SLA Biomedical and Life Sciences Division

DBIO Procedures Manual - Program Committee

Function: The Program Committee is responsible for the Biomedical and Life Sciences Division programs at the SLA Annual Conference, including open houses and field trips.

Qualifications: The Chair must be a member, associate member, or retired member of the Association, as well as a member of the Biomedical and Life Sciences Division. The Chair of the committee is selected by the Chair and Chair-elect of the Division, and preferably will have served as a member of a previous Program Committee. Members will be chosen based on interest, knowledge, proximity to the conference location, or other factors that are pertinent to programming, and will always include the Chair of the Professional Development Committee and the Chair of the Contributed Papers Session. Any sections or other sub-groups affiliated with the Division should be represented on the Committee. Liaisons from other Association groups that work closely with the Division (e.g. Natural History Caucus) may also be granted representation on the Committee.

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

  1. Plan Division activities at the annual conference as set forth in the Program Planning Guidelines.
  2. Make signs announcing Division social events and times if not done by conference staff.
  3. Act as greeters of guests at open houses.
  4. Provide chair of the Fund Development Committee with periodic updates on program plans.
  5. Provide assistance, as needed in finalizing conference arrangements.
  6. Review the appropriate sections of the Procedures Manual by February 1st and submit corrections, revisions, and so forth to the Director for inclusion in the next edition.
  7. 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 1st or on 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. All files they received the year earlier (from predecessor) should be reviewed as to the usefulness for archival see information on retention in the Archivist section). Files include, but 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 Archivist on the regular schedule.

Expenses: The Division will provide funding for expenses including postage and telephone calls if not borne by the Committee Chair's organization. Travel funds of up to $1000 for the Committee Chair to attend the immediate forthcoming conference, the SLA Winter Meeting, are available upon request and submission of travel vouchers. 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. 4/00, J. Perez