DBIO Procedures Manual - Public Relations Committee

Function: The Public Relations Committee develops and coordinates public relations activities at the Division level.

Qualifications: The Chair and all Committee members must be members, associate members, or retired members of the Association, as well as members of the Biomedical and Life Sciences Division. All Committee members must have a strong interest in public relations.

Appointment: The term of appointment is two years, renewable once.

Duties:

1. Solicit the Board and membership for constructive suggestions and ideas for the public relations committee to pursue.
2. Prepare a public relations plan and discuss it at a business meeting for input and approval of the Board.
3. Attend the workshop held by the SLA Director of Public Relations at the Annual Conference.
4. Submit news releases in the required format to the Director of Public Relations at SLA Headquarters.
5. Review the appropriate sections of the Procedures Manual by Feburary 1st and submit corrections, revisions, and so forth to the Director for inclusion in the next edition.
6. By deadline determined each year (typically August), the Committee Chair shall 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: 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 expenses including postage and telephone calls if not borne by the incumbent's organization. Other expenses will be approved by the Division's Executive Board. 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. 1/99, A. Schiff