SLA Biomedical and Life Sciences Division

DBIO Procedures Manual - Chair-Elect

Function: The Chair-Elect serves as a member of the Division Executive Board and participates at the request of the Chair in the general supervision of Division activities. The Chair-Elect may represent the Division upon the request of the Chair and assume the duties of Chair in event of the absence or withdrawal of the Chair. The Chair-Elect succeeds to Chair at the annual business meeting of the Division. The Chair-Elect also simultaneously serves as the Fund Development Committee Chair for the upcoming Annual Meeting.

Qualifications: The Chair-Elect must be a member, associate member, or retired member of the Association, as well as a member of the Biomedical and Life Sciences Division.

Appointments: The Chair-Elect should begin appointments of chairs of all Division standing committees before the annual business meeting at which the Chair-Elect becomes the Chair. A full roster of committee chairs will be called for in June following the annual meeting.

  1. To learn the management of the Division's affairs by becoming apprised of development, issues, procedures, history and so forth.
  2. To support the current Chair by providing advice, counsel, ideas, and proposals.
  3. To become more knowledgeable about SLA as an organization and getting to know more people both within BIO and in other Divisions.
  4. To attend all Division Executive Board meetings and to preside at meetings of these groups in the absence of the Chair.
  5. To represent the Division at meetings of the Special Libraries Association, including the Winter Meeting and Annual Conference. If unable to attend, to appoint a Division member, preferably an officer, to represent the Division; prior to the meeting, the appointee shall be briefed fully on business to be transacted.
  6. See position description for Fund Development Committee Chair.
Reports and Records: The Chair-Elect is responsible for the following:
  1. Preparation of preliminary Conference Program plans to be reported to the Association Conference Committee as requested by and according to a timetable established by the Conference Committee.
  2. Arranging for the transfer of all pertinent files to the incoming Chair-Elect.
  3. An annual report from the Chair-Elect to the Chair normally is not required unless the Chair has assigned special duties to the Chair-Elect.
  4. Sending to the Division Archives all worthwhile papers of genuine historical importance during years of tenure, as described in Archivist section. The files should include fax or e-mail messages, correspondence and summaries of all verbal communications which relate to the business of the Division and should be maintained in the records.
  5. Selecting and coordinating a Program Committee for the annual conference at which the Chair-Elect is responsible for programming.

Expenses: The Division may provide financial support of up to $1000 to defray expenses in conjunction with attendance at the SLA Winter Meeting and the Annual Conference, if the incumbent's organization does not provide travel funds. Funds must be requested from the Treasurer using the Division's travel voucher and must include required receipts.

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.

Rev. 4/00, J. Perez