GRADUATE WOMEN IN SCIENCE (GWIS) POLICIES AND PROCEDURES MANUAL TABLE OF CONTENTS: Note: These Procedures are intended to serve as guidelines and do not necessarily negate efforts by well-intentioned volunteers of GWIS. However, in order to protect our Officers from liability, we insist on the observance of Section I.A. We wrote these guidelines in order to provide a structure to build our organization. The Board of Directors welcomes future comments as to their contents. (Note: Significant contributors are listed in parentheses.) Click the underlined catagories to go to that part of the document. GENERAL POLICIES AND PROCEDURES: A. Officers and Committee Chairs Important Information (General) B. Chapter and National Responsibilities C. Financial Philosophy D. Naming of Fellowships Funds E. Meetings F. Directory G. Bulletin H. Information about GWIS I. GWIS Jewelry, Posters, Note Pads, and Miscellaneous Publicity Items Available for Purchase J. Nominations for AAAS Fellows K. Liability of GWIS II. POLICIES AND PROCEDURES FOR SPECIFIC OFFICERS A. President B. Past President C. President-Elect D. Vice-President E. Secretary F. Treasurer G. Editor H. Historian I. Board of Directors J. Archivist III. POLICIES AND PROCEDURES FOR SPECIFIC STANDING COMMITTEES/BOARDS A. Chapter Establishment B. Editorial C. Fellowships D. Finance E. Honorary Awards F. Membership Committee G. Nominating H. Omega I. Parliamentary J. Publications K. Public Relations IV. POLICIES AND PROCEDURES FOR GWIS LISTSERVE AND WEBSITE A. GWIS Listserve B. GWIS Website V. POLICIES AND PROCEDURES FOR AD HOC COMMITTEES, LIAISONS, AND MEETING COORDINATORS A. Ad Hoc Committees 1. International Relations 2. Ruth Dickie Special Projects B. Liaisons 1. Washington, D.C. 2. AAAS Representatives C. Meeting Coordinators VI. POLICIES AND PROCEDURES FOR NEW CHAPTERS A. Requirements for installation of new Chapters B. Petition and Certificate of Incorporation for Chapters C. Handbook for new Chapter Presidents D. Sample Chapter Bylaws E. Sample Chapter Officers Handbook Contributors to the First Edition (2000) of this Manual: Gerry Anderson, Mary Anderson, Bette Barnes, Ann Brown, Doris Brown, Virginia Carson, Sheri Cole, Joy Frestedt, Gloria Gridley, Helen Haller, Carol Hodes, Elfriede Linsmaier-Bednar, Dee McManus, Melita Nasca, Harriet Natsuyama, Pat Shaffer, Anne Marie Weber-Main. Thank you all for your service and dedication to this organization. I. GENERAL POLICIES AND PROCEDURES: I. A. OFFICERS AND COMMITTEE CHAIRS IMPORTANT INFORMATION (GENERAL) Policies: 1. Appointment of Committee vacancies: The incoming President shall appoint members to fill Committee vacancies for her term of office that begins July 1. These members shall be recruited prior to July 1 and shall be confirmed within the following six weeks. This allows the names to be provided to the Editor for publication in the Fall Bulletin by the August 15 deadline. The Standing Committees requiring appointments are: Fellowships (Vessa Notchev, SDE Fellowships, Eloise Gerry, Eli Lilly, and a Fellowships Coordinator), Honorary Awards, Parliamentary, Finance, Chapter Establishment, Membership, and Public Relations. In addition, the President appoints the Webmaster and Listserve Manager (if applicable) and two members to a Teller's Committee. Ad hoc Committees also require appointments. Currently they are: Publications, Annual Meeting Coordinator, Interim Meeting Coordinator (if applicable), Development, International Relations, AAAS Representatives (5 members), and Washington Liaison. 2. Delegation of responsibilities: Committee Chairs shall delegate responsibilities of the Committee's function among the other Committee members. With the three-year Committee appointment (with a new member appointed yearly and the senior member taking the Chair), Committee Members shall have two years of service before assuming the responsibility of the Chair position. Junior Committee Members will need to learn how the Committee operates. The Committee Chair shall therefore serve as a mentor to the junior members and pass along critical documents or information to her successor. Communication among Committee Members is crucial to the success of that Committee. 3. Budgeting: The Committee Chairs shall retain copies of all receipts, track expenses, and stay within the budget approved by the National Council, if applicable. Expenses over 10% of the budgeted amount must be approved by the National Council. Procedures: a. All outgoing Officers and Chairs shall pass on to new Committee Chairs the files relevant to ongoing business within 6 weeks of election. Documents considered archival (e.g., wills, dossiers on completed Fellowships winners and Honorary Membership recipients) shall be sent to the Archivist. b. All Officers and Committee Chairs shall submit a report of activities to the Interim and Grand Chapter meetings by the deadlines on the GWIS calendar. These reports shall include Officer's or Committee's title, names of participating members, date, name of meeting (Interim or Grand Chapter), summary of activities, and recommendations for future activities. A suggested template for this report is: _____________________________________________________________________________ COMMITTEE OR OFFICE ___________ NAME OF CHAIR OR PERSON SUBMITTING REPORT ___________ NAMES OF COMMITTEE MEMBERS (IF APPLICABLE) ___________ YEAR ____________ NATIONAL MEETING (INTERIM OR GRAND CHAPTER, PLACE) ___________ ACTIVITIES _______________ RECOMMENDATIONS ____________________ _____________________________________________________________________________ c. All overseeing officers (defined by the current organizational chart, Section II.A.2.d.) shall remind their committee chairs to submit reports for the meetings. d. All Committee Chairs shall actively communicate with and involve the other members of the committee throughout the year. At the end of the year, she shall pass along all the pertinent documents and information to the upcoming Chair. e. All committee chairs shall contact the Finance Committee regarding any budgeting needs to be included for consideration in the next year's budget proposal 2 months prior to the Grand Chapter meeting. I .B. CHAPTER AND NATIONAL RESPONSIBILITIES Policies: 1. Chapter and National Relations: GWIS operates at both the Chapter and National levels. Local Chapters cannot exist without a viable national organization. The National organization is herein referred to as National GWIS. Chapters and National GWIS shall work together to build a strong membership base both locally and nationally. In addition, working models and creative ideas for chapter and national activities shall be exchanged, as well as resources and benefits. 2. Communication between Chapters and National: Communication shall be maintained between the National organization and local Chapters. Incoming Chapter Presidents should refer to the Handbook for Chapter Presidents on this website. Chapters shall contact the Membership Committee Chair regarding strategies for strengthening membership, as well as any other National Committee Chair for appropriate information or exchange of resources. In addition, National Officers and Committee Chairs shall be responsive to the needs of local Chapters, and help devise solutions to problems. Chapters should have a Chapter Liaison to National, if possible. GWIS Officers at the local and National level shall maintain contact with periodic web chats, exchange of member lists, and annual reports of finances. 3. Office and Committee Vacancies: As the members are the core of GWIS, they are encouraged to develop leadership qualities as they volunteer their time for local and national projects. Procedures: a. Local Chapters and the National Secretary shall exchange membership lists and directories at least once per year. b. Local Chapters and the National organization shall publish reports in the Bulletin (including information about members, activities, fellowship winners, meetings, and concerns). c. Chapter Liaisons (or Officers) shall provide electronic copy to the Bulletin Editor for publication of chapter activities in the Bulletin. They shall also provide information to the National Office as needed and report National agenda items back to the Chapters. d. Local Chapters and the National organization shall exchange annual reports, financial reports, and listings of new officers at the Grand Chapter Meeting by the deadline shown on the National GWIS Calendar. The financial report shall contain income/expenses and all bank account balances. e. Local Chapters and the National organization shall file appropriate financial documents to the IRS and to internal/external auditors through the National Treasurer. I. C. FINANCIAL POLICIES AND PROCEDURES: Policies: 1. Financial Investment Philosophy and Policy: The overall philosophy for investment of fellowships funds is protection of assets with growth. To obtain maximum return on fellowships funds, the assets of GWIS shall be diversified so as to achieve safety with optimal growth. While the financial policy of GWIS is conservative, we recognize the need to diversify some assets in the growth sector, which may include growth oriented stocks or mutual funds for capital accumulation. The latter mutual funds include, but are not limited to: growth, growth and income, small or large capital accumulation, equity or balanced, asset manager, and bond funds. The funds shall be chosen on the basis of good past history, safety (beta value preferably below 1.0), and reputability of the fund family (as assessed by, for example, Morningstar). Bonds or bond funds must not be purchased without a AAA rating by Moody Rating Services, Inc. Fund Name Purpose Deposits Money Market fund Operating expenses Member dues and contributuions Ruth Dickie fund Special projects Donations in memory of SDE Fellowships fund Fellowships and audit Donations <$50,000 Eloise Gerry Fellowships Fellowships and audit Donations in memory of Vessa Notchev Fellowships fund Fellowships and audit Donations in memory of Nell Mondy Fellowship fund Fellowships and audit Donations Life Memberships fund Special projects Life Memberships 4. Timely payment of dues: The dues and donations made annually provide the revenue for our daily operations. Therefore, it is of utmost importance to receive dues as early as possible. Procedures: a. The Financial Oversight Committee is composed of 3 past treasurers appointed for an indefinite time by the President. This committee monitors performance of investments, advises the Treasurer in making adjustments in asset allocations, and recommends investment vehicles, all in accordance with the GWIS investment philosophy and policy. b. The Treasurer is authorized to make final decisions on the investment of incoming assets, the liquidation of accounts that give lackluster performance, and the consolidation of assets, taking into account the advice and recommendations of the Financial Oversight Committee and the GWIS investment philosophy and policy. c. The Treasurer and Financial Oversight Committee shall have access (i.e., be given passwords) to the encrypted online account. No other person may have access at any time. d. The President, President-Elect, and Treasurer shall sign new signature cards for all active accounts within one month of taking office and file these cards at the respective banks. A minimum of two such signatures shall be listed on all accounts at all times. I. D. NAMING OF FELLOWSHIPS FUNDS Policies: 1. "Honor Roll of Donors" publication in the Bulletin and naming of awards: The names of donors giving e" $10,000 shall be listed at least once a year in the Bulletin on an "Honor Roll of Donors for GWIS". The first (highest amount) SDE Fellowship award must be named "The Adele Lewis Grant Awardee", as specified in her will. GWIS acknowledges the significant contributions that Adele Grant made to our organization in the early years by extending her name in perpetuity. For donors who give the entire amount to be spent that year, the second awardee shall be named after that donor (for that year only). The amount must be over $1000 to be so named. 2. Establishment of a separate endowment: To establish a separate, named endowment that will be financially tracked separately and proportioned accordingly in the future, the endowment must be worth at least $50,000. Amounts less than this shall automatically be placed in the SDE Fellowships. However, the donor shall be recognized in perpetuity in the "Honor Roll of Donors for GWIS". 3. Histories of major donors: The Historian shall prepare a history of Adele Lewis Grant, Eloise Gerry and Vessa Notchev to be given to respective awardees. This shall be mailed with the check to the awardees. For the SDE Fellowships, the Historian shall list the major donors, their professions, and affiliations. These histories shall be included in the Bulletin approximately every 3-4 years to maintain historical continuity with the members. I. E. MEETINGS (ANNUAL NATIONAL OR INTERIM) Policies: 1. Function of the National Meetings: The National Meetings shall have jurisdiction over all of the affairs of GWIS, may enact laws for its government, shall have power to interpret all provisions of the constitution, and shall elect the National Officers by majority vote. As designated by our constitution, amendments to the bylaws or the constitution shall be approved by a 2/3 majority vote of Grand Chapter members. 1. Member's access to minutes: The National Meeting minutes shall be provided to all Officers, Committee Chairs and Chapter Presidents within three months following the meeting. All Members in good standing shall have access to the meeting minutes, and may request a copy from the Secretary. A member in good standing consists of a life member, an honorary member, or paid-up National member. 2. Action items: Items to be voted on by Grand Chapter shall be in the first Bulletin following the action approved by the National Council. The Parliamentarian shall provide copy on changes to the bylaws or constitution to the Editor. 3. Meeting discussions: Whenever possible, "controversial" agenda items shall be discussed and resolved before these meetings are called to order. 4. Limitation of discussions: The President has the power to impose a time limit on discussions (per member) during the meetings. 5. Officers and committee reports: Officers, Committee Chairs, and Chapter Presidents shall send reports to the Secretary at least one month in advance of the National Meeting. The Secretary shall distribute meeting packets promptly to Officers, Chairs, and incoming Chapter Presidents not present at the meeting within two months after the meeting. Whenever possible, Officer's and Committee's reports shall be submitted in advance for inclusion in the meeting packet and not read at the Meeting. Discussion of these reports should be restricted to action items and significant issues. Reports should be assembled before the Grand Chapter Meeting convenes. 6. Votes allowed for the National Council: Each Officer or Committee Chair that is a member of the National Council is allowed one vote for National Council. In the event that an Officer is also a National Council Committee Chair, she shall be allowed one vote for her office and one vote for each committee she represents. Should one of the National Council members be unable to attend she may designate another National Council member as a proxy. All proxies must be in writing and presented to the Parliamentarian prior to the meeting. 7. Votes allowed for the Grand Chapter: Each Member of the National Council shall be allowed one or more votes as National Council Members. In addition, Chapter Presidents shall be allowed two votes. In the event that the Chapter has more than 150 members, the Chapter is entitled to an additional vote for each 50 member increment. Should a chapter be unable to send its own members it may appoint members from another Chapter as its representatives by presentation of a proxy. Should one of the National Council members be unable to attend she may designate another Grand Chapter member as a proxy. All proxies must be in writing and presented to the Parliamentarian prior to the meeting. 8. Presentation of certificates: Certificates shall be prepared in advance of the Grand Chapter meeting for presentation to new Honorary Members, National Service Award Winners, and Chapter Charters, as requested by the appropriate Committees. Currently, Helen Haller prepares these certificates. Procedures: a. Meetings shall be conducted according to a latest edition of "Robert's Rules of Order", the edition and publisher of which shall be specified by the Parliamentarian. b. Meetings shall consist of roll call and quorum consensus, moment of silence for deceased members, approval of the minutes, old business (business discussed or voted on at the last meeting), and new business (new items for consideration). Items in the Officer's or Committee's reports that require action shall be brought up as old or new business. The reports from Officers and Committee Chairs shall be in the packets, and therefore shall not be read or summarized during the meetings. However, reporting of Chapter activities are encouraged during the Grand Chapter meeting. c. Committees shall request the generation of certificates with gold seal and multi- colored ribbon in advance of the Grand Chapter meeting from Helen Haller. The certificates shall be presented to the awardees at the Grand Chapter meeting. I. F. DIRECTORY Policies: 1. Publication of the GWIS Directory: The directory of members shall be published at least every two years and shall be made available to all current members in good standing*. * A member in good standing consists of a lifetime, honorary, or paid-up member. 2. Purpose of the GWIS Directory: The directory shall be a source of networking for all members, and therefore shall include as much professional information about current members as possible. 3. Use of the GWIS Directory: The addresses (email and other) and phone/fax numbers of members listed in the directory may not be used for any purpose, by members or nonmembers of GWIS, for anything other than GWIS business. The Directory is not to be rented or sold for any purpose. I.G. Bulletin Policies: 1. Purpose of the Bulletin: The Bulletin is the voice of GWIS. Its purpose is to provide information about National and Chapter activities as well as other news and features which support the mission and goals of the organization. 2. Responsibilities of Officers, Committee Chairs and the Editor for providing copy: The Editor works with other members as needed to arrange for the publication of special features in the Bulletin. However, it is the responsibility of the Officer or Committee Chair to generate the content of these separate features (see section I.G.b.), adhering to the submission deadlines of the Bulletin, and ensuring that her information will still be relevant by the production date of the Bulletin. Overseeing officers shall ensure that their Committee Chairs have submitted to the Editor the specified information (see below) by the deadline dates indicated. Procedures: a. The content and format of the Bulletin must be approved by the Editorial Board (Editor, President, President-Elect, Vice-President, Secretary, alternatively called the Editorial Committee) prior to publication. The Editor shall provide the other Editorial Board members with a draft of the Bulletin by 5 days prior to the anticipated publication date. Upon receipt of a Bulletin draft from the Editor, the other members of the Editorial Board must respond within 5 days with their editing suggestions and content. If a member of the Editorial Board does not return the document to the Editor, she will assume that the changes have been approved by that member. b. The Bulletin is typically published three times per year, as the budget allows. The current deadlines for submission of material to the Editor and their corresponding (approximate) publication dates are as follows: Fall: August 15 (for publication October 15) Winter: November 15 (for publication January 15) Spring: February 15 (for publication April 15) c. All text material shall be submitted to the Editor either by e-mail (as an attachment, or within the message body) or on a disc (PC format preferred; Word, Wordperfect, text-only, or rtf files preferred). Whenever possible, color or black and white glossy photographs should be included and mailed to the Editor for scanning along with an appropriate photo credit and caption. Photos shall be returned once the Bulletin has been printed. d. Specific Bulletins must include the following items (prepared by the designated person and sent to the Editor by the submission deadline for each issue): Fall Bulletin (submission deadline August 15): Item Person Responsible forSubmission to Editor Directory of Officers, Board of Directors, Committee members and other appointed positions, plus organizational chart President Directory of all Chapter Officers/National Liaisons Membership Comm.Chr. President's message President Approved budget for current fiscal year Treasurer Information on upcoming Interim Meeting, if applicable Meeting Coordinator Advertisement for fellowships Fellowships Coordinator Summary of last National Meeting derived from: (1) Minutes from National Council and Grand Chapter meetings (2) Feature articles and photos from non-business events(e.g., scientific sessions, keynote speaker, social events) (1) Secretary (2) Editor Call for nominations for office Nom. Comm. Chair Proposed bylaws or constitutional changes approved by National Council Parliamentarian Winter Bulletin (submission deadline November 15): Item Person Responsible forSubmission to Editor Ballot Nominating Comm. Chr. National Meeting information and registration form Meeting Coordinator Honorary Member Candidates for Chapter approval Hon. Member Chair Spring Bulletin (submission deadline February 15): Item Person Responsible forSubmission to Editor Proposed bylaws or constitutional changes approved by National Council at Interim Meeting, if applicable Parliamentarian National Meeting information and registration form Meeting Coordinator Report on Interim Meeting (if applicable) President Report from AAAS Section Representatives AAAS Representatives Every Issue: Item Person Responsible forSubmission to Editor Masthead: Address,phone,fax,e-mail and webURL for National and Editorial Offices: Editorial Board Listing (Editor, President, President-Elect, Vice-President, Secretary) Editor Names and e-mail or phone of elected Officers and Directors President Chapter contact information Membership Comm.Chr. Chapter/member updates Chapter Liaison Mission Statement Sr. Mbr., Bd. of Directors Membership application form Editor Once a year: Item Person Responsible forSubmission to Editor Announcement of Honorary Member Awards Hon. Memb. Comm.Chr. Honor Roll of GWIS donors, consisting of significant donors to GWIS Historian and Secretary Profiles of fellowships winners (project titles, abstracts, institution, and photo) Past Fellowships Coord. In addition, every 3-4 years, the Historian shall submit histories of donors of named Fellowships funds to the Editor for publication in the Bulletin. c. Advertisements may appear in the Bulletin, at the discretion of the Editor and Editorial Committee. Current prices per issue for the ads are as follows: Full page $1000 1/2 page $500 1/4 page $250 1/8 page: $100 Business card: $50 The advertiser shall contact the Editor first, then submit the ad(s) with a check made out to GWIS to the Editor. The Editor shall send the check to the Treasurer for deposit in the General Operating account. I.H. INFORMATION ABOUT GWIS: Policies: 1. Name: In 1991, the Executive Board decided that the Sigma Delta Epsilon fraternity shall hereafter be referred to as GWIS or Graduate Women in Science. The name SDE or Sigma Delta Epsilon shall be maintained only for legal purposes. 2. Insignia: The insignia for GWIS represents women in all areas of science. The thunderbolt represents physics, the benzene ring represents chemistry, the Nile key represents biology, and the Nabla represents mathematics. 3. Motto: The motto for GWIS is "United in friendship through science". 4. Colors: The GWIS colors are the colors of the rainbow or spectrum. 5. Mission: Graduate Women in Science is an interdisciplinary society of scientists who encourage and support women to enter and achieve success in science through full participation in their scientific research and its applications; in the development and advancement of women, in the integration of their careers, personal goals, and society's needs; and by professional networking and mutual inspiration. GWIS does not discriminate against anyone based on race or sex, nor does it advocate candidates for public office. 6. Goals: The goals of GWIS are to: a) provide scientific recognition of women scientists b) provide financial support for research c) serve as a forum to discuss members' research interests d) promote communication within the community of women scientists e) encourage outreach programs to recruit and to retain women in science f) provide opportunities to develop leadership and organizational skills g) maintain records and produce publications documenting the achievements of women in science, including archives and histories of the organization h) provide opportunities for members to discuss their careers and goals i) serve as a resource on societal needs in science, and to encourage women scientists to match their activities to those needs, and j) serve the national and international community as a resource of women scientists. 7. Membership requirements and dues: Note: Affiliates are nonvoting members, who shall receive the Bulletin and may attend GWIS Grand Chapter Membership Status Requirement(s) Annual Dues Full, regular member Baccalaureate degree in science and research experience $50 Life member as above $500 (one time) Graduate student member working on Master's or Ph.D. degree $20 Science Teacher nonvoting affiliate Science Teacher in K-12 schools $20 Undergraduate nonvoting affiliate working on Baccalaureate in science $20 Honorary member Honorary award approved by Grand Chapter $0 Retired member Retired from a career in science $20 Special circumstances affiliate Approved by President* $20 *Intended for inclusion of women without a degree in science, but affiliated with science, such as science writers. Note: The Secretary may waive the dues for those experiencing financial hardship. Procedures: a. The Board of Directors may modify the mission statement and, if so modified, shall notify theWebmaster and Editor of the change(s). b. The Grand Chapter may authorize changes in the dues structure. c. All members of local Chapters and the Omega Chapter must pay National dues. I. I. GWIS Jewelry and Miscellaneous Publicity Items Available for purchase Policies: 1. Authorization of GWIS materials for purchase: The President may authorize new materials (other than publications, covered by section III.J.) for purchase displaying the GWIS logo or the SDE or GWIS (or both) acronym. These materials may comprise jewelry or other items presented by the Public Relations Committee that promote the National GWIS organization. Procedures: 1. New materials for purchase involving the GWIS logo or acronym must be approved in writing by the current President prior to sale or distribution. Such materials must be proposed by (a) GWIS member(s) in good standing. A member in good standing consists of a life member, an honorary member, or paid-up National member. Once these materials have been approved, they may be publicized and sold in perpetuity, the proceeds of which shall be realized by GWIS. 2. New, approved materials available for purchase may be advertised on the National GWIS Website. 3. Any profits realized from the sale of these items must be submitted to the National Treasurer for inclusion in the National GWIS General Operating Fund by May 30 of the year the sale was incurred. Violations of this reporting refute any sponsorship of GWIS, and therefore all future or former liabilities to National GWIS are therefore revoked. 4. Purchase of the following individual materials can be obtained by contacting: 1. GWIS Jewelry: Helen Haller, 2. GWIS National Stationary: Current National Secretary 3. GWIS Note Pad Holders and Note Pads: Penny Perkins, 4. GWIS Posters with tear-off note-pads: Penny Perkins I.J. Nominations for AAAS Fellows Policies: 1. Who may be nominated: GWIS members may be nominated by one of the GWIS Representatives to AAAS to be named AAAS Fellows. Members may either nominate themselves or suggest others to be nominated. Nominees must be members of both GWIS and AAAS, and a member of a AAAS section represented by GWIS. Currently, these sections are: Chemistry, Biology, Agriculture, Education, and Medicine. Procedures: a. A dossier must be prepared and sent to Perky Kilbourn. This information will be passed to the appropriate AAAS Representative to be voted on by that section of AAAS. I.K. LIABILITY OF GWIS Policies: 1. Responsibility of GWIS: National GWIS is not to be held responsible for the improper usage or representation of GWIS under any circumstances. The GWIS Constitution and Bylaws supercede any policies and procedures specified in this manual. All policies and procedures not specified in the GWIS Constitution or updated Bylaws, the updated Policies and Procedures Manual, or the Mission statement and Goals, shall not be officially recognized by National GWIS. Therefore, National GWIS shall not be held responsible for actions by individual members in noncompliance with these documents. II. POLICIES AND PROCEDURES FOR SPECIFIC OFFICERS II. A. PRESIDENT Policies: 1. Duties of the President: The President has ultimate responsibility for the daily maintenance of the organization, Committees and Officers. Her job is to ensure that GWIS functions properly. To accomplish this, she shall delegate responsibilities according to an organizational chart. Overseeing officers (Vice-President, President-Elect, and Past President) shall be in regular contact with their assigned committees, and the President shall contact overseeing officers regularly to ensure committees are functioning. She shall maintain monthly contact with other officers (Secretary, Treasurer, Editor, Historian, and Chapter Liasons) in order to ensure time tables are met, etc. 2. Filling of committee vacancies: Every effort shall be made to fill committee positions before the President takes office. As this is always the most time-consuming task, it must be done in a timely manner for publication in the Fall Bulletin (deadline August 15). Procedures: (In addition, see section I) Immediate: The President... a. Shall meet with National Officers (President-Elect and Vice-President) to delegate duties and draw up an organizational chart. b. Shall fill Committees and name Chairs or confirm the willingness of new Chairs rotating into the Chair position to serve in this capacity. c. Shall draw up a letter for membership (and dues-delinquent members). d. Shall publish in the first (Fall) Bulletin (deadline August 15): 1. Organizational Chart 2. National Organizational Directory listing with address/tel. no./email of all National Officers, Committee members, and their Chairs. Note: permission must be granted from each member listed for publication of this information in the Bulletin and on the Website. e. Shall instruct Officers and Committee members to review their duties in the GWIS Policies and Procedures Manual and the GWIS calendar, both available on the GWIS website. f. Shall send informational materials to new Officers, Chapter Presidents, and Committee Chairs, or direct them to the GWIS website (URL:http://www.gwis.org/.). At the minimum, these shall consist of the minutes of the last National Meeting, the National Organization Bylaws, the latest History of GWIS, and the Handbook for new Chapter Presidents. g. Shall send an updated Calendar and Organizational Chart to the Webmaster for publication on the Website by July 15. The Organizational Chart shall consist of contact information and Officer's Committee oversights for all Officers and Committee members. h. Shall write a column for the GWIS Bulletin ("President's Message") and submit copy to the Editor by August 15 for inclusion in the Fall Bulletin. Long Term: The President... i. Shall preside at the annual meeting of the Grand Chapter and at any official meeting of National Council that may be called in the interim. j. Shall arrange agenda for National Council, Interim, and Grand Chapter meetings and communicate with membership via the Bulletin and Website on meeting arrangements. The President has the option of calling or cancelling the Interim meeting for that year. k. Is ex officio member of all committees except the Nominating Committee and shall see that any vacancies on standing or ad hoc committees are filled. l. Shall be the custodian of the ritual for the installation of National Officers, the initiation of National Honorary Members, Meritorious Service awardees, and the installation of a new Chapter. m. May be bonded; the cost of the bond to be paid by the organization. n. May authorize the withdrawal of funds from the Treasury for the payment of obligations as authorized by the approved budget or for such other purposes as the Grand Chapter may approve. o. May appoint ad hoc committees as deemed necessary. p. Shall maintain contact with AAAS before announced deadlines for AAAS annual meetings as to: 1. Meeting facilities, possible symposia, poster sessions, etc. 2. Publicity q. Shall personally contact National Officers, Directors, Chairs of Committees, etc. 6 weeks in advance of the Interim and Grand Chapter meetings in order to know who will attend the meeting and what material each would like discussed so that she can plan the order of precouncil meetings, as well as the agenda of the Council and Grand Chapter meetings. She shall send the agenda to each member attending in advance of the meeting. r. Shall write a column for each edition of the Bulletin in order to keep local chapters and members advised of national activities and concerns. s. Shall maintain communications with National Officers, Board of Directors, Chapter Presidents and Liaison Officers, and visit the local Chapters if possible. t. Shall coordinate with the Secretary in an attempt to keep in touch with members who are advanced in years, ill or with special needs, and in writing letters of sympathy to families of deceased members. u. Shall send thank-you notes to donors contributing more than $500 to the organization. v. Shall maintain an interest in other pertinent organizations and represent the organization whenever possible at other meetings of national significance. w. Shall submit a report for the Interim and/or Grand Chapter meeting (see section I.). x. Shall appoint up to three Chairs of any Standing Committees to National Council. y. Shall alert the Webmaster to upcoming activities for inclusion on the GWIS Website. z. Shall serve on the Editorial Committee (see section III.G.). aa. Shall appoint a Tellers Committee to count ballots and report electees to the Grand Chapter meeting. Committee members may be, but need not be, Nominating Committee Members. ab. Shall, upon receipt of a written request, authorize the sale of non-publication materials incorporating the GWIS logo or acronym. See section I.I. ac. Shall serve on the Ruth Dickie Special Projects Committee. ad. Shall appoint a Webmaster and Listserve Manager as vacancies arise. II. B. PAST PRESIDENT Policy: 1. Mentoring of the President: Shall serve as an advisor to the incoming President during her term. Procedures: (In addition, see section I) The Past President... a. Shall contact all outgoing Committee Chairs from her term to ensure that the files from that committee are passed on to the next Chair. She shall be responsible for each committee receiving its files. b. May be appointed by the President to oversee some committees (see section II.C.g.). II. C. PRESIDENT-ELECT Policy: 1. Mentoring from the President The President-Elect shall be mentored by the President and assist in committee appointments as needed. It is the President-Elect's responsibility to contact the President to receive updates on all of the President's activities throughout the year in order to learn her future duties. Procedures: (In addition, see section I) The President-Elect... a. Shall plan and appoint Committee members in the last half of the year to serve in the following year. This is to ensure that the committees are ready to function at the beginning of her Presidential term (see section II.A.). This is especially important for the Committees that are required to produce material for the Fall Bulletin (deadline August 15). b. Shall be a member of the Finance Committee. c. Shall maintain contact with the President and Vice-President. d. Shall contact GWIS representatives to AAAS sections about potential symposia in the year in which she serves as President and commence arrangements with AAAS. e. Shall work with the Meeting Coordinator to plan GWIS scientific sessions, working with the Chapter sponsoring the meeting and the Editor for items to be included in the Bulletin. f. Shall visit any Chapter/members in areas to which her travels may take her. g. Shall oversee any Committees assigned to her on the organizational chart . She shall: contact these Committees throughout the year; remind them of deadline dates for mailings to the Editor and Webmaster; provide suggestions or advice; make sure that the Committees are functioning properly. h. Shall submit a report for the Interim and Grand Chapter meetings (see section I.A.). i. Shall serve as a mentor for the Vice-President. She shall also direct the Vice-President to the location of this Policies and Procedures Manual. j. Shall be a member of the Editorial Committee (see section III.G.). k. Shall provide information and registration forms for upcoming GWIS National Meetings to the Webmaster and Editor by the appropriate deadlines (August 15 and November 15 for Interim Meeting; November 15 and February 15 for Grand Chapter). l. Shall ensure that the committees she oversees send copy to the Editor and Webmaster regarding National Activities by the appropriate deadline dates (see sections I.C.k., I.G., and IV.B.). m. Shall work with the Editor to provide highlights of the National Meeting Scientific Programs for the Fall Bulletin following her term. She shall ensure that the Editor receives a feature article and photos of the scientific sessions and social activities by August 15. She may write this article herself, or may delegate the responsibility to designated reporters. II. D. VICE-PRESIDENT Policy: 1. Learn the rules and operation of GWIS The Vice-President shall familiarize herself with the bylaws, policies and procedures, and organizational chart during her term. She shall attend GWIS national meetings and observe the format for these meetings. Procedures: (In addition, see section I) The Vice-President... a. Shall be a member of the Finance Committee. b. Shall maintain communication with the President and President-Elect to familiarize herself with duties of those offices. c. Shall oversee any committees assigned to her on the organizational chart. She shall: contact these Committees throughout the year; remind them of deadline dates for mailings, the Bulletin and Webmaster; provide suggestions or advice; make sure that the Committees are functioning properly. d. Shall submit a report for the Interim and/or Grand Chapter meeting (see section I.A.b.). e. Shall be a member of the Editorial Board (see section III.G.). f. Shall ensure that the committees she oversees send copy to the Editor and Webmaster regarding National Activities by the appropriate deadline dates (see sections I.G. and IV.B.). II. E. SECRETARY Policies: 1. Access to GWIS database: No one shall have access to the computer database of the members for the purpose of inputting or editing data other than the Secretary and any hired assistants . A back-up copy of the database, to be updated monthly, shall reside with the President. Local Chapters and the Membership Committee shall be sent lists of new members in their area (Chapters) to be contacted. 2. Use of the database: The membership database cannot be sold or distributed for any reason to anyone, either outside or within GWIS. Procedures: (In addition, see section I) The Secretary... Regarding National Council Members, National Meetings, and Fellowships: a. Shall serve as recording and corresponding Secretary. b. Shall have charge of the registry of members and the records of the organization except as otherwise provided, and shall work with the Archivist and Historian in sharing, passing on or otherwise assisting in the preservation of records of the past. c. Shall be a member of the Editorial Committee. d. Shall be custodian of the GWIS seal, described in the Constitution, Article III, Section 2. e. Shall remind Committee Chairs of schedules for mailings. f. Shall provide information or otherwise direct fellowships applicants to the GWIS website. g. Shall collate and assemble (or make provision for this to be done) kits of Committee, Chapter, and Officer's reports for National meetings, and distribute them to meeting participants by mail or email before the meeting. h. Shall submit a report for the Interim and/or Grand Chapter meeting detailing the membership composition (see section I.A.b.). i. Shall be present at all National Meetings to record minutes. j. Shall submit meeting minutes within 3 months of National and Grand Chapter Meetings to attendees, upon approval of the Past President (note: this may be done via the website). The Editor and Webmaster must receive the minutes by August 15. Regarding GWIS Membership and Chapters k. Shall maintain computer changes and information on payments, mail dues notices and collect dues and contributions, deposit dues, update the database, and send monthly reports to the Treasurer (see y. below). l. Shall inform Chapters of new members in their area. m. Shall publish a Directory, as instructed by the National Council. n. Shall coordinate with the Membership Committee on the composition of the materials to be sent to new members, and shall send these out in a timely manner (or designate this task to the Membership Committee Chair). Note that the packet materials must be approved by the oversight officer. o. Shall periodically send updates of new members (including all contact information) that have joined to the Membership Committee Chair, so that they may contact the new members and welcome them into the organization. Regarding Services to the Editor, Treasurer, Committees, Webmaster, etc. p. Shall provide correctly formatted mailing labels and an accurate count of all National members to the Editor for distribution of the Bulletin. The deadlines for receipt of the count and labels are: September 15, December 15, and March 15. q. Shall provide an updated Membership Application Form to both the Webmaster and Editor by August 15. r. Shall coordinate with the Treasurer in submitting new names of Significant Donors (see section I.D. for definition) to the Editor for updating the "Honor Roll of Significant Donors". s. Shall promptly notify the President of major donors (>$500) to be thanked. t. Shall notify the AAAS, banks, and financial institutions when new officers have taken their positions. u. Shall maintain a list of current Chapter Officers and submit it to the Editor and Webmaster for publication in the Bulletin and Website. v. Shall update annually the Handbook for Chapter Presidents on the GWIS Website. w. Shall arrange for the production of brochures about GWIS, including an application form, and shall annually send a stack of brochures to each Chapter President. x. Shall send a list of possible GWIS members who volunteered to serve as fellowships reviewers (box checked on dues notice) to the Fellowships Coordinator by February 1. Regarding fees for services rendered: y. May be paid an administrative fee for her services. The Secretary shall submit a monthly report to the Treasurer indicating that the database has been updated and dues deposited before payment shall be made. This report shall include each deposit, indicating which fund it was deposited in (i.e., General Operating, SDE Fellowships, etc.). Currently the administrative fee is $650 per month. z. Shall be reimbursed for costs incurred for attending National Meetings, if applicable. Calendar of Events Relating to the Secretary: July: 1. Add new Honorary members to the database and send them a welcome letter with the name and contact information of the President of their local Chapter, a membership card, the latest Bulletin and a current Directory. Notify the local Chapters of new Honorary Members in their membership. August: 1. Send a welcome letter from the President to all members along with a dues renewal notice. 2. Work with the President to update the GWIS calendar of events. 3. Prepare and distribute minutes for the Grand Chapter and National Council meetings. 4. Order stationary and envelopes, as needed. 5. Ensure that all Officers and Committee Chairs are aware of the Policies and Procedures Manual on the GWIS Website, or send a hard copy as needed. September: 1. Send out the dues renewal notice, if not done with the President's letter in August. 2. Send out the call for nomination of Honorary Members and the call for nomination for Officers to Grand Chapter members. January: 1. Send out the second dues renewal notice to members who have not paid their dues. 2. Attend the Interim meeting, if applicable, to record the minutes. April: 1. Send out the President's call for the National Meeting to Chapter Presidents, council Members, and Committee Chairs 60 days before the National Meeting. May: 1. Prepare Meeting Packets with reports from Officers, Chairs, and Chapters. Mail to Grand Chapter attendees before the meeting. June: 1. Attend the National Meeting and record the minutes. In addition, these tasks shall be done routinely: 1. The Secretary shall answer all correspondence received in a timely manner or direct it to the appropriate member. 2. The Secretary shall send fellowships applications by postal mail upon request. 3. The Secretary shall provide mailing labels for the Bulletin as needed (see Bulletin deadlines, section I.G.). 4. The Secretary shall record dues and contributions in the database as received. The database shall be updated as needed. A database report summarizing each entry and deposit information must be sent to the Treasurer before the Secretary's monthly fee is paid. 5. The Secretary shall send to all new members a packet of information designed by the Membership Committee (or arrange for the Membership Chair to send these out). These materials shall be sent promptly and shall contain a welcome letter with the name and contact information of the President of their local Chapter, a membership card, the latest Bulletin, a current Directory, an old and a new History, and any other items deemed by the Membership Committee. A listing of new members with a printout of contact information shall be sent to the Membership Chair and the President of each local Chapter at least once a month. II. F. TREASURER Policies: 1. Learning the Bylaws and Policies: It is essential that the Treasurer shall be familiar with all of the bylaws and policies (see sections I.C. and I.D., e.g.) pertaining to the finances. 2. Working with the financial manager of the umbrella group: The Treasurer shall work closely with the financial umbrella group manager to ensure proper growth of our assets. 3. Deposits: Checks sent by Officers or members for these specified purposes shall be deposited in the following accounts: Officer or member sending check(s) Purpose Deposit account Editor Advertisements General Operating Author of GWIS Publication Royalties Ruth Dickie Special Projects Secretary Dues & contributions General Operating Member(<$50,000) or estate Fellowships donation ( SDE Fellowships Member (>$50,000) or estate Fellowships donation Newly named Fellowship Account Secretary New Life Memberships Life Memberships 4. Life Memberships: Interest from the life memberships account shall be transferred to the operating budget every year. Procedures: (In addition, see section I) The Treasurer ... a. Shall conduct the financial affairs of the organization in accordance with Article VII of the Bylaws. b. Shall be custodian of all of the funds of the National Organization. c. May, upon presentation of a written statement of indebtedness, withdraw money from the treasury for payment of financial obligations, up to 10% over the amount budgeted for that item, as authorized by the approved budget. d. Shall upon authorization by the National Council and the President, withdraw money from the various Fellowships Funds for the payment of the fellowships to those approved by the Grand Chapter. She shall send, along with the checks, a history of Adele Louis Grant, Eloise Gerry and other named funds to the awardees (to be compiled by the historian). In the event that the Grand Chapter approves the advertisement of GWIS Fellowships in non-GWIS journals, the Treasurer shall pay the advertisement fees from the relevant Fellowships funds. In addition, any expenses incurred from the management or administration of the Fellowships shall be paid for from said Fellowships funds. e. Shall within 30 days after the end of the fiscal year, submit the accounts of all of the operating, fellowships, and any other special funds for audit by a certified public accountant or financial analyst (enrolled agent), the cost of said audits to be paid from the respective funds. The accountant and analyst may alternate each year, or a certified public accountant may perform all of the audits. f. Shall file with the appropriate authorities statements and reports required by State and Federal laws. g. Shall submit a report for the Interim and Grand Chapter meetings (see section I.A.b.). This report shall provide a categorization of funds spent and funds available in the operating budget. The report shall list separately assets and income/expenses and compare these figures to the year's budget. h. Shall serve as an advisor to the Finance Committee. i. Shall, as retiring Treasurer, be empowered to write checks in payment of bills received during the 30-day period before the books are submitted for audit. j. Shall, as directed by the Ruth Dickie Special Projects Committee, withdraw money from the Ruth Dickie Special Projects Fund for the payment of such projects. In addition, the Treasurer shall make deposits from the proceeds of publications (see section III.B.a.) in the Ruth Dickie Special Projects fund. k. Shall submit the approved budget to the Editor by the deadline for the first Bulletin (August 15). l. Shall coordinate with the Secretary in sending new names of Significant Donors (see section I.D. for definition) to the Editor for updating the "Honor Roll of Significant Donors" in the Bulletin. m. Shall send monthly administrative fee to the Secretary upon receipt of the database update report. n. Shall, upon receipt of funds from the sale of jewelry or miscellaneous publicity items (see section I.I.), deposit such funds into the General Operating Account. o. Shall be custodian of the second GWIS seal. p. Shall see that the incoming President signs all bank signature cards and the outgoing President is dropped from signature authorization on all accounts. In the case of a new incoming Treasurer, she shall sign new bank signature cards and see that the outgoing Treasurer's signature card is removed from authorization on all accounts after a completed audit is done 30 days after the election. II. G. EDITOR Policies: 1. Relationship with the Editorial Committee: The Editor shall work with the other members of the Editorial Committee in the production of the Bulletin. This Committee shall assist in reviewing copy, setting advertisement prices, and deciding on final content of the Bulletin. 2. Recruitment of writers: Whenever possible, the Editor shall encourage articles from other members. 3. Solicitation of articles from Chapters, Committees and Officers: The Editor shall encourage articles from Chapters, Committees and Officers concerning their activities. In addition, the President, President-Elect and Vice-President are responsible for ensuring that the committees they oversee provide the required elements to the Editor by the appropriate deadline dates (see section I.G.). 4. Budgeting: The Editor shall retain copies of all receipts, track expenses, and stay within the budget approved by the National Council. Expenses over 10% of the budgeted amount must be approved by the National Council. Procedures: (In addition, see section I) The Editor ... a. Shall be appointed by the National Council for an indefinite period. b. Shall be responsible for the timely production of the Bulletin, as authorized by the Council (typically 3 issues/year). Current deadlines for submission of materials to the Editor and the corresponding publication dates are as follows: Bulletin Issue Submission Deadline Publication Deadline Fall August 15 October15 Winter November 15 January 15 Spring February 15 April 15 c. Shall send a draft for review by the Editorial Committee at least 5 days prior to publication. The reviewers are given 5 days to submit editing changes. If a member of the Editorial Committee does not return the document to the Editor, she will assume that it has been approved by that member. d. Shall submit a report to the Interim and Grand Chapter meetings (see section I.A.b.), including expenses and advertising income and a budget request for the next fiscal year. This budget should include expenses for any software or hardware upgrades as well as expenses for publication of the Bulletin. e. Shall be responsible for production of the Bulletin, including the following detailed duties: 1. Soliciting articles and photos for each issue 2. Encouraging other members to become contributing writers 3. Editing articles for content, format, and length 4. Laying out each issue using a desk publishing program 5. Providing a draft to other members of the Editorial Committee approximately 1 month prior to publication 6. Working with graphic artists (as needed) and a printing company to arrange for final production 7. Requesting current mailing labels from the Secretary 8. Working with an addressing and mailing service to coordinate labeling, weighing, bundling, and delivery of Bulletins to the Post Office 9. Ensuring that adequate funds are deposited into the postal non-profit bulk mail account. 10. Arranging the payment of all associated expenses (printing and mailing costs, yearly non-profit bulk mail permit fee, etc.) by either: (a) directing invoices to the Treasurer, or (b) requesting reimbursement from the Treasurer for out-of-pocket expenses using an expense report accompanied by original receipts. 11. Submitting reports to National Council and Grand Chapter meetings (see section II.G.d.) 12. Submitting checks for advertisements to the Treasurer. II. H. HISTORIAN Policy: 1. Purpose of the Historian: The Historian is responsible for periodically writing and publishing an updated History of GWIS. She also provides histories on major donors (currently, Adele Lewis Grant, Eloise Gerry, and Vessa Notchev) to the Fellowships Funds. In addition, she compiles the list of significant donors (see section I.D.) for the "Honor Roll of Significant Donors" to be published once a year in the Bulletin. Procedures: (In addition, see section I) The Historian ... a. Shall be appointed by the National Council and shall maintain records of persons and events of significance during her term. She shall assemble the records in permanent form, updating prior published GWIS histories. The appointment is for an indefinite period. b. Shall write and update the histories of major donors of the fellowships funds, and provide the Treasurer with such histories for distribution to the awardees with their check. In addition, she shall periodically (every 3-4 years) submit this information to the Editor for publication in the Bulletin. c. Shall compile a list of significant donors (see section I.D. for definition) and send them to the Editor for publication of the "Honor Roll of Donors to GWIS" in the Bulletin once a year. d. Shall work with the Archivist on maintaining, updating, and distributing significant information. II. I. BOARD OF DIRECTORS Policies: 1. Policies and Procedures manual: The Board of Directors shall review and make changes to the Policies and Procedures manual. Changes will be presented to the National Council for approval by call for a motion. 2. Strategic planning: The Board of Directors shall develop, alter, and maintain a Strategic Plan for the organization. The Officers of GWIS and the Executive Board shall operate the organization in accordance with this plan. The Board of Directors shall work with the overseeing Officers to ensure that their Committees are fulfilling this plan. 3. Resolutions: The Board of Directors may make resolutions honoring individuals/groups exhibiting outstanding service to National GWIS or outlining specific focal points for GWIS in the coming years. Procedures: (In addition, see section I) The Board of Directors... a. Shall update the Policies and Procedures Manual on the GWIS Website, and submit changes to the National Council for approval. b. Shall review the Mission Statement and determine a Strategic Plan for the organization. The Senior Member of the Board of Directors shall submit copy of these items to the Editor (see section I.B.) by the appropriate deadlines for publication in the Bulletin. Any changes to the Mission Statement shall be submitted to the Grand Chapter, then sent to the Webmaster and Editor for updating. c. The Senior Member of the Board of Directors shall submit a report for the Interim and/or Grand Chapter describing their activities (see section I.A.b.). d. May recommend one person per year to receive the National Service Award. A Director shall notify Helen Haller in advance of the Grand Chapter Meeting so that she may prepare the Award Certificate for presentation at this meeting. II. J. ARCHIVIST Policy: 1. Function of the Archivist: The Archivist shall maintain documents, Bulletins, and other records that have historical significance for GWIS. She shall be the source of information relating to the past activities, members, and publications of GWIS. Procedures: (In addition, see section I) The Archivist... a. Shall be appointed by the National Council for an indefinite period. b. Shall be responsible for collecting, receiving and maintaining significant documents and records, such as wills, the Constitution and Bylaws, The Bulletin, Directories, published Histories of GWIS, and the "Honor Roll of Significant Donors". In addition, she shall collect completed dossiers of new Fellowships winners and Honorary Members. c. Shall submit appropriate materials to the GWIS archives, currently maintained at Cornell University, Ithaca, New York. d. Shall update and make available lists of, for example, all previous National Officers, Honorary Members, or National Service Award winners. III. POLICIES AND PROCEDURES FOR SPECIFIC STANDING COMMITTEES III. A. CHAPTER ESTABLISHMENT COMMITTEE Policy: 1. Function of the Chapter Establishment Committee: The Chapter Establishment Committee shall identify potential new Chapters from the Omega roster and assist new Chapters in the induction process into the National Organization. The Committee sponsors the new Chapters and serves as a liaison between National and the Chapter. Procedures: (In addition, see section I) a. The Chapter Establishment Committee shall review Chapter Establishment packets used in the past, make any necessary modifications and present the materials to interested new Chapters. At the minimum, these packets shall contain: Sample Chapter Constitution and Bylaws; National Constitution and updated Bylaws; National Website location; Suggestions for Chapter activities and recruitment of new members. Alternatively, this information may be posted on the GWIS website. However, it is the Chapter Establishment Committee's duty to alert new Chapters to this internet site. b. The Chapter Establishment Committee shall personally contact members of the new Chapters to welcome them and assist them in the induction process. c. A member of the Chapter Establishment Committee shall present the resolution to adopt any new Chapters at the Grand Chapter meeting, demonstrating that all requirements have been satisfied. Currently, these requirements include: 7 or more members of National GWIS forming the Chapter; bylaws approved by the Parliamentary Committee; a history of the nascent Chapter. d. The Chair shall prepare a report for the Interim and Grand Chapter meetings (see section I.A). e. A member of the Chapter Establishment Committee shall notify Helen Haller in advance of the Grand Chapter meeting so that she may prepare an official charter (certificate) for presentation to the newly approved Chapter at this meeting. III. B. EDITORIAL COMMITTEE Policy: 1. Function of the Committee: The function of the Editorial Committee is to review all content for publication in the GWIS Bulletin. All members of the Editorial Committee must approve the content before the Editor may publish the issue. In addition, the Committee establishes editorial policy, such as advertising pricing. The Editorial Committee is composed of the Editor, President, President-Elect, Vice-President, and the Secretary. Procedures: (In addition, see section I) a. The Editor shall provide the other members of the Committee with a draft of the Bulletin issue by 5 days prior to the anticipated publication date. b. Upon receipt of the Bulletin draft from the Editor, the other members of the Editorial Board shall respond within 5 days with their editing suggestions and content approval/disapproval. c. Members of the Editorial Committee shall solicit materials for publication in the Bulletin that support the mission and goals of GWIS. Articles on the following are particularly encouraged: 1. Brief reports from Committee Chairs, National Officers and Chapter Officers 2. Member news 3. Science outreach activities 4. Conferences and fellowship/grant opportunities 5. Discussion from the GWIS Listserve 6. National Meeting highlights. III. C. FELLOWSHIPS COMMITTEES AND FELLOWSHIPS COORDINATOR FELLOWSHIPS COORDINATOR: Policies: 1. Role of the Fellowships Coordinator The Fellowships Coordinator shall serve as the source for questions fielded by Fellowships Committee members and Chairs. She shall be appointed from the pool of women who have served on Fellowships Committees. 2. Naming of Fellowships funds: See section I.D. for naming of Fellowships funds (for listing in the Bulletin). It is the responsibility of the Coordinator to name the donor allotted to each fellowship awardee. This information is to be published in her report to the Grand Chapter and the information sent to the (incoming) Editor. Procedures: (In addition, see section I) a. The Fellowships Coordinator shall invite the Fellowship winners to attend the Grand Chapter meeting, and to present a poster or talk for the scientific session. b. The outgoing Coordinator shall request a photo (glossy color or black and white) and an abstract of 100 words or less from the past year's awardees to be prepared for publication in the Bulletin. She shall provide the Editor with : 1. A copy of the updated fellowship application forms and instructions 2. A complete list of all fellowship winners, their academic institution and degree program and contact information (especially phone number and email) 3. The type (SDE, Eloise Gerry, Vessa Notchev or Eli Lilly) and name (i.e., Adele Lewis Grant, Hartley Corp.) of the fellowship received by each winner. 4. The name of the donor for each awardee (see section I.D.) The Coordinator shall ensure that these materials are sent to the current (not outgoing) Editor by August 15 for inclusion in the Fall Bulletin. c. The Coordinator shall notify the institutions of awardees that they have received the award. d. The Coordinator shall work with the Editor to produce an advertisement in the GWIS Bulletin for GWIS Fellowships by July 15. Advertisements in other journals may be submitted by the Coordinator, providing that the fees for the ads have been approved by the Grand Chapter. In this case, the fees for advertisement shall be paid out of the Fellowships funds. e. The Coordinator shall work with the Editor to produce an advertisement in the GWIS Bulletin in both the Fall and Winter editions. f. The Coordinator shall work with current incoming Chairs to prepare the Fellowships applications, Fellowships guidelines, and reviewer's checklist for the upcoming year. The Fellowships Coordinator shall ensure that any changes to the applications or guidelines are sent to the Webmaster by July 15. In addition, she shall update the amount of money available for awards on the Website by July 15. g. The Coordinator shall contact Eli Lilly and Company in July to ensure that funding will be available in the coming year for the Eli Lilly Travel Awards. h. The outgoing Coordinator shall obtain dossiers on all of the Fellowships winners and send these documents to the Archivist. i. The Coordinator shall request names of all members who have volunteered to review proposals (box checked in the dues notice), and distribute this list to all Fellowships Committee Chairs by Feb.1. SDE, ELOISE GERRY, OR VESSA NOTCHEV FELLOWSHIPS: Policies: 1. Distinction between the Fellowships: While the SDE Fellowships and Vessa Notchev Fellowships are available for women in all scientific disciplines (requiring the use of the scientific method), the Eloise Gerry Fellowships are for biology and/or chemistry only. The Vessa Notchev Fellowship is restricted to GWIS members only. 2. Who may apply for Fellowships: Fellowships are intended to support graduate students, postdoctoral fellows, and women at early stages of their careers. Vessa Notchev Fellowships are for GWIS members only. 3. Inclusion of foreign applications: Since GWIS is an international organization, foreign applications may be considered. 4. Ranking of Fellowships applications: Fellowships shall be given to women with the greatest need and/or the best scientific proposal. Procedures: (In addition, see section I) a. The application forms will contain the address of the appropriate Fellowships Chair and a deadline of Dec. 1 for postmark. The amount of funds available for the awards will be shown in the budget published in the first Bulletin, or the Chair may contact the Fellowships Coordinator for this information. b. Committee Chairs shall receive the reviewer's evaluation forms, sample letters, and any other useful information from the outgoing Chair. c. In December, the Chair shall collate all of the recommendations, transcripts and applications. She shall ensure that everything is in quadruplicate, in order to keep a copy on file, send copies to the other two members of the committee, and send one out for review. d. Chairs shall check the application to ensure that the applicants have followed the guidelines: research proposal no longer than four pages, money to be used only for scientific supplies (not for living expenses, travel, computers, etc.), and all pages of the form are present and filled out. e. The Chair shall send a form letter to the applicants using their self-addressed stamped envelopes telling them that their materials are complete, or that their applications have been rejected (state the reason). f. As soon as possible (preferably by Jan. 1), the Chair shall mail the extra two sets to the other two committee members, who then decide on categories or disciplines represented among the applications. The Chair shall include suggestions for how to find reviewers (e.g., calling department heads of local universities for leads), and provide the list of GWIS reviewers obtained by the Fellowships Coordinator from the Secretary to Committee Members. All reviewers must be contacted and must be willing to return the applications by a deadline designated by the Chair (i.e., Mar. 1). g. The Chairs shall write an interim report to the Secretary, which will be part of the National Interim Meeting packet (see section I.A.b.). This report shall include the number of applications received, the number being reviewed, the number of applications in each science category, and the progress of the fellowships process. This shall be sent to the Secretary one month prior to the Interim Meeting. h. The Chairs and all members of the Committees shall find reviewers for the proposals. The reviewers shall be sent the proposal plus the guidelines, evaluation forms and a cover letter stating the deadline and Committee member's address for return of the evaluation form and proposal. The cover letter shall include the Committee member's phone number and email address, in case questions arise during reviewing. i. Each Committee member shall list the 10 candidates and convey this information to the Chair. The evaluation forms for all applicants shall be sent to the Chair, who will make the final decision for funding based on the evaluations. Both highest total score and greatest need shall be considered in the final selection. j. The Committee Chairs shall notify the winners and ask whether they have received any other funding to do this research (in which case, she may select an alternate). The Chairs shall send a letter using the applicant's self addressed stamped envelopes stating either that they have won, or that their application has been rejected. For the winners, this letter should also state that they must send a wallet size glossy photo of themselves and an abstract of less than 100 words to the INCOMING Editor by July 15. GWIS is under no legal obligation to show the reviews to the applicants, therefore it is up to the Committee to decide whether applicants can see their reviews (with the reviewer's name removed). However, if the reviews are sent to the applicants, the reviewers must be informed of this prior to their receipt of the evaluation form. k. The Committee Chairs shall write a final report for the Grand Chapter Meeting (see section I.A.). This report shall contain the names and addresses of awardees, their proposal title, the amount awarded, and which named fellowship (if any) is to be designated for each winner. Individual Fellowships winners named in honor of specific donors (see section I.D.) shall be included in this report. The report shall be sent to the Secretary one month prior to the meeting (usually held in June) for inclusion in the Grand Chapter Meeting packet. The awardees must be approved by the Grand Chapter before the checks can be sent by the Treasurer. ELI LILLY TRAVEL FELLOWSHIPS Policies: 1. Function of the Eli Lilly Travel Awards: The Eli Lilly Travel Fellowships are funded each year by Eli Lilly and Company, and the Fellowships Coordinator determines from the company how much money will be available. These fellowships are intended for graduate students or post-doctoral fellows in the pharmaceutical sciences (chemistry, biology or medicine) to attend national scientific meetings to present their work. The awards are given based on merit and financial need. 2. Frequency of Awards: Currently, two awards are made per year, in order to allow applicants to attend meetings year-round. Procedures: (In addition, see section I) 1. The Fellowships Coordinator shall place an ad in the Fall and Winter Bulletins to announce the deadlines for the applications and the Website location for downloading the applications. 2. Applications shall include the applicant's name, affiliation, year of training, occupation (post-doctoral or graduate student), curriculum vitae, title and abstract of poster or presentation, and budget requested. In addition, the applicant shall include a letter stating why she is requesting this money from GWIS. In the event that other support is not available, the letter must also be signed by either her major professor or the Department Chair. The Committee may reject incomplete applications. 3. Letters of either rejection or award shall be sent to each applicant within one month of the Committee's decision. The Committee Chair shall notify the Treasurer for payment of the travel awards from the Eli Lilly donation for that year. Letters sent to the winners shall also invite the awardees to attend the National Meeting for presentation of their work, and remind them to send a glossy black and white photograph and the final abstract to the Editor for publication in the Bulletin. 4. The Committee Chair shall prepare a final report for the Grand Chapter Meeting (see Section I.A.) listing the names and addresses of awardees, their proposal titles, and the amount awarded. III. D. FINANCE COMMITTEE Policy: 1. Role of the Finance Committee: The role of the Finance Committee is to recommend a budget for the coming year, and to ensure that monies are being spent properly during the year. For budget items that are not specifically designated, i.e., "committee funds", the Finance Committee must make decisions for allocation of these funds and inform the Treasurer. A majority vote from the Finance Committee is required for such allocations, until such assets are spent. As detailed in our constitution, no single budget item is allowed to go over 10% without prior approval through proper channels. The Finance Committee shall also oversee GWIS investments. See section I.3. Procedures: (In addition, see section I) a. The Finance Committee shall consist of the President-Elect, the Vice-President, a designated Director, a member-at-large who may be a Past Treasurer, and the Treasurer. The President shall designate the Director, member-at-large, and name the Chair of the Committee. The Treasurer shall serve as advisor to the committee and may vote in the event of a tie (see section 4). b. The Finance Committee shall prepare an annual budget for approval at the Grand Chapter meeting. c. The Finance Committee Chair shall request periodic updates of budget expenditures from the Treasurer to monitor activities, recommend changes for the next budget, and ensure that budget expenditures do not exceed the 10% over-budget limit detailed in the bylaws. d. The Finance Committee shall make decisions for requests of funds that are not specifically designated in the budget, i.e., "committee funds". A majority vote from the Finance Committee is required for such allocations, until such funds are spent. e. The Finance Committee Chair shall present a written budget for the following year to the Grand Chapter Meeting. f. The Finance Committee Chair shall send a copy of the approved budget to the Editor and the Webmaster. g. The Finance Committee Chair (in addition to the Treasurer) may have access to the online GWIS account. No one else shall be given access. h. The Finance Committee shall ensure that the incoming funds are properly deposited into either the operating account (undesignated), life memberships fund, or designated fellowships or special projects funds. E. HONORARY AWARDS COMMITTEE Policies: 1. Function of Honorary Awards: Honorary Awards from GWIS are intended to encourage the recognition of outstanding women scientists. Honorary Members shall not pay dues, but are encouraged to donate to GWIS. 2. Function of the Honorary Awards Committee: The Honorary Awards Committee shall screen and evaluate candidates by checking references and/or credentials, and decide on nomination(s) for council approval. This committee has the authority to submit such names for approval. However, it is recommended that no more than 2 such names be submitted for approval per year, and that the applicants be from different fields of specialty. 3. Classes of Honorary Awards: Women may be recognized for outstanding contributions in the following two areas: 1. scientific research 2. science education 4. Approval of new Honorary Members: A 2/3 majority vote of the Grand Chapter is required for the approval of a new Honorary Member. Procedures: (In addition, see section I) a. Any GWIS member in good standing may submit an application to nominate someone for this award. A member in good standing consists of a life member, an honorary member, or paid-up National member. The nomination form can be downloaded from the GWIS website. b. The Honorary Awards Committee shall evaluate the nominee's appropriateness for the award by evaluating: 1. Curriculum Vitae or Résumé and publication list 2. Nomination Letter c. The Committee Chair shall report the results of the Committee's recommendations to the National Council for approval at the Interim Meeting, if applicable. If no Interim Meeting is held, the first report will be to the National Council at the annual National Meeting. The written report shall include, in addition to the items mentioned in the general instructions, a CONCISE summary of the candidate's activities and why she should be considered for this award. d. The Committee Chair shall send the names and candidates' activity summary of those approved by the National Council to the Chapters at least sixty (60) days before the Grand Chapter meeting. A 2/3 majority vote of the Grand Chapter is required for approval. Alternatively, the candidates may be posted in the Bulletin by the November 15 deadline. e. The outgoing Committee Chair shall notify awardees of the Grand Chapter approval and invite them to attend the next National Meeting. f. The outgoing Committee Chair shall provide copy to the Editor announcing the new Honorary Member (see section I.G. for protocol). g. The outgoing Committee Chair shall notify the Webmaster of any new Honorary Members for inclusion in the roster of Honorary Members. h. The Committee Chair shall submit reports to the National Meetings (see I.A.b.). i. The Committee shall advise the Webmaster of any changes to the nomination form for Honorary members by August 15. j. The outgoing Committee Chair shall send dossiers on Honorary Members elected during her term to the Archivist. III. F. MEMBERSHIP COMMITTEE Policies: 1. Function of the Membership Committee: The Membership Committee shall promote membership growth, assist in membership retention, and provide aids for the generation of prospective members. 2. Importance of the Membership Committee: The Board of Directors feels strongly that this is the most important committee for the future of GWIS. Every effort shall be made to conscientiously promote GWIS and encourage membership. The Membership Committee shall work closely with the National Secretary, the Public Relations Committee, and the Publications Committee to use current resources and develop new tools for membership recruitment. Procedures: (In addition, see section I) a. The Membership Committee shall, using appropriate communication methods, establish new contacts for the organization and forward all potential candidates for membership to the National Secretary. The Committee shall send out or direct new members to an enrollment form, or any other materials that are to be used in the recruitment of new members. The Committee members shall call or otherwise contact new members (list provided by the Secretary monthly) to welcome them into the organization and encourage their participation in the organization both locally and nationally. b. The Membership Committee shall either send the "new member packets" or advise the Secretary on the composition of materials to be sent to the new members. In 1999, the Grand Chapter decided that at the minimum, these packets shall contain: 1. a letter from National GWIS welcoming the new member into the organization, and listing the name and contact information of the local Chapter President (if applicable), 2. an old and new GWIS History, 3. an order form for books and jewelry, 4. a GWIS Directory, and 5. a recent Bulletin. c. The Membership Committee shall collaborate with members of the Public Relations Committee and the Chapter Establishment Committee to develop aids for the generation of prospective members. d. The Membership Committee Chair shall request monthly membership updates from the National Secretary to assess the membership status during the year. The Chair shall assume responsibility for copying and sending this information to the other Committee members. e. The Membership Committee Chair shall submit news to the National Editor regarding any new membership campaigns or activities. f. The Membership Committee Chair shall submit both an Interim Report and Grand Chapter Report (see section I). A suggested template for this report would be: Committee: Name of Chair: Names of Committee Members: Year: Meeting: Number of new members: Membership Campaigns: New Member Packet Composition: Budget Recommendations for Next Year: Chapter Membership Drives: g The Membership Committee shall assist Chapters in membership relations and recruitment. h. The Membership Committee Chair shall obtain contact information from all Chapter Officers and Liaisons for publication in the first (Fall) Bulletin (deadline, August 15), and publication on the GWIS Website (August 15). The Chair must obtain permission for publication of this information in the GWIS Bulletin and Website from each member listed. A suggested template for this information is: Chapter: Office: Name: Address: Phone number(s): Fax number: email address: Permission for the above information to be included in the GWIS Bulletin and Website? Yes____ No____ If No, item(s) to be omitted from publishing : III. G. NOMINATING COMMITTEE Policies: 1. Number of candidates on the ballot: The Nominating Committee shall be encouraged to find two or more choices for candidates, in order to increase the interest and therefore the numbers of voting members. 2. Representation on the Nominating Committee: The composition of the Nominating Committee shall reflect different geographical regions. A version of the GWIS Constitution, revised in 1932, states that "except for the Secretary, one office shall not be filled by the same Chapter for more than two successive terms". To facilitate the work of the Nominating Committee, and to secure wide representation of chapters in the management of the organization, each Chapter may nominate one candidate for each office in which a vacancy is to occur. Each nomination shall contain a statement of the qualifications and eligibility of the candidates. Nominations made by the Chapters or by a member in good standing shall be sent to the Chair of the Nominating Committee. A member in good standing consists of a life member, an honorary member, or a paid-up member of National GWIS. 3. Representation on the Ballot: Office succession from the same Chapter shall be avoided so that diversity across the membership is maintained at the National office level. 4. The slate of candidates: The Nominating Committee shall fill the following positions on the Ballot: Vice-President, President-Elect (usually the Vice-President) Secretary and Treasurer (on alternate years), member of the Board of Directors (usually a Past President), a member of the Nominating Committee, and a member of the Omega Committee. The Secretary and Treasurer are elected on alternate years, but may opt to stay in their positions (in which case, a vote is still needed). All candidates must be personally contacted to confirm their intention to run on the ballot. The Editor is appointed by the National Council. 5. Conflict of interest: No one on the Nominating Committee may be nominated for office. Procedures: (In addition, see section I) a. The Nominating Committee shall prepare a call for nominations to appear in the Fall Bulletin (see section I.G.d.). The deadline for the Fall Bulletin is August 15. A suggested template for the call for nominations, the nominating form, and the acceptance of candidacy is as follows: CALL FOR NOMINATIONS The Nominating Committee of Graduate Women in Science invites all members to participate in nominating candidates for elective offices. Thia may be done individually or collectively through the chapter in which you hold membership. Do not overlook nominating yourself. The Nominating Committee is interested in receiving the names of everyone who is interested in serving in a national office. Each local chapter and each of the three Omega Committee members receive nomination forms and nominee's consent forms in the fall. Individual members can obtain such forms by request to the Chair of the Nominating Committee or from their local chapter. The ballot, along with brief biographies of the chosen nominees, will be printed in the Winter issue of the Bulletin. To meet Bulletin deadlines the Nominating Committee requests receipt of completed nomination forms by November 30. There will be no nominations from the floor at the Annual Grand Chapter Meeting. Nominees are needed for the following National Offices: President-Elect Serves one year and automatically advances to President Vice-President Serves one year and advances by election to President-Elect Treasurer Elected for a two year term on alternate year that the Secretary is elected Secretary Elected for a two year term on alternate year that the Treasurer is elected Member of the Board of Directors Serves a 5 year term and is usually a past Officer of National GWIS Omega Chapter Committee Three year term with third year as Chair Member of the Nominating Committee Three year term with third year as Chair Nominees must be in good standing (dues paid) and must subscribe to the objectives of the Organization. Thank you for helping to create a stronger National organization of Graduate Women in Science. Please return Nominations and acceptance of Candidacy forms by November 30 to the Nominating Committee Chair. (include address information). Nominees must be in good standing (dues paid) and must subscribe to the objectives of the Organization. Thank you for helping to create a stronger National organization of Graduate Women in Science. Please return Nominations and acceptance of Candidacy forms by November 30 to the Nominating Committee Chair. (include address information). ______________________________________________________________________________ NOMINATION FORM FOR NATIONAL OFFICE Nominees for national office and for elected national committees will be selected from a slate of members who have expressed an interest in furthering the objectives of GWIS and wish to help strengthen the operation of the organization. Office or Committee: Name of Candidate: Address: Chapter: Field of Science: Present Position (title and employer): Past Positions: Experience in GWIS: Chapter Offices: Chapter Committees: National Offices: National Committees: Attendance at National Meetings: (where and when) Special Qualifications for Office: (For chapter nomination, this section should be completed by an officer of the Chapter) Administrative Ability: Interest and Enthusiasm: Responsibility: Other: Nominated by: (name) Chapter: Address: Date: _______________________________________________________________________________ In addition, a suggested template for the Acceptance of Candidacy is as follows: I, ______________, nominee for the National Office of __________ certify that the attached form is a true statement of my qualifications for this office. I have read the ________ (year) Policies and Procedures for the office for which I have been nominated and I agree to carry them out to the best of my ability, if I am elected. Signature of Nominee: Chapter: Date: b. Committee members shall prepare a slate of candidates for the President-Elect (usually the former Vice President), Vice-President, Secretary (every other year), Treasurer (every other year, alternating with the Secretary), Omega Committee, Director, and Nominating Committee. The Board of Directors and Committee Chairs are good sources for suggestions for these positions. c. This slate shall be presented to the Secretary and the President at least 60 days prior to the annual meeting. d. A statement from the finalized candidates shall be requested by the Chair for publication in the winter edition of the Bulletin (deadline November 15). Thank you A suggested template for this request is: We are most pleased that you have accepted the nomination for ______________. We need some additional information from you to accompany the ballot. Please copy the form below into your reply and complete the following information. We need your response by November 10. Thank you. Name and Chapter: Job title/affiliation: Local Chapter involvement and/or National positions held within GWIS: Short (approx. 2-3 sentences) statement on your interest in serving GWIS in this position: -------------------------------------------------------------------------------- e. The ballot shall be published as an insert in the winter edition of the Bulletin; therefore the Chair shall ensure that the ballot is sent to the Editor by the appropriate Bulletin deadline (November 15). Specifically, the Editor shall receive: 1. Name, address, email address, and phone number of the Nominating Comm. Chair 2. Deadline for submission of ballots 3. Names of nominees for each elected position 4. Short biographies of each nominee including current job title/affiliation, positions held within local and National GWIS, and 2-3 sentences describing their interest in serving in the position (see section III.F.d.). 5. The name and address of the Tellers Committee Chair (normally, the Nominating Committee Chair). The Editor should be made aware that ballots must be enclosed in two envelopes (inner one blank, or blinded). f. The Nominating Committee Chair shall prepare reports for the Interim and Grand Chapter Meetings (see section I.A.). g. The Nominating Committee Chair shall send the slate of candidates to the Webmaster for publication on the GWIS Website by 60 days prior to the Grand Chapter meeting. However, this is not intended to be a ballot, since only members may vote. h. A Tellers Committee is appointed by the President (which may be, but need not be, any of the Nominating Committee Members). This committee tallies the results and reports the results to the Grand Chapter. Counting of the ballots must be done in the presence of another member of the Tellers Committee. i. The final report with results of the vote shall be submitted to the National Grand Chapter meeting in June. The Tellers Committee shall disband immediately after the ballot tally has been reported and accepted. III. H. OMEGA COMMITTEE Policy: 1. Composition and Function of the Committee: The Omega Committee is intended to represent members who are not in local chapters. Past activities have included circulation of a newsletter, sponsoring of science fairs, and international activities. Procedures: (In addition, see section I) a. The Omega Committee is elected by the Membership for three year terms, with the longest serving member as Chairperson. b. The Omega Committee shall be composed of members from the Omega Chapter. c. The Omega Committee shall communicate with Omega members to determine their needs, interests, and concerns, shall represent these members to National GWIS; and shall keep these members informed of the activities of National GWIS, especially as relates to their interests. d. The Omega Committee shall plan and execute activities for the combined best interests of Omega members and National GWIS. III. I. PARLIAMENTARY COMMITTEE AND PARLIAMENTARIAN Policy: 1. Function of the Committee: The function of the Parliamentary Committee is to evaluate proposals for bylaws or constitutional alterations for validity, recommend editorial changes, and present these proposals to those eligible for vote. 2. Function of the Parliamentarian: The Parliamentarian functions during the National Meetings as the director of protocol, and advises the President on the validity of procedures during the meeting. She also updates the bylaws. Procedures: (In addition, see section I) a. The senior member of the Parliamentary Committee shall serve as Parliamentarian at the National Meetings, and as such shall ensure that business is conducted according to the latest edition of Robert's Rules of Order (author and publisher at the discretion of the Parliamentarian). If the senior member is unavailable, the next most senior member shall serve in this capacity. The Parliamentarian has the authority to make parliamentary decisions if called upon at any National Meeting. b. The Committee shall examine proposed amendments or revisions of the National Constitution and Bylaws, approved by majority vote of the National Council, as to validity and to make necessary editorial alterations. c. The Committee shall examine the proposed bylaws changes as to validity under the Amended Certificate of Incorporation and the National Constitution and Bylaws. d. The Committee Chair shall send proposals for bylaws changes, as amended by the Parliamentary Committee and approved by the submitting party, to Chapters 60 days prior to the Grand Chapter Meeting for consideration and instruction of delegates. Alternatively, she shall arrange with the Secretary in advance to send these materials to the Chapters by the 60-day deadline. Chapter contact information is found in each issue of the Bulletin and on the Website. The Parliamentarian shall also send the proposed change(s) to the Webmaster at least 60 days prior to the Grand Chapter meeting. e. The Committee Chair shall provide copy of the proposed bylaws change(s) to the Editor by February 15 for inclusion in the Spring Bulletin. f. The outgoing Committee Chair shall provide copy to the Editor announcing any bylaws changes approved by Grand Chapter by August 15 for inclusion in the Fall Bulletin. In addition, she shall work with the Webmaster to update the bylaws on the GWIS Website as soon as possible following Grand Chapter approval. g. The Parliamentary Committee shall examine the Chapter Constitution and Bylaws proposed by a nascent Chapter and shall recommend any necessary changes to said Chapter one month prior to the Chapter's request for induction by the Grand Chapter. III. J. PUBLICATIONS COMMITTEE Policies: 1. Function of the Publications Committee: The Publications Committee shall have the authority to accept or reject all publications using the GWIS name or logo in either print or electronic media. This includes all National or Local Chapter publications using the GWIS name or logo (see 6. below). If accepted, the President, Editor, and Chair of the Board of Directors must all approve the publication. 2. Authorization of GWIS Publications: Anyone wishing to publish anything under the GWIS umbrella must obtain written approval from this committee prior to publication. 3. Definition of the elements of the organization's identity: The title "Sigma Delta Epsilon-Graduate Women in Science," the abbreviated SDE-GWIS or its common acronym, either SDE or GWIS used alone, as well as the organization's logo, comprise the elements of the organization's identity. 4. Approval of the GWIS identity: GWIS's President, Editor, Senior Member of the Board of Directors, and Chair of the Publications Committee (with input from the committee) shall approve use of the elements of the organization's identity. 5. Documents requiring approval: The approval process applies to any independently developed document that includes an element of the organization's identity. Pamphlets, books, or booklets that mention the organization must be approved prior to publication. 6. Exempt documents: Exempt documents include a résumé or cv, a journal article intended for publication in a scholarly journal, a paper to be given at a meeting, or a thesis or dissertation. Also, Chapter newsletters or news releases do not need to be cleared through the Publications Committee. News releases concerning National GWIS shall be approved by the President prior to publication, in order to ensure that the content is consistent with GWIS approved policies and goals. 7. Graphic use of the logo: The GWIS logo shall be used in such a manner that the organization's identity is not compromised, especially in the event that the logo is used in combination with logos of other organizations. Reductions shall not obscure the logo's features. The logo shall include the words "Graduate Women in Science". 8. Copyrights ownership: Written permission must be received from all authors. GWIS shall own the copyright to the published work, provided all of the procedures for approval have been followed. 9. Conflict of interest: A Publication Committee Member submitting a publication for review by the Committee shall recuse herself from the review of her publication. Procedures: (In addition, see section I) a. The author or editor of a document shall submit a draft document 6 months in advance of any publication, or post a paper copy of the draft or mock-up, to the Chair of the Publications Committee. A cover letter must state the intended use of the document, the quantity to be published, the distribution and marketing, and whether the publication is for profit or backed by an organization. The author or editor shall also include a budget that projects a profit. All proceeds above publication costs shall be sent to the Treasurer for deposit in the Ruth Dickie Special Projects fund. The Publications Committee shall maintain a checklist to be used for the publication proposal process. b. The proposal, draft and all attachments (e.g., author information, copyright/author permission, draft document, budget) shall be distributed to the Publications Committee members for comments and a recommendation; any issues with the author(s) shall be addressed and resolved. The Publications Committee has full authority to reject the manuscript, or to proceed with the approval process. The approved proposal and draft shall then be forwarded to the President, Editor and Chair of the Board of Directors, who must approve or reject the proposal. The entire review shall be completed by 4 months following receipt of the draft. A rejected proposal may be resubmitted to future Publications Committees a maximum of two times. c. An annual report shall be made by editors of all present publications using the GWIS name or logo for inclusion in the National Annual Meeting Publications Committee Chair's report (see section I.A.b.). This report shall include the publication(s) numbers printed, the numbers sold, and the profits realized, until said publications cease to be sold or are out of print. The Chair of the Publications Committee shall ensure that the editors are aware of this obligation. d. The Publications Committee Chair shall prepare reports for the Interim and Grand Chapter Meetings describing the publications reviewed and outcome (see section I.A.b.). This report shall also include any publishing costs, etc., and revenue gained. e. The Publications Committee Chair shall send copy to the Editor and Webmaster describing any newly approved publication(s). III. K. PUBLIC RELATIONS (PR) COMMITTEE Policy: 1. Function of the PR Committee: The PR Committee shall enhance and promote GWIS goals and interests by contributing and/or facilitating appropriate publicity materials in major scientific and/or popular publications and by preparing and presenting such publicity materials during scientific meetings. In addition, the committee may present to all branches of the news media and the scientific community information about GWIS, its Fellowships and Honorary Awards, and achievements of individual members. Procedures: (In addition, see section I) a. The PR Committee shall prepare and execute a plan for the promotion of GWIS. The Committee may prepare public relations materials which shall be approved by the Publications Committee prior to distribution (see Publications P & P). b. The PR Committee shall work closely with the National President, Editorial Board, Membership Committee and Chapter Establishment Committee in order to meet GWIS goals. c. The PR Committee shall assist the local chapter responsible for the Grand Chapter Meeting in publicizing the event. d. PR Committee members shall work in conjunction with the PR Chair. The PR Chair shall coordinate the Committee's activities, maintain and administer a PR Committee fund, maintain and pass to the succeeding Chair a file, prepare and submit reports to the Interim and Grand Chapter Meetings (see section I.A.b.), and directly report to the National Officer overseeing the PR Committee. e. The PR Committee shall search for pertinent outside information useful to GWIS as a whole and/or to individual members and work with the Editorial Board to publicize it in the Bulletin (i.e., financial aid, directory listings, etc.) and/or email this information to the GWIS Listserve Manager for listing in the Announcements section. f. The PR Committee Chair shall contact the Finance Committee regarding any budgeting needs to be included for consideration in the next year's budget proposal 2 months prior to the Grand Chapter meeting. g. The PR Committee Chair shall provide copy to the Editor and Webmaster regarding upcoming events, PR materials available for members, etc. IV. POLICIES AND PROCEDURES FOR THE GWIS LISTSERVE AND WEBSITE IV. A. GWIS LISTSERVE Policies: 1. Research requests: Any studies to be conducted on listserve responses to questions must first be approved by the listserve participants. 2. Maintenance of anonymity: Anonymity for participants suggesting new ics must be maintained by the Manager. 3. Operation of the listserve: The list shall be maintained by the Manager, as opposed to self-subscription. This is to preserve the right to delete participants with inappropriate responses (flamers). 4. Ownership of the listserve: The GWIS listserve is fully owned by GWIS. The list must not be sold or distributed to anyone for any purpose. 5. Publication of listserve comments: Any material quoted from the listserve for publication must be with the author's written permission. Procedures: a. The Manager shall add and delete members to the listserve. This is done most conveniently immediately prior to the posting of a new ic. b. The Manager shall present ics for discussion on a periodic basis. c. The Manager shall provide instructions for how to participate in the discussion, how to join, how to change address or delete, and how to suggest new ics for discussion with the posting of the new ic. d. The Manager shall monitor the discussions for appropriateness of comments, and has the right to delete members who repeatedly do not conform to rules of "netiquette". e. Listserve participants who are not GWIS members shall be invited to join GWIS or to consider a contribution to the GWIS General Operating Fund. IV. B. WEBSITE: Procedures: a. The Webmaster shall arrange an agreement with a "provider of server space" considering factors such as cost, frequency of back-up saving on server, firewall safety features, availability of technical assistance, and reputation of the provider. The contract shall be reviewed by the Website Committee, but housed with the Webmaster, if applicable. b. The Webmaster shall maintain contact with the "provider of server space" to ascertain whether changes to space/cost are forthcoming. c. The Webmaster shall update the Officers page on the Website. This shall be done in July/August and shall be added only after permission has been given by the new officers for all personal information listed. d. The Webmaster shall update the Fellowships page on the website. This shall be done in July/August and shall include final information on the current year's awards (number and total amount) as well as the anticipated awards for the upcoming round of application (total amount). e The Webmaster shall update the Chapter contact information on the Website. This list shall be provided by the Membership Chair. f. The Webmaster shall update the Honorary Membership Awards information on the Website. This will only need to be done if new honorary members were approved at the National Meeting. g. The Webmaster shall update the Activities page throughout the year. This information shall be solicited from the Editor, and any Officers or Committee Chairs involved in activities which require/merit sharing amongst the members. i. The Webmaster shall periodically register the site with new web browsers to increase "visibility". j. The Webmaster shall add new links when appropriate sites are found/forwarded. k. The Webmaster shall update the Website including the Membership Form, Nomination Form, and Fellowship Forms (Application, FAQs and Instructions, see URL http://www.gac.edu/People/orgs/gwis/.) as necessary. The Webmaster shall be contacted by the following Officers and Committee Chairs for this information by their deadline dates (included in the appropriate Officer or Committee Chair Procedures): Item: Officers and Committee members contact information and organizational chart Person Responsible forSubmission to Webmaster: President Item: Nomination Form for GWIS ballot Person Responsible forSubmission to Webmaster: Nom. Comm. Chair Item: Membership Application Form Person Responsible forSubmission to Webmaster: Secretary Item: Information on upcoming Interim Meeting, if applicable Person Responsible forSubmission to Webmaster: Meeting Coordinator Item: Fellowships Application forms, FAQs, Guidelines, etc. Person Responsible forSubmission to Webmaster: Fellowships Coordinator Item: Honorary Awardees Person Responsible forSubmission to Webmaster: Hon. Award Comm.Chr. Item: Directory of all Chapter Officers/National Liaisons Person Responsible forSubmission to Webmaster: Membership Comm.Chr Item: Full minutes of last National Meeting Person Responsible forSubmission to Webmaster: Secretary Item: Updated bylaws and constitution Person Responsible forSubmission to Webmaster: Parliamentarian Item: Proposed bylaws or constitutional changes approved by National Council Person Responsible forSubmission to Webmaster: Parliamentarian Item: Registration Form and information for National Meeting Person Responsible forSubmission to Webmaster: Meeting Coordinator Item: Mission Statement Person Responsible forSubmission to Webmaster: Sr. Mbr., Bd. of Directors Item: GWIS Publications Person Responsible forSubmission to Webmaster: Pub.Comm. Chair Item: Activities Person Responsible forSubmission to Webmaster: Various members Item: Person Responsible forSubmission to Webmaster: Item: Person Responsible forSubmission to Webmaster: V. POLICIES AND PROCEDURES FOR AD HOC COMMITTEES, LIAISONS, AND MEETING COORDINATORS V.A. Ad Hoc Committees V.A.1. International Relations Policies: 1. Function of the International Relations Committee: The International Relations Committee functions to increase the visibility of GWIS on a global scale, and to represent the mission and goals of GWIS at international meetings focusing on women's issues. 2. GWIS as an international organization: In 1990, GWIS opened its doors to members in countries outside of North America, and therefore represents the international community of women scientists. Issues affecting women scientists across the globe are therefore issues of interest to all GWIS members. Consequently, global concerns of women scientists, or local issues that may benefit from the involvement of GWIS (in keeping with the goals and mission of GWIS), are to be considered important items for consideration by the International Committee. Any member in good standing may present such items for discussion and action to the Chair of the International Committee. A member in good standing consists of a life member, an honorary member, or paid-up National member. Procedures: a. Members of the International Committee may be appointed by a President for an indefinite period on an ad hoc basis. b. The International Committee shall represent GWIS at international meetings/events. The representatives from this Committee shall vote/voice opinion, suggest plans of action, and otherwise increase GWIS' visibility at these events, specifically on issues relevant to women scientists. The vote or opinion raised by such a representative shall be in keeping with the mission/goals of GWIS. V.A.2. Ruth Dickie Special Projects Policies: 1. Function of the Ruth Dickie Special Projects: The Ruth Dickie Special Projects fund was established as an endowment from Ruth Dickie, longtime GWIS member, officer and friend. The interest from this endowment shall be used for the development of special projects requiring funding during the year. The fund is intended to sponsor projects requiring additional funding that may arise after the General Operating Budget is approved. This fund replaces the President's Discretionary Fund denoted in the past. Due to its fast response time, requests for use of this fund do not require approval of the National Council. Consequently, GWIS members (Committee Chairs, Officers or Chapter Presidents) may request funding from this source for assistance with projects that impact National GWIS. 2. Authorization of funding from the Ruth Dickie Special Projects: Members requesting Ruth Dickie Special Projects funds may approach the President with a written request. Funding from the Ruth Dickie Special Projects fund requires authorization from the Ruth Dickie Special Projects Committee, which consists of the President, the Senior Member of the Board of Directors, and the Chair of the Finance Committee. The Ruth Dickie Special Projects Committee shall respond to the applicant within 1 month of the written request. In the event of multiple requests for funding, the Committee shall fund projects on a first-come, first-served basis, until the interest for the endowment has been exhausted for that year. 3. Examples of items that may be funded: Items that have been funded from the Ruth Dickie Special Projects include booklets relating to girls in science, the GWIS History, the GWIS Directory, a GWIS booth at the AAAS Meeting, membership in sister societies, and new Chapter assistance. Fellowships or grants for scientific research or travel are excluded from funding from the Ruth Dickie Special Projects. Procedures: a. A member requesting funding from the Ruth Dickie Special Projects shall contact the President with a written request detailing the reason for the request, the budget involved, and the benefits to GWIS by funding this project. The President shall notify the Senior Member of the Board of Directors and the Chair of the Finance Committee. If all three Officers approve the request, the Treasurer is authorized to send a check to the member requesting the funds. The Committee shall respond to the request within one month of receipt of the written request. b. The member requesting the funding from the Ruth Dickie Special Projects fund shall include this request in her report to Grand Chapter, and discuss benefits that have resulted from the funding. V.B. Liaisons V.B.1. Washington, D.C. Liaison Policies: 1. Function of the Washington Liaison: The Liaison shall represent GWIS at federal functions in order to: increase the visibility of GWIS; suggest to lawmakers and other federal bureaucrats in power courses of action in keeping with the GWIS mission and goals; and to alert our members of upcoming legislation, benefits, or issues that may be of interest to GWIS members. Procedures: a. The Liaison shall be appointed by a President for an indefinite period of time. The Liaison shall be a member of the Omicron Chapter based in Washington, D.C. b. The Liaison shall attend federal functions and meetings that have relevance to members of GWIS, and shall represent GWIS whenever issues related to GWIS goals or mission are introduced. Specific events and functions include, but are not limited to, congressional hearings, embassy receptions, women's caucus events, etc . c. The Liaison shall submit a report to the Grand Chapter Meeting detailing meetings/functions attended and issues discussed/voted upon at these meetings or functions (see section I.A.). V.B.2. AAAS Representatives Policies: 1. Representation of GWIS at AAAS: Since our incorporation, GWIS has had a presence at the American Association for the Advancement of Science (AAAS). GWIS is registered as an affiliate of AAAS, and has Representatives in the various sections. These Representatives attend the section meetings, nominate candidates for AAAS Fellows, and vote on issues as delegates of GWIS. Currently, GWIS has Representatives to 5 sections of AAAS: Chemistry, Biological Sciences, Medical Sciences, Agriculture, and Education. 2. Function of AAAS Representatives: Representatives serve as liaisons to AAAS and vote on issues in accordance with GWIS' mission and goals. In addition, the Representatives may nominate GWIS members for AAAS Fellows (see section I.J.), suggest new symposia, and promote the visibility of GWIS within AAAS. Procedures: a. Every three years, a GWIS President shall appoint a Representative to each section. The representative must be a member of the section of AAAS to which she is appointed. The terms for all sections begin simultaneously and run for 3 years. Vacancies arising from early termination shall be filled by the current President, and the term shall end concurrently with the other sections. Terms shall begin after a AAAS meeting. b. The GWIS Secretary shall inform the AAAS of the new and continuing Representatives annually. c. The Representatives shall attend the AAAS Section meeting at the AAAS Annual Meeting and represent GWIS in this capacity. If the Representative cannot attend, she shall find a substitute (GWIS member) and inform her of Fellows to be nominated, symposia to be suggested, etc. d. The AAAS Representatives shall prepare reports on section activities relevant to GWIS for the Grand Chapter meeting (see section I.A.). e. The AAAS Representatives shall submit reports to the Editor for inclusion in the Bulletin on any significant issues by the April 15 deadline (see section I.G.d.). V.C. Meeting (Interim and Grand Chapter) Coordinating Committees Policies: 1. Function of the GWIS Meeting Coordinating Committees and Meeting Coordinator: Coordinating Committees of the National GWIS Meeting shall be composed of active members of the Chapter sponsoring the Annual or Interim Meeting. The Meeting Coordinator, chosen by the sponsoring Chapter, shall be responsible for all of the accommodations and scientific agenda at the National Meeting. Meeting Coordinating Committee Members shall assist the Coordinator in all aspects of the meeting arrangements. Procedures: Note: not all procedures are applicable to the Interim Meeting. a. The GWIS Meeting Coordinator shall be assigned by the Chapter sponsoring the Interim or Grand Chapter Meeting. She shall attend all sessions of the Meeting and is in charge of all aspects of the Meeting. b. Meeting Coordinators shall obtain signed contracts for accommodations and meeting functions, and shall be advanced a sum of up to $1000 from the National Treasurer to be paid to the site(s) (Chapter or specific locale) hosting the meeting. c. The Meeting Committee shall determine a reasonable registration fee to be paid by attendees. This fee shall include food, lodging, and fees for the scientific session and/or banquet costs (food and speaker(s)). Local attendees not requiring lodging and/or meals shall be charged a fee in accordance. d. The Meeting Committee shall obtain funding from local or other sources to repay National GWIS for the $1000 loan incurred for signage of the meeting contract and for any other expenses incurred. e. The Meeting Committee shall arrange all accommodations for lodging, food and banquets for National GWIS participants. f. The Meeting Committee shall arrange for the arrival of participants requiring pick-up from out-of-town flights or train arrivals to be met by individual Chapter members. Alternatively, taxi/limo service shall be arranged for meeting participants. g. The Meeting Committee shall plan a scientific forum for one day of the program (usually Saturday), inviting speakers, confirming reservations, etc. Often, a theme for this program is established. In the past, such themes have been: scientific education, women's health, cutting-edge science, etc. h. The Meeting Committee shall work with the President to establish a time/day(s) for the National Council and Grand Chapter Meetings. In addition, traditionally a previous day is set aside as a time for National Standing and Ad Hoc Committees to meet. Therefore, arrangements must be made for National Officers and Committee Members to attend the Committee Meetings (us. Thursday), the National Council and Grand Chapter Meetings (us. Friday), and the Scientific Sessions and Banquet (us. Sat.). An optional Sunday brunch usually concludes the National Meeting. i. The Meeting Committee shall arrange for a scientific poster session of any local GWIS Chapter Science Fair Winners, GWIS Members' results/achievements, or other media promotions of women scientist's achievements to be presented at the National Meeting, usually during the Friday Reception or otherwise prior to the Saturday Banquet. j. The Meeting Committee shall plan an evening (usually Saturday night) for an optional night of entertainment. This evening shall be covered by an extra member's fee for any: costs associated with participation; cover charge for the event and/or minimal bar costs; and transportation to and from the event. k. The Meeting Committee shall plan time for the Fellowships winners and new Honorary Members to present their work in the form of a scientific talk or a poster. The Meeting Committee shall work with the Fellowships Coordinator to determine which awardees will attend the meeting, and will notify those attending whether a poster or a presentation is expected. l. The Meeting Committee shall arrange for time for recognition of any Honorary Awardees, if applicable, usually during the banquet. m. The Meeting Committee shall submit material in advance of the Meeting to the Editor and Webmaster for inclusion in the Bulletin (see deadline dates, section I.G.d.) and the GWIS Website. These materials shall include: registration fees, lodging/meals fees, optional entertainment fee, banquet fee, emergency contact information, and how to get from the airport/train station/bus depot or major highways to the meeting place. The form should also include Meeting Coordinator contact information (email, phone number), so that meeting attendees may notify her of their arrival times for pick-up. n. The Meeting Committee shall arrange for volunteers to staff the registration table, etc. o. The Meeting Committee shall organize registration materials and packets, including information (maps, restaurants, etc.) from the local Chamber of Commerce and/or the University or facility housing the registrants. p. The Meeting Committee shall organize tables for a silent auction of donated crafts/artwork (proceeds go to the National GWIS General Operating Account), usually held during a reception. VI. POLICIES AND PROCEDURES FOR NEW CHAPTERS A. Requirements for installation of new Chapters Policies: 1. Requirements for installation of new Chapters : An organized group of at least seven resident members may petition for a Chapter. Petitions shall be addressed to the Chapter Establishment Committee Chair. The Chapter Establishment Committee shall personally contact the new Chapter, detailing methods for installment of new Chapters. 2. Approval of new Chapters: The Grand Chapter shall approve new Chapters by a 2/3 majority affirmative vote. According to our constitution, newly revised (1932), the failure of two or more Chapters to sanction shall prevent the granting of the new Chapter. All Local Chapters shall receive the request for induction of a new Chapter at least 2 months prior to voting, so that members may respond to the request. 3. Naming of new Chapters: Each Chapter shall be designated by the Greek Letters in alphabetical order. In the event that all Greek letters have been previously taken, the designation shall be doubled, beginning with "Alpha Alpha", etc. Once a Chapter has been named, that Greek designation shall not be used again, in the event that the Chapter may be reinstated following disbandment. 4. Chapter operational governance: Each Chapter shall be governed by a Chapter constitution that shall not be at variance with the National GWIS constitution, its bylaws, or its mission/goals statement. B. Petition and Certificate of Incorporation for Chapters: Procedures: a. The Petition for a new Chapter shall include the following: 1. Proposed name of Chapter 2. Location of proposed Chapter 3. Charter Members and signatures (at least seven) 4. History of the nascent Chapter b. The Chapter Charter, upon approval by Grand Chapter, shall contain the following information: 1. The Chapter name 2. Location of Chapter 3. Signatures of Charter Members 4. Signatures of National President and Secretary 5. Stamped seal of GWIS C. Handbook for new Chapter Presidents First, we extend a warm welcome to those of you who are new to the working ranks of involved SDE members. I hope you find your tasks fulfilling and rewarding. If there is anything you need, please check the Policies and Procedures Manual, check the GWIS website, or ask a National Officer. The GWIS website is: http://www.gac.edu/People/orgs/gwis/. Please take some time to review the National and Chapter Responsibilites section of the Policies and Procedures Manual, section I.B. In that section you will find some duties that you must do (i.e., send in an annual Chapter report to the Secretary, etc.), in addition to things that National GWIS must do for you. • The organization's official and legal address, in particular for Fellowships application requests and publicity, is the National Secretary's address. To summarize the National Secretary's duties, the Secretary... • maintains the national membership records. • sends out dues notices and reminders. • receives dues and membership information, and processes it before sending on to the Treasurer. • welcomes new members with a packet of materials, and informs the chapter of the new members from the area who have recently joined. • sends out Fellowship applications on request (note: this is now on the GWIS website). • should be informed of new members, address changes, deaths, officer elections, etc. Some useful information about National GWIS: Annual Meetings of GWIS The full organization, called the Grand Chapter, meets once, in the summer. Chapter Presidents and one other delegate from each chapter (more for chapters over 100 members) are voting members of the Grand Chapter. Check the GWIS website for information about the next national meeting. Please make plans for your chapter's president and delegate(s) to attend. Besides organization business, the meeting includes presentations by fellowships award winners, and may include other scientific presentations, workshops, social events, etc. The National Council, which consists of officers and committee chairs, may meet once in the winter as well as in the summer. If the interim meeting is scheduled, it is held in conjunction with the annual AAAS meeting (of which SDE is an affiliate), and we are usually involved with symposia, breakfasts or luncheons, open house, etc. The Secretary will send you a folder with all the materials distributed at the Grand Chapter meeting in St. Paul in June 1990, or, if you attended, she will send you a packet with additions and corrections. The minutes will also be sent within two months of the meeting. National SDE/GWIS has many committees. Please see the Fall edition of the GWIS Bulletin for a list of all the committees and for the names of current committee members. Several committees do things of particular note for chapters or their members: • Honorary Membership Awards. Chapters are eligible to nominate their distinguished members for honorary membership, and are encouraged to do so. The forms for nominating Honorary Members in Scientific Research or in Science Education are located in the Policies and Procedures Manual, section III.C., as well as in the website and the Fall GWIS Bulletin. Please make your chapter's nomination before the deadline. Later on in the year you will receive a ballot with the names of the nominees for this honor. Please respond as promptly as possible at that time. • Fellowships. National SDE/GWIS gives two types of fellowships, $1,500 - $4,000 each, and the total amount available for the awards will be published in the National Meeting Minutes, (in the Treasurer's report). Fellowships forms are available on the GWIS website. Types of National Fellowships: Pre- and post-doctoral applicants are equally eligible for any of these. See the Website for deadlines. a. Applicants for Eloise Gerry Fellowships must be in the chemical or biological sciences. b. SDE Fellowships (= Grants in Aid) applicants may be in any natural science. c. Vessa Notchev Fellowships may be in any science represented by GWIS, but are for members only. d. Eli Lilly Travel awards are given twice yearly and are for students or post-doctoral candidates in the pharmaceutical sciences. • Bulletin: NationalSDE/GWIS publishes the Bulletin usually quarterly. Please send the Editor timely contributions of any sort. Check the Policies and Procedures Manual, Section I.G., for Bulletin deadlines. • Public Relations: There is a Public Relations Committee that will help you (for example, to publicize an event, or an honor to a member). • Nominating: The Nominating Committee will be sending you materials so that you may nominate chapter members for national offices. Please give these your serious consideration when they arrive. • Membership: The Membership Committee will be conducting a membership drive. Please send lists of names of prospective members at any time. • Chapter Establishment: Members of this committee work to help establish new chapters and to answer questions and provide encouragement to chapters and potential chapters. • Publications: Any publications (other than chapter newsletters) that bear the GWIS logo or acronym must receive approval from the Publications Committee. Please see section III.J. if you are interested. • AAAS Fellows: Any member may nominate someone (or herself) to be a AAAS Fellow. See the Policies and Procedures Manual, Section V.B.2. for details. Dues National SDE's dues year is from July 1 to June 30. Our inflexible dues year (the Secretary is a volunteer and cannot handle a system of rolling renewals !) leads to somewhat inequitable treatment of new members. The Secretary attempts to be as fair as possible with the following two policies: new members who join partway through the year receive back issues of all the Bulletins for the year; and, if they join after April 1, their dues are applied to the following year. National GWIS is willing to take in chapter dues and forward them to chapter treasurers. The current Bylaws provide that members who do not pay dues are not dropped until they are one year in arrears. The current dues structure is: Note: Affiliates are nonvoting members, who shall receive the Bulletin and may attend GWIS Grand Chapter meetings. Membership Status: Full, regular member Requirement(s): Baccalaureate degree in science and research experience Annual Dues: $50 Membership Status: Life member Requirement(s): as above Annual Dues: $500 (one time) Membership Status: Graduate student member Requirement(s): working on Master's or Ph.D. degree Annual Dues: $20 Membership Status: Science Teacher nonvoting affiliate Requirement(s): Science Teacher in K-12 schools Annual Dues: $20 Membership Status: Undergraduate nonvoting affiliate Requirement(s): working on Baccalaureate in science Annual Dues: $20 Membership Status: Honorary member Requirement(s): Honorary award approved by Grand Chapter Annual Dues: $0 Membership Status: Retired member Requirement(s): Retired from a career in science Annual Dues: $20 Membership Status: Special circumstances affiliate Requirement(s): Approved by President* Annual Dues: $20 * Intended for inclusion of women without a degree in science, but