SLA Biomedical and Life Sciences Division

DBIO Recommended Practices - Appendix A

Qualifications, Expenses, Records and Reporting for Executive Board, Advisory Board/Council and Committees

Except where otherwise indicated in the Division’s Recommended Practices, the following governs the qualifications of, handling of expenses incurred by, records disposition and reporting by Executive Board, Advisory Board/Council and Committees.

Qualifications: All members of the Executive Board, Advisory Board/Council, and all Committee chairs and members must be members, associate members, or retired members of the Association as well as members of the Biomedical and Life Sciences Division.  Additional qualifications for specific positions appear in that positions’ description in the Division’s Recommended Practices.

Expenses: The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent's organization. Other expenses may be approved by the Division Executive Board. Expenses incurred for organization business will be paid in accordance with SLA guidelines. All expenses must be submitted with a committee expense or a travel voucher form, be accompanied by the original receipts, and be authorized in writing by the Division Chair for reimbursement.  Direct payment of bills can be made if the bill is accompanied by a Committee Expenses Form or a Check Request and Payment Approval Form signed by an authorized member of the Division Executive Board.  Advances for expenses may be obtained from the Division's Treasurer. Requests for advances should be made in writing and include an estimate for each item. A final report of expenses for reimbursement shall be filed with the Treasurer prior to or at the annual business meeting.

Records: Outgoing officers and committee chairs shall send the files which they used during their tenure to their successors at the end of their terms of office.  All files they received the year earlier (from predecessor) should be reviewed as to the usefulness for archival retention (see information on retention in the Archivist section). Files include, but are not limited to, important correspondence, fax, e-mail, and summaries of verbal communications deemed important to the business of the Division. The officers and committee chairs may keep copies of any relevant materials but original materials should be transmitted to the DBIO Archivist on the regular schedule.

Reports: An annual report is submitted to the Division Chair in accepted format by January 1 or another mutually agreed upon date.  See also Appendix B – Guidelines for Committee Annual Reports.

Rev. July 2007