SLA Biomedical and Life Sciences Division

DBIO Procedures Manual - Biofeedback Editor

Function: The Editor of the Division bulletin, Biofeedback, is responsible for collecting, editing and publishing articles and notices of interest to the Division membership.

Qualifications: The Editor and other Committee members must be members (members, associate, student, or retired) of the Association, as well as members of the Biomedical and Life Sciences Division.

Appointments: The terms of appointments are not set. An Assistant Editor and/or committee members may be appointed by the Editor if needed. Such appointments are made with Chair approval.

  1. Consult with the Executive Board and Treasurer to establish a budget. Must request permission of Division Chair to exceed that budget. Submits an estimated budget to the Treasurer each year by the deadline (typically August) established.
  2. Solicit articles from members for the publication.
  3. Edit copy to ensure proper spelling and so forth.
  4. Work with the Division Chair, Chair-elect, and Fund Development Committee to obtain paid advertisements to help cover the expenses of the bulletin. Paid advertisements should not exceed 25% of the page count of any issue. To all interested advertisers send the following: a cover letter which explains the benefits of advertising, how many subscribers to Biofeedback, and the demographic makeup of the Division, the Biofeedback fact sheet, a sample issue of Biofeedback, and a copy of the fundraising brochure listing sponsorship opportunities.
  5. Reviews specifications and rates for advertising and submits the recommended changes to the BIO Executive Board for review and approval.
  6. Invoicing for advertising will be done by the Treasurer. The editor will supply the Treasurer with a list containing the following information: Amount due; Issue and date ad appeared; size of ad placed; Contact address. Obtain copies of the newsletter to include tear sheets of the ads to all advertisers with invoices.
  7. Whenever possible, utilize special mailing rates for non-profit organizations for distribution of Biofeedback.
  8. Ensure that one issue of Biofeedback is mailed in time to present the candidates for Division offices and ask for other nominations in time to meet the deadline (90 days in advance of the Annual Business meeting). Work closely with the Nominations and Elections Committee Chair to insure this deadline is met.
  9. Updates Division roster information upon notification from the Chair, Secretary, or other Division members. Informs the Web page editor of any necessary roster changes.
  10. Attends Annual Business and Executive Board Meetings when possible.
  11. Reviews the appropriate sections of the Procedures Manual in February and submit corrections, revisions, and so forth to the Director for inclusion in the next edition.

Reports: An annual report is submitted to the Division Chair in accepted format by April 1 or another mutually agreed upon date.

Records: Two copies of each issue of Biofeedback shall be sent to the Archivist. One copy shall be sent to SLA Headquarters. Copies of advertising ("tear sheets") may be required to be sent to advertisers. Two copies of book reviews are generally requested by publishers of reviewed books.

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, along with their copy of the Procedures Manual. 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.

Expenses: The Division will provide funding for other expenses such as postage or telephone calls if not borne by the incumbent's organization. Other expenses must be approved by the Executive Board of the Division. Expenses incurred for organization business will be paid in accordance with SLA guidelines. All expenses must be submitted with a Committee Expenses Form or a Travel Voucher form and be accompanied by the original receipts 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. 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.

Rev. 3/00, J. Perez