget for the upcoming year for consideration at the January Executive Committee meeting.
After the election in November, the outgoing Treasurer should make arrangements in conjunction with the outgoing Secretary to pass authority to make deposits and withdrawals at First and Merchants National Bank of Richmond or other banks, if any, to the in-coming Treasurer. Tabb, Brockenbrough and Ragland of Richmond, VA, bonding agents, should also be notified of the new Treasurer’s name. 
Maintain an adequate supply of Section stationary on hand for use by the officers and various committees of the Section.
Before payment, have all bills approved for payment by the Chair.
Request the apportionment of funds to the Section from the Executive Director, National ACS Office.
Dividends on stocks and bonds should be deposited in the checking account as they are received.
Dividends in the form of stock and records therefore should be turned over to the Trustees for safekeeping in a safety deposit box.
Treasurer should keep the Chair apprised of any unusual expenses and of the state of the checking and savings accounts so that adequate adjustments in spending may be anticipated in advance.
Summarize Section financial matters in a ledger such that each new year’s summary may be posted in an adjacent column.
Treasurer’s Duty Schedule

December

January 

February 

March

April 

May  

August 

September 

October 

November 

December 

January

Back to the Top
Suggestions Concerning the Office of Immediate Past Chair of the Virginia Section   
GENERAL
Deliver files for the preceding five years to your successor; send older files to archives. 
Keep copies of all correspondence.
Send copies of all important correspondence to the Chair and Secretary.
Make suggestions to improve your office and update the Job Manual.  
Update duty schedule for your successor. 
Also see duties of the Nominations Committee. Past Chair is Committee Chair of the Nominations Committee.
Past Chair Duty Schedule

January 
Submit file of all unfinished business to the new Chair.
Attend January Meeting and pass gavel of office to new chair.
Compile the annual report as required by the National ACS Office. Prior to submission, report must be reviewed and signed by the in-coming Chair and one Counselor. Submit this report prior to the due date (February 1).  

February 
Submit National ACS Annual Report

March

April 

May  

June – August 
Call for nominations in July from the nominating committee and the electorate. 
Remind Secretary to conduct election in accord with appropriate bylaws.  

September 

October 
Arrange with the Secretary for two tellers to tally Section election ballots in the presence of the Secretary 

November 
Notify all nominees, winners and losers, of election results, and others at end of year.

December 
Prepare your report summarizing the Section’s activities for your year in office for presentation at the January Executive Committee meeting. Send a copy to the Secretary, webmaster and retain a copy for your files.  
Suggestions Concerning Councilors of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence. Call particular attention of your successor to any award recommendation which is meritorious.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert sheet in this manual. 
SPECIFIC

Back to the Top
Suggestions Concerning Alternate Councilors of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence. Call particular attention of your successor to any award recommendation which is meritorious.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert sheet in this manual. 
SPECIFIC

Back to the Top

Suggestions Concerning Trustees of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence. Call particular attention of your successor to any award recommendation which is meritorious.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert sheet in this manual. 
SPECIFIC

Back to the Top

Suggestions Concerning the Office of Chair, Awards Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondence. Call particular attention of your successor to any award recommendation which is meritorious.
Make suggestions to improve your office.  
Update duty schedule for your successor. 
SPECIFIC
Just after the annual awards meeting, the Awards Committee Chair should fix the date of the first meeting of this committee to be held not later than June 1. At the same time he should ask the members to come to the meeting prepared to propose candidates for the following awards:
Virginia Section Distinguished Service Awards (2) 
Cooperate as requested by Section Chair in making arrangements to award outstanding senior majors in chemistry in the colleges and universities with the Section. 
Herty medal. 
Southern Chemist Award. 
Other awards for which invitations have been received or are expected, based on past experience; for example: 
The James Bryant Conant Award 
The James T. Grady Award 
The Kenneth A. Spencer Award
Note: The committee for the Herty Medal, at Georgia State College for Women, meets early. The deadline for nominations has been February 5. The Chair of the Herty Medal Committee does not always solicit nominations from the Virginia Section. The Southern Chemist Award Committee, Memphis Section, ACS, does issue an invitation before their meeting. The award administered by the ACS have a deadline of March 1.
Hold the meeting and make the necessary nominations.
Transmit to the Chair of the Virginia Section the recommendations of the Awards Committee.
Prepare biographies of candidates and supporting materials, letters, etc., for submission to the Chair of Committees on Herty Medal and Southern Chemist Award.
Prepare biographies and secure photographs of nominees for Distinguished Service Awards, Virginia Section.
Transmit biographies and photographs to the Chair of the Publicity Committee with copies of each to the Editor of the BULLETIN or other publicity organ.
Arrange for the preparation of scrolls for the two recipients of the Distinguished Service Awards. These will be signed by the Chair and the Secretary and framed.
Purchase the pen and desk set and have the metal plaque engraved with the name of the recipient of the award “for outstanding contributions in the advancements of the profession of chemistry”.
Consult with the Chair of the Section of the selection of a person or persons to present the candidates for the awards. The Chair of the Section usually invites the speakers.
Submit annual report to the Section Chair and Secretary. 
Back to the Top
Suggestions Concerning the Office of Chair, Career Opportunities Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondences.
Make suggestions to improve your office.  
Update duty schedule for your successor. 
SPECIFIC
The purpose of the Career Opportunities Committee is to encourage the maintenance and expansion of a supply of technically trained personnel which is essential for the advancement of chemistry as a science and a profession, and for the safety and well being of the country as a whole.
The Committee will keep abreast of needs and opportunities for continued training of chemists. They will encourage chemists to maintain their skills by new training. Where necessary, they may design programs for retraining of significant interest to local chemical industry.
The Chair will personally and through his committee members obtain contact with state and local school authorities, teachers, and educational organizations. He will bring to the attention of the section members the career opportunities which exist in the field of chemistry and the related sciences. In addition he will keep himself well informed on national and local developments in this field.
The Chair may make such delegations to his committee members as may be advantageous and will submit an annual report to the section covering activities of the Committee. He will facilitate the transfer of functions to his successor by making suitable arrangements for a smooth transition.
  

Back to the Top
Suggestions Concerning the Office of Chair, Chemical Education Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondences.
Make suggestions to improve your office.  
Update duty schedule for your successor. 
SPECIFIC
The purpose of the Chemical Education Committee is to encourage the maintenance and expansion of a supply of technically trained personnel which is essential for the advancement of chemistry as a science and a profession, and for the safety and well being of the country as a whole.
The Chair of the Education and Career Opportunities Committee will personally and through his committee members obtain contact with state and local school authorities, teachers, and educational organizations. He will bring to the attention of the teachers and students the career opportunities which exist in the field of chemistry and the related sciences. In addition he will keep himself well informed on national and local developments in this field.
The Chair will encourage interest in science in schools by initiating and aiding worthwhile projects which are beneficial to the purpose of the committee.
The Chair may help science teachers obtain summer employment, and will strive to advance the professional and community recognition of science teachers.
The Chair may make such delegations to his committee members as may be advantageous and will submit an annual report to the section covering activities of the Education and Career Opportunities Committee during his chairmanship. He will facilitate the transfer of functions to his successor by making suitable arrangements for a smooth transition.
The Committee will keep abreast of needs and opportunities for continued training of chemists. They will encourage chemists to maintain their skills by new training. Where necessary, they may design programs for retraining of significant interest to local chemical industry.
Submit annual report to the Section Chair and Secretary. 
Back to the Top

Suggestions Concerning the Office of Chair, Chemical Technician Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondence.
Send copies of pertinent correspondence to the Chair, Secretary and Treasurer.
Maintain record of entertainment activities and expenses.
Make suggestions to improve your office.  
Update duty schedule for your successor.  
Suggestions Concerning the Office of Chair, Chemistry Olympiad Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondence.
Send copies of pertinent correspondence to the Chair, Secretary and Treasurer.
Maintain record of entertainment activities and expenses.
Make suggestions to improve your office.  
Update duty schedule for your successor.  
Chemistry Olympiad Chair’s Duty Schedule

January

February
Letters of Invitation sent to local public and private high school within the Virginia Section. See region map for cities and counties within the Virginia Section. 

March
Dead line to register students at the Examination Locations
Local Section Examinations Given at Local Colleges and at individual High Schools in late March and early April

April
Notification of Eligibility given to students teacher to take National Exam by email and phone if email not returned.
UNSCO National Examination for Local Section

May
Teachers receive grades and certification of participation on local examination for their students who have taken the local examination
Awards given high score 
National notifies local section of scores of participants of National exam, National notifies students if nominated for International competition

June
IChO Study camp at the US Air Force Academy in Colorado Springs, CO. IChO occurs in July

September
National ACS chemistry olympiad committee communicates dates, eligibility, participation and ordering forms to local chair for Local and National Competitions.
Update mailing list of chemistry teachers.

October
Chair should arrange to either order local exam provided by National ACS or develop a local examination.
Arrange with various colleges to provide examination site for local exam in April.
Advertise upcoming local exam in The Bulletin. Provide form to teachers to indicate interest in participation in local exam. (see example form)

SPECIFIC  
Maintain list of all public and private high schools, governor’s schools and all special schools in Virginia Section eligible for participating in Chemistry Olympiad
Maintain list of chemistry teachers at the above schools. Communicate with the Newsletter publisher to provide the names and addresses for these teachers for the mailing of The Bulletin.

Suggestions Concerning the Office of Chair, Entertainment Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondence.
Send copies of pertinent correspondence to the Chair , Secretary and Treasurer.
Maintain record of entertainment activities and expenses.
Make suggestions to improve your office.  
Update duty schedule for your successor.  
SPECIFIC
Obtain a list of Section meeting dates for the current year from the Program Chair if such information is not otherwise available.
Co-Chairmen: Arrange for banquet rooms for the social hour and dinner for each Section meeting. These arrangements are to be made by the committee member from that location appointed by the Section Chair . Co-Chairmen should check to be sure arrangements have been made and cooperate as appropriate.
Banquet rooms and dinners (menu and cost) should be chosen to encourage attendance. Proximity to the place of evening’s address should be considered and the choice coordinated with Program Chair , for example, there are times when the dinner and meeting are held at the same place.
Obtain information relative to any special pricing for each meeting, for example, for students or new members.
Arrange to accept reservations for dinner meetings.
Arrange to have personnel available to collect dinner costs and handle refreshments at dinners and social hours. Deposit collected receipts promptly with the Treasurer or directly into ACS checking account.
Arrange head table setting at dinners as requested by the Section Chair .
Co-Chairmen: Make any special arrangements for the Awards meeting (sometimes held at a dinner theater).
Dinner and social hour accommodations are larger than normal (Recent attendance has been 100-150 persons.)
Check on special subsidy for Awards meeting.
Be assured that provision has been made for the actual Awards presentation. Unless the Section buys out the house for the night at a dinner theater, for example, this can present a problem. Check also to see if a public address system is available. One maybe needed and might have to be rented. 
When appropriate, attempt to obtain sponsor(s) for the social hour.
Check with the Section Chair for head table setting.
Co-Chairmen: Arrangements for two Executive Committee meetings, at the first of the year and at mid-year, as requested by the section Chair .
Request advances for entertainment expense from the Section Chair ; the Chair must authorize all payments by the Treasurer.
Co-Chair : Be prepared to report current status of committee at each Executive Committee meeting.
Co-Chairmen: Submit annual report to the Section Chair and Secretary. 
  Back to the Top 
Suggestions Concerning the Office of Chair, Government Relations Committee of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence and send a copy of pertinent correspondence to the Section Chair .
Make suggestions to improve your office.  
Update duty schedule for your successor. 
SPECIFIC

Suggestions Concerning the Office of Chair, Hospitality Committee of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence and send a copy of pertinent correspondence to the Section Chair .
Make suggestions to improve your office.  
Update duty schedule for your successor. 
SPECIFIC
Send to each new member of the Virginia Section (this includes transfers) a welcoming letter. A list of new members is presently being sent by the Section Secretary to the Chair of this committee. (Sample Letter)
Provide members of this committee information relative to new members added to the Section and residing in their geographical and/or industrial area.
Inform Program Chair, Chair, Host of any special guests that are attending a section meeting. Introduce these guests to all meeting attendees during dinner???
Submit annual report to the Section Chair and Secretary.
Back to the Top
Suggestions Concerning the Office of Chair, Media/Public Relations Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondence.
Make suggestions to improve your office. 
SPECIFIC
Appoint chairmen for subcommittees on Radio and Television.
Meet or correspond with each of these chairmen to discuss subcommittee membership and tentative programs for the coming year.
During the year, work with both committees as an ex-officio member of each, conferring frequently with the chairmen of the subcommittees.
Keep the Chair and Executive Committee of the Virginia Section advised of the progress of the full committee’s work.
Keep the National Organization of the Virginia Section advised of activities of the committee.
Prepare the annual report of the committee and submit a copy to the Section Chair and the Secretary.
Attempt to find opportunities through radio and television stations, within the area of the Virginia Section, to provide the public with more information about chemistry and science. Examples of past activities of this committee have included television programs involving high school students; e.g., “Chemistry in the Kitchen.” There was also a series of contests on science and chemistry between high school students in the Section area of the state. “Man and Molecules” tapes provided by ACS National Office have been aired.
Submit annual report to the Section Chair and Secretary. 
Back to the Top

Suggestions Concerning the Office of Chair, Membership Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondence you consider appropriate.
Make suggestions to improve your office.  
Update duty schedule for your successor. 
SPECIFIC
Procure necessary supplies, such as membership applications and Handbook for Membership Committee’s promotional literature, from the National Office of the ACS, 1155 Sixteenth Street, Washington, D.C. 20036.
Write organizational letter to Committee members; enclose with this letter membership applications and other pertinent supplies.
Advise committee members of procedures, including the fact that the Virginia Section gets a monetary rebate for each new ACS member only if applications are sent to ACS National Office by Membership Committee Chair or by the Secretary of the Virginia Section.
Advise the Section members, as the opportunity arises, of the membership program and procedures at least twice each year.
Provide copies of membership application forms at each Section meeting.
Process ACS applications promptly: examine for completeness; sign and date; send to Washington with check and cover letter; keep list of processed applications.
Periodically contact your committee members; stimulate their activities.
Submit annual report to the Section Chair and Secretary. 
Back to the Top 
Suggestions Concerning the Office of Chair, Minority Affairs Committee of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence and send a copy of pertinent correspondence to the Section Chair .
Make suggestions to improve your office.  
Update duty schedule for your successor. 
SPECIFIC

Suggestions Concerning the Office of Chair, National Chemistry Week Committee of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence and send a copy of pertinent correspondence to the Section Chair .
Make suggestions to improve your office.  
Update duty schedule for your successor. 
SPECIFIC

Suggestions Concerning the Office of Chair, Nominations Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of correspondence.
Send copies of all important correspondence to the Chair and Secretary.
Make suggestions to improve your office. 
SPECIFIC
Obtain from the files or records the names of officers and candidates for the various offices of the Virginia Section for each of the preceding five years.
Convene the Nominations Committee no later than the mid-year Executive Committee Meeting and select candidates and alternatives for each of the Section’s offices. Assign members the responsibility of contacting nominees and have them send biological information and picture, if appropriate, to this committee Chair no later than July 25.
Maintain records of all nominations. This is particularly important for the final candidates. Future nominations committees will need this information for reference purposes. (Note: If the Chair of the Nominations Committee so desires, he may poll his committee in advance of the June meeting and select a nominee(s) for the various offices, provided his committee approves. This procedure permits the committee to function by mail and should be initiated in early April if a slate is desired by June.)
The nominations Committee Chair is responsible for preparing biographical material and for submission of this material to the Section publicity organ. Include a formal committee report and send a copy to Chair -Elect and to the Secretary. The announcement should carry reference to the Section’s Bylaws which empower the Nominations Committee to function as prescribed.
Submit annual report to the Section Chair and Secretary. Note: In event of resignation of a Section officer, the Nominations Committee should be prepared to submit to the Executive Committee the name of the nominee to fill out the unexpired term 
Back to the Top
Suggestions Concerning the Office of Chair, Professional Relations Committee of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence. Call particular attention of your successor to any award recommendation which is meritorious.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert sheet in this manual. 
SPECIFIC
It is strongly recommended that the Chair of this committee become a member of the Division of Professional Relations of the American Chemical Society. This Division is active. It sponsors seminars at the National meetings and regularly distributes a publication which often includes the complete text of such papers. Usually other activities and areas of interest are also reviewed.
Generally this committee shall attempt to implement the Society’s programs for advancement of the profession as well as the professional status and welfare of the Section’s members.
Back to the Top 
Suggestions Concerning the Office of Chair, Publications Editor of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence. Call particular attention of your successor to any award recommendation which is meritorious.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert sheet in this manual. 
SPECIFIC

Back to the Top
Suggestions Concerning the Office of Chair, Publisher of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence. Call particular attention of your successor to any award recommendation which is meritorious.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert sheet in this manual. 
SPECIFIC

Back to the Top

Suggestions Concerning the Office of Chair, Safety Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondence.
Make suggestions to improve your office. Write out suggestions on 8 1/2 by 11 in. paper; date, initial, and insert the sheet in this manual. 
 SPECIFIC
The purpose of the Safety Committee is to promote safe laboratory practice.
The Chair should make available to chemists or chemistry teachers in the section pertinent information that is not readily available through normal publication channels.
The Chair in conjunction with the members of the committee should plan safety workshops, seminars or lectures to occur every one or two years. 
The Chair and the committee as a whole should serve as a resource for information on safety matters.
Submit an annual report to the Section Chair and Secretary. 
Back to the Top 
Suggestions Concerning Members-at-Large of the Virginia Section
GENERAL
Deliver files to your successor.
Keep copies of all correspondence. Call particular attention of your successor to any award recommendation which is meritorious.
Make suggestions to improve your office. 
SPECIFIC

Back to the Top

Suggestions Concerning the Office of Chair, Student Affiliates Committee of the Virginia Section 
GENERAL
Deliver files to your successor.
Keep copies of all correspondence.
Make suggestions to improve your office.  
SPECIFIC
Coordinate the activities of the Student Affiliate Chapter of the colleges and universities which are located within the area of the Virginia Section.
Institutions which presently do not have Student Affiliate Chapter chartered by the American Chemical Society are included in any activities which involve the Virginia Section.
Objective of this committee is to facilitate the exchange of ideas and information among students in the colleges and universities in the Virginia Section.
Submit annual report to the Section Chair and Secretary.
Back to the Top