DBIO Procedures Manual - Email Discussion List Owner

Function: The Email Discussion List Owner is responsible for the day-to-day maintenance of the Email Discussion List, including troubleshooting list problems such as bounced mail, changed or unrecognizable e-mail addresses.

Qualifications: The list owner must be a member, associate member, or retired member of the Association, as well as a member of the Biomedical and Life Sciences Division. If the list is hosted by an institution other than the Association, the list owner must be affiliated in some way with that host institution.

Appointments: The term of appointment is not fixed.

Duties:

1. Manage the daily operations of running the Email Discussion List, including troubleshooting list problems and dealing with complaints, queries, technical problems, etc. Resolve Email Discussion List errors caused by bounced mail, changed or incorrect e-mail addresses, full mail boxes, etc., by working with the Email Discussion List manager at the host institution, or directly with subscriber having problems accessing or using the Email Discussion List.
2. By deadline determined each year (typically August), submit an estimated budget to the Treasurer.

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

Records: E-mail communications with the host institution's list manager are kept as a record of problems/solutions encountered. 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. 4/00, J. Perez