american chemical society welcome to the acs leadership institute division track john pochan, dac...

American Chemical Society

Welcome to the ACS Leadership Institute Division Track

John Pochan, DAC Chair

American Chemical Society 2

A Message from the ACS President

AND

Administrivia


Getting the Key Items on Your Radar Screen

John Katz, ACS Staff

John KatzDirector, Member Communities Group/Membership and Scientific Advancement Division


Divisions—WHY?

Take a few minutes to consider:

Why do Divisions exist?



For many reasons … but most if not all boil down to the following:

•To disseminate technical and professional information

•To allow people who share a technical or professional interest to identify and communicate with one another

* If you agree with this general statement, you may want to assess your activities to determine if they support one or both of these primary goals.


Division Responsibilities/Opportunities

• Getting and keeping members

• Providing members with the technical/professional information they want, and the opportunities to connect and communicate with one another

• Creating a fiscally responsible entity

• Maintaining a viable website to communicate with members

• Providing accurate input for the national meeting program through the use of PACS

• Filing the secretary (administration) and treasurer (financial) annual reports and appropriate tax returns using FORMS

• Conducting elections

• Participating in and supporting the governance activities of ACS


Division Responsibilities/Opportunities

• Participating in regional meetings

• Securing and using monthly e-rosters

• Setting division dues

• Applying for Innovative Project Grants

• Sending representatives to ACS sponsored leadership events—P2C2, Division Leaders’, Leadership Courses

• Recognizing your members by creating division awards and participating in ACS programs such as the ACS Fellows Program

• Forming alliances with other divisions and non-ACS entities


Division Officers

• Chair

• Chair-Elect

• Secretary

• Treasurer

• Councilor

* Some divisions consider Program Chairs to be officers


Division Officers—Chair

• Recommended term of office: 1 year

• Ensure that the business of the Division is carried out properly and expeditiously.

• The leader of the Division and must ensure that all Division officers, as well as the nonelected leaders, are performing their assigned duties and meeting deadlines.


Division Officers—Chair-Elect

• Recommended term of office: 1 year

• Become familiar with the responsibilities associated with the office of Division chair.

• Be prepared to step in for the chair if need be.


Division Officers—Secretary

• Recommended term of office: 2 years

• Record the official business of the Division and to ensure that such business is carried out in accordance to the Division bylaws.


Division Officers—Treasurer

• Recommended term of Office: 2 years

• Coordinate and monitor the financial activities of the Division

• Accurately maintain the Division financial records

• Report on the financial health of the Division to the Division Executive Committee, Division members, the IRS, and to the Society.


Division Officers—Councilor

• Serve as a Division representative to the Society through active participation in the decisions and activities of Council.

American Chemical Society 14American Chemical Society 14

Annual Reports—FORMS

• FORMS (Forms Online Reporting Management System) is the new web-based tool for local section and division annual reporting and other form submissions.

• Replaces the word document for the secretary’s report and the excel document for the treasurer’s report

• 2010 Reports are due February 15th.

• www.acs.org/FORMS


E-Rosters and Labels• Permission must be granted to access e-rosters

• Send a note to [email protected] for access using your ACS ID and password

• Must be an ACS Member

• Roster Information (Confidential)– Primary address and membership category

– Personal Information (gender, birth date, degree)

• Using your roster– Check for new members, address changes, emeritus, etc.

– Communicate with members

– Recruit members for committees

– Determine demographics for local section & division collaborations


E-Balloting and Division Dues

• E-balloting

– Division bylaws must be changed to conduct elections via email or other technology-based system

– Contact Barbara Polansky, ACS staff, for information

• Division dues

– Executive committees set dues for following year at spring meeting


ACS Branding

• What is Brand?

– A brand is much more than just a logo. It’s something that is communicated on a daily basis, whether it’s contained in a letter or an advertising campaign. It tells the outside world what you do and what you stand for and, as a result, it’s one of the most powerful things an organization can own.

• Resources for ACS Branding (www.acs.org About Us > About ACS > Branding Guidelines)

– Logos and typefaces

– Microsoft Office Templates


ACS Fellows Program

• In 2008, then President Bruce Bursten established a Presidential Task Force to study and recommend the establishment of an ACS Fellows Program

• The Board of Directors approved the program for initiation in 2009

• Nominations are sought from divisions, local sections, and committees, as well as individual ACS members

• Nominations for the 2011 class of ACS Fellows opens the first quarter

• ACS Fellows are recognized and honored at the Fall ACS National Meeting


Collaboration with non-ACS entities

• ACS encourages divisions to pursue joint activities in areas of mutual interest with other national and international scientific and technical societies and organizations

• All cosponsorship agreements involving an ACS division must be approved by the ACS

• Previous joint activities associated with national meetings

– ACS and AIChE (Spring 2008)

– ENVR and WaterCAMPWS (Spring 2008)

– GEOC and Clay Minerals Society (CMS) (Spring 2008)


Sources of Funding

• Division Allocations

• Semi-Annual Division Dues

• Semi-Annual Innovative Project Grants

• Thematic Program

• Division Initiatives


Division Allocation

Factors

Allotment Category Fraction of AllocationsBase Allotment 12.5%Per Member Allotment 12.5%Innovative Projects Allotment 10%Total Programming Allotment* 65%

* Distribution of Programming Allotment

Category % of Programming Allotment# attendees at oral sessions† 50%# members at meeting 25%# posters presented 25%

† All sponsoring Divisions receive full credit for cooperatively cosponsored sessions.


Division Allocation

• Average Allocations in 2009

– Class I: $14K

– Class II: $38K

– Class III: $81K

Division Types

– Type I: AGRO, BMGT, CARB, CATL, CELL, CHAL, CHAS, CINF, FLUO, FUEL, GEOC, HIST, NUCL, PETR, PROF, RUBB, SCHB, TOXI

– Type II: AGFD, BIOT, COLL, COMP, IEC

– Type III: ANYL, BIOL, CHED, ENVR, INOR, MEDI, ORGN, PHYS, PMSE, POLY


Division Dues

• Division Dues

– Division dues collected by ACS (Member & Subscriber Services)(except RUBB)

– Revenues distributed semi-annually to Divisions

• Average Distributions July – December, 2010

– Class I: $7K

– Class II: $14K

– Class III: $55K

Division Types

– Type I: AGRO, BMGT, CARB, CATL, CELL, CHAL, CHAS, CINF, FLUO, FUEL, GEOC, HIST, NUCL, PETR, PROF, RUBB, SCHB, TOXI

– Type II: AGFD, BIOT, COLL, COMP, IEC

– Type III: ANYL, BIOL, CHED, ENVR, INOR, MEDI, ORGN, PHYS, PMSE, POLY


Innovative Project Grants

• Innovative Project Grants

– Innovative Grants pool: 10% total division allotment ($136K in 2009)

– Grant applications reviewed at national meetings by the Divisional Advancement Subcommittee of DAC

• San Francisco, CA Distribution: $27,500

– CINF, ORGN, PHYS, TOXI

• Boston, MA Distribution: $102,400

– AGFD, AGRO, CATL, CELL, CINF, COLL, ENVR, I&EC, NUCL, ORGN, FUEL, PROF, and RUBB


Thematic Program

• Thematic Program Participation at each National Meeting

– $30K provided by DAC

– Administered by ACS

– Invited speaker registrations and travel

• No honoraria

• Documented expenses reimbursed

• Division registration site

Member Communities Group

John Katz, [email protected]

LaTrease Garrison

[email protected]

Mark O’[email protected]

Cheryl Brown

[email protected]

Juanita Hampton

[email protected]

Mikal Ankrah

[email protected]

Kate Sellar

[email protected]

Farai Tsokodayi

[email protected]

Alvin Collins, [email protected]

Member Communities Group


Laura Melohn, [email protected]

Max Saffell, [email protected]

David Thomas, [email protected]

Carol Payton, [email protected]

Sam Toba, [email protected]

Chris McCarthy, [email protected]

Tanya Fogg, [email protected] Love,

[email protected]


• Provides logistical support to divisions with respect to bylaw requirements—division dues, officer lists, cosponsorships

• Maintains a website that supports division needs especially those of division officers and division volunteers

• Manages the collection and production of the national meeting program

• Administers division dues and allocation payments

• Supports Committee on Divisional Activities (DAC)

• Supports the subcommittees of DAC by distributing and helping to manage annual reports, Innovative Project Grants, ChemLuminary Awards

Member Communities


Member Communities

• Collaborates with other ACS offices who interact with divisions—Secretary’s Office, Education, International Activities, etc.

• Coordinates training conferences and workshops

– Program Planning and Coordination Conference (P2C2)

– Leadership Institute

– Division Summit

• Manages and facilitates division strategic planning sessions


Get Involved, Stay Involved

• If you remember only one or two things from this weekend, please remember that GISI has been designed as an essential online resource to help you complete your ACS volunteer duties.

• Online resource for veteran volunteers and new volunteers with essential links of volunteer procedures and resources specifically geared towards divisions.

• Links are organized in tabs according to topic areas: Event & Meeting Planning, Communications Resources, Division Information, Annual Reports, Funding and Financial, Elections & Bylaws, Member Recognition, and Leadership Development.

• The most time sensitive items and communications are listed to the right in the “What’s Important Now!” area.

• www.acs.org/getinvolved


Strategic planning

• Pre-planning

– Trend data (membership counts, financial data, etc.), Member needs assessment data, and other information considered relevant to a given division is retrieved and reviewed by the Member Communities (MC) staff and is given to the strategic planning participants in advance of the planning session.

– Arrangements or assistance with the logistics (location, timing, identification of stakeholders, etc.) is provided by MC staff.

• Facilitating

– On a first come, first serve basis, MC provides a facilitator and covers the professional fees of the facilitator.

• Follow-Up

– MC assists each division through a mutually agreed upon follow-up plan.


QUESTIONS


DAC and Technical Divisions

John Pochan

Chair, Committee on Divisional Activities



ACS Committees

• Joint Board-Council Committees (12)

• Society Committees (2)

• Board Committees (13)

• Council Committees (6)• Divisional Activities*

• Economic and Professional Affairs

• Local Section Activities

• Meetings and Expositions*

• Membership Activities

• Constitution and Bylaws

• What do they do? Much of the tactical governance work of the Society.


Divisions and ACS

• 33 technical divisions

• Autonomous 501(c)(3) organizations, each with its own set of bylaws

• Division membership optional– approximately 50% of ACS members choose to belong to one or more divisions


• Professionalism

– Resources

– Networking

• Create and present scientific information

– Presentations at and from meetings

– Publications

• Recognition

– Awards

– Grants/scholarships/fellowships


Divisions and DAC

• Divisional Activities Committee (DAC)

– Chair: John Pochan, 2011

– Comprised of up to 25 Division and Local Section Councilors (lots of division representation, but we don’t have reps from every division)

– Meets at each national meeting


DAC Charter Bylaw III, 3d(1)(c)

Study and make recommendations concerning Society policy affecting interests of divisions

Assist divisions in coordinating their efforts with Society and Local Section activities

Promote interdivisional cooperation and communication

Cooperate with the Committee on Meetings and Expositions….

Perform duties incident to the creation of new divisions……

Acting for the Council….in approving the affiliation of divisions with other technical organizations


How DAC is Structured to Serve Divisions

• Divisional Activities Committee (DAC)

– Subcommittees

• Annual Reports

• Constitution and Bylaws

• Divisional Enhancement

• Meetings

• (Division Status)

• Multidisciplinary Program Planning Group (MPPG)


Annual Reports Subcommittee

• Chairs: Mike Brownfield and Bruce Ault

• Reviews all Divisions and Secretariat annual reports

• All DAC members are part of AR, review reports


Annual Reports

• Written by Division members to record what the Division has accomplished in the past year

• Offer highlights of Division activities

• Give ideas for other Divisions to use

• Provide data for DAC to present to Council Policy Committee

• Serve as historical documents


Completed Annual Reports

• Consists of Administration and Financial Form, as well as event summaries

• Submit to Department of Volunteer Support by February 15

– To be eligible for ChemLuminary Award

• Must be received before a Division can receive the annual allotment


Divisional Enhancement Subcommittee

• Chairs: Christopher Welch, Paul Rillema

• Assists Divisions with meeting their objectives

– Provides financial support

– Recognizes excellent Division initiatives

– Encourages collaboration among Divisions, between Divisions and local sections, and/or society committees, and/or external groups


Divisional Enhancement Subcommittee

• Provide financial support Innovative Projects Fund

o 10% of annual division allotment

o Proposals and guidelines available on web, due July 1

• Recognize excellent divisional initiatives Outstanding Division ChemLuminary Award

Must submit annual report, self-nominate by Feb. 15

• Encourage Collaboration Division/Local Section ChemLuminary award co-sponsored by DAC &

Local Section Activities Committee


Constitution and Bylaws Subcommittee

• Chair: Fred Heineken

• Keeps committee apprised of petitions

• Presents official DAC position to the Committee on Constitution and Bylaws and the Council

• For Fall 2011: 1 petition as of 1/15/11

– Petition on Policy statements


Meetings Subcommittee

• Chairs: Mike Miller, Gary Anderson

• Develops policy for Division programming at national meetings

• Promotes multidisciplinary programming

• Deals with meeting related topics

• Serves as liaison between DAC and Meetings and Expositions Committee


MPPG

• Chair: Dave Lohse

• Representatives from all Divisions

• Responsible for planning society thematic, multidisciplinary programming

• Operating for now as DAC subcommittee

• Will work with Divisions on broader enhancements of national meeting programming


DAC Activities

• Initiated thematic programming concept starting with the 2006 fall national meeting

• Worked with M&E, ComSci to create the Multidisciplinary Program Planning Group to oversee continuing thematic programming

• Working with CATL, PETR, FUEL

• Reviewing Division allocation formula for Council in Anaheim

• Sponsors annual leadership conference for newly elected officers

• Sponsors annual Leaders’ Track at ACS Leadership Institute for Division Chairs


Divisional Officers Caucus (DOC)

• Current chair: Fred Heineken

• Meets on Tuesday at 3:30 pm during each national meeting

• Gathers past and present Division officers

• Unofficial forum for informal discussion of mutual concerns


How to Interact with DAC?

• Meets Sundays from 8 a.m.-Noon at each national meeting; guests welcome except for brief closed sessions, Subcommittees meet various times Saturday prior to committee meeting

• With M&E, co-sponsors a luncheon at each national meeting for committee members, program chairs, and associated groups

• At annual ACS Leadership Institute

• At annual Program Planning and Coordination Conference for program chairs

• Website: http://membership.acs.org/C/CDA/

• E-mail: [email protected] American Chemical Society 51


Administrivia


Opportunities and Obstacles: What Does Your Division Want to Accomplish? What is Holding it Back?

David Lohse, Past DAC Chair

Questions to Consider

Where do you want to go? What is holding you back? How can DAC and staff help? What resources are needed? What external factors have to be considered? What trends are you seeing in your specialty

area? Employment status of chemists?


NETWORKING BREAK

After the break, please go to Texas Ballroom C for our next session.


american chemical society welcome to the acs leadership institute division track john pochan, dac...

Documents

division leaders

division awards

division bylaws

office of division chair

acs programs

acs staffjohn katzdirector

leadership coursesrecognizing

membersproviding members