DBIO Procedures Manual - Representatives

Function: Representatives act as an official link between the Biomedical and Life Sciences Division and other professional associations/organizations. Representatives are appointed by the Division Chair at the request of the Division Executive Board.

Qualifications: A representative must be a member, associate member, or retired member of the Association, as well as a member of the Biomedical and Life Sciences Division.

Appointment: A representative is appointed for one year, and may be reappointed twice (i.e., may serve for three consecutive years maximum).

Duties:

1. Ensures that the Biomedical and Life Sciences Division is kept informed of initiatives and projects of mutual interest. This is done by establishing a relationship with the association/organization and receiving news, reports, updates and other information.
2. Reports information that is of interest to the Division by all means available including the Email Discussion List, announcements at the annual business meeting, and/or Biofeedback.
3. Representatives are kept aware of DBIO activities by communicating with the DBIO Chair, participating in discussions of any round table or informal groupings of division members of interest, and monitoring the Email Discussion List.
4. Informs the appropriate association/organization of DBIO initiatives and projects of interest to that group by communicating with the appropriate executive officer and participating in any listserv activity. Liaisons may also attend business meetings of associations/organizations of interest and report back to each group on the other's activities.
5. Reviews the appropriate sections of the Procedures Manual in February and submits corrections, revisions, and so forth to the Director for inclusion in the next edition.
6. By the deadline determined each year (typically August), representatives must submit an estimated budget of expenses 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