Volunteer
The STC Atlanta Chapter has several volunteer positions open and we’d like you to get involved! Contact Holly Harkness if you are interested in volunteering.
Committee Descriptions
Download the STC Atlanta Chapter Volunteer Descriptions to review the responsibilities of each position.
Table of Contents
STC Atlanta Chapter Policies and Procedures
President…………………………………………………………………………………………6
Role…………………………………………………………………………………………….6
Responsibilities……………………………………………………………………………….6
Quarterly Activities………………………………………………………………………..7
Annual Activities……………………………………………………………………………7
Schedule…………………………………………………………………………………….7
First Vice President…………………………………………………………………………..9
Role…………………………………………………………………………………………….9
Responsibilities……………………………………………………………………………….9
Leadership of the Administrative Council……………………………………………..10
Support of Competitions Managers…………………………………………………….10
Support of Awards and Recognition Manager………………………………………..10
Support of Currents Manager and Assistant Manager………………………………10
Monthly Activities…………………………………………………………………………10
Second Vice President……………………………………………………………………..11
Role……………………………………………………………………………………………11
Responsibilities………………………………………………………………………………11
Monthly Activities…………………………………………………………………………11
Secretary……………………………………………………………………………………….12
Role……………………………………………………………………………………………12
Responsibilities………………………………………………………………………………12
Monthly Activities…………………………………………………………………………12
Treasurer………………………………………………………………………………………12
Role……………………………………………………………………………………………12
Responsibilities………………………………………………………………………………12
Monthly Activities…………………………………………………………………………13
Immediate Past President………………………………………………………………..14
Role……………………………………………………………………………………………14
Responsibilities………………………………………………………………………………14
Monthly Activities…………………………………………………………………………14
Annual Activities…………………………………………………………………………..14
Unscheduled Activities……………………………………………………………………14
Schedule……………………………………………………………………………………14
Public Relations………………………………………………………………………………15
Role……………………………………………………………………………………………15
Responsibilities………………………………………………………………………………15
Webmaster…………………………………………………………………………………….17
Role……………………………………………………………………………………………17
Responsibilities………………………………………………………………………………17
Membership Manager………………………………………………………………………18
Role……………………………………………………………………………………………18
Responsibilities………………………………………………………………………………18
Tracking Chapter Membership………………………………………………………….18
Responding to Membership Inquiries………………………………………………….19
Coordinating Membership Drives……………………………………………………….19
Schedule……………………………………………………………………………………19
Membership History…………………………………………………………………………21
Employment Manager………………………………………………………………………21
Role……………………………………………………………………………………………21
Responsibilities………………………………………………………………………………21
Daily Activities……………………………………………………………………………….22
Weekly Activities…………………………………………………………………………….22
Monthly Activities……………………………………………………………………………22
Yearly Activities……………………………………………………………………………..22
Unscheduled Activities……………………………………………………………………..22
Scheduled Activities…………………………………………………………………………23
Currents Manager……………………………………………………………………………23
Role……………………………………………………………………………………………23
Responsibilities………………………………………………………………………………23
Currents Planning Schedule……………………………………………………………..25
Technical Publications Competition……………………………………………………28
Role……………………………………………………………………………………………28
Responsibilities………………………………………………………………………………28
Entry Process………………………………………………………………………………28
Judging Process……………………………………………………………………………28
After the Judging Process………………………………………………………………..29
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Online Competition………………………………………………………………………….29
Role……………………………………………………………………………………………29
Responsibilities………………………………………………………………………………29
Entry Process………………………………………………………………………………29
Judging Process……………………………………………………………………………30
Following the Judging Process………………………………………………………….30
Art Competition………………………………………………………………………………30
Role……………………………………………………………………………………………30
Responsibilities………………………………………………………………………………30
Entry Process………………………………………………………………………………30
Judging Process……………………………………………………………………………31
Following the Judging Process………………………………………………………….31
Awards and Recognition Manager……………………………………………………..31
Role……………………………………………………………………………………………31
Responsibilities………………………………………………………………………………32
Schedule……………………………………………………………………………………32
Chapter Level Awards…………………………………………………………………….34
Past Award Recipients……………………………………………………………………35
Other Forms of Special Recognition……………………………………………………35
SIG Managers…………………………………………………………………………………36
Role……………………………………………………………………………………………36
Responsibilities………………………………………………………………………………36
Hospitality……………………………………………………………………………………..39
Role……………………………………………………………………………………………39
Responsibilities………………………………………………………………………………39
Chapter Historian……………………………………………………………………………40
Role……………………………………………………………………………………………40
Responsibilities………………………………………………………………………………40
Sponsorship Manager………………………………………………………………………41
Role……………………………………………………………………………………………41
Responsibilities………………………………………………………………………………41
Ongoing Activities in Need of Sponsorship……………………………………………41
Student Liaison………………………………………………………………………………42
Role……………………………………………………………………………………………42
Responsibilities………………………………………………………………………………42
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Scholarship Chair……………………………………………………………………………43
Background…………………………………………………………………………………..43
Recommended Scholarship Amount……………………………………………………..43
Eligibility………………………………………………………………………………………44
Application Process………………………………………………………………………….44
Personal Essay…………………………………………………………………………….45
Evaluation of Applications………………………………………………………………….45
Scholarship Committee…………………………………………………………………….46
Schedule………………………………………………………………………………………47
Publicity……………………………………………………………………………………….47
Financial Management………………………………………………………………………48
Strategy for Fund Growth………………………………………………………………….48
Community Service Manager…………………………………………………………….49
Role……………………………………………………………………………………………49
Responsibilities………………………………………………………………………………49
Nominating Committee……………………………………………………………………50
Role……………………………………………………………………………………………50
Responsibilities………………………………………………………………………………50
General Considerations…………………………………………………………………..50
Procedures…………………………………………………………………………………51
Creating and Posting Ballots…………………………………………………………….52
Tellers Committee…………………………………………………………………………..53
Council Electronic Voting………………………………………………………………….55
Electronic Voting…………………………………………………………………………….55
Eligibility to Vote…………………………………………………………………………….55
Announcing an Electronic Vote……………………………………………………………55
Conducting an Electronic Vote…………………………………………………………….55
Rescinding an Electronic Vote……………………………………………………………..56
Recall of Committee Managers and SIG Managers………………………………..56
Expiration of Appointments………………………………………………………………..56
Resignation from the Council……………………………………………………………..56
Special Recall Provision for Committee Managers……………………………………..56
Special Recall Provision for Managers of Special Interest Groups…………………..57
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Special Offers on the Chapter Web Site………………………………………………57
Endorsements………………………………………………………………………………..57
Providers……………………………………………………………………………………..58
Appearance…………………………………………………………………………………..58
Management…………………………………………………………………………………59
Complaints……………………………………………………………………………………59
Proof of Membership………………………………………………………………………..59
Spending Guidelines Policies and Procedures………………………………………60
Fiscal Year…………………………………………………………………………………….60
Budgeted Spending…………………………………………………………………………60
Unbudgeted Spending………………………………………………………………………60
Special Projects……………………………………………………………………………..60
Meals………………………………………………………………………………………….60
Recognition…………………………………………………………………………………..61
Equipment……………………………………………………………………………………61
Society Grants……………………………………………………………………………….61
Creating or Dissolving a SIG……………………………………………………………..61
Definition……………………………………………………………………………………..61
Responsibilities………………………………………………………………………………61
Forming an STC Atlanta Chapter Special Interest Group……………………………..62
Procedure for Dissolving an STC Atlanta Chapter SIG………………………………..62
Knowledge Transfer………………………………………………………………………..63
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STC Atlanta Chapter Policies and Procedures
The Policies and Procedures are an extension of the STC Atlanta Chapter bylaws. These guidelines are reviewed and approved by the Administrative Council. The dates that appear next to each policy and procedure indicate the date it was first approved and the dates of any revisions that have been made since its initial approval.
President
Role
The President is an elected officer who focuses on Chapter direction, growth, and communication.
Responsibilities
The President is responsible for coordinating the following committee managers:
Membership Manager
Webmaster
Public Relations Manager
CommLink Editor
The President’s responsibilities include:
Leadership of the Administrative Council
Plan for the transition in leadership from one Administrative Council to another (create a formal transition plan in writing that is distributed to the out-going and in-coming Council members in April/May)
Recruit and appoint managers to committee positions (with Council approval)
Provide leadership training for the in-coming Chapter leaders (usually in June)
Communicate the contact information for the President, Membership Manager, Employment Manager, and CommLink Editor to the Society office in time for the new Administrative Directory (June/July)
Communicate the contact information for the three competitions managers to the Society Office in time for the special issue of Tieline (June/July)
Lead the Administrative Council through the budget process to create a balanced and responsible budget (by September 1 at the latest)
Schedule and facilitate monthly Chapter Council meetings (currently the first Wednesday of every month)
Monthly Activities
Ensure that announcements are made at monthly Chapter meetings
Coordinate all Chapter communications (newsletter, special mailings, Web site, publicity, e-mail updates) to promote Chapter activities
Maintain the Chapter e-mail list and distribute monthly Chapter updates via e-mail
Assist Chapter leaders in recruiting volunteers for Chapter activities
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Answer questions and provide responses to inquiries from phone and e-mail from members, potential members, and the Society
Keep a written record of monthly Chapter accomplishments and events
Quarterly Activities
Provide recognition for Chapter leaders through the President’s Awards and other forms of recognition
Send quarterly reports to the Region 3 Director-Sponsor before each Society Board meeting
Archive important files and events on the Web site and encourage other Chapter leaders to do the same
Annual Activities
Ensure that the Chapter Achievement Award application is completed and submitted to the Society (by June 1)
Encourage an annual membership drive to retain existing members and increase new members (usually in the late Fall)
Schedule and lead one annual business meeting for the Chapter (can occur before or after a Chapter meeting; requires 30 days notice to membership)
Schedule
May
Provide a written transition plan to the out-going and in-coming Council.
Check with past managers to see if they are interested in continuing in their positions. Recruit managers for committee positions, as needed.
Attend Annual Society Conference.
Ensure announcements are made at the monthly Chapter meeting.
Organize June Council meeting. Send out proposed agenda and request additional agenda items.
Submit the Chapter achievement award application to the Society.
Archive files.
June
Organize July Council meeting. Send out proposed agenda and request additional agenda items.
Ask everyone to submit a proposed budget for his/her activities. Pass out last year’s budget for reference.
Encourage all Chapter leaders to create goals and objectives for the up-coming year.
Hold leadership workshop for in-coming board (optional).
Notify Society office of contact information for President, Membership Manager, and CommLink Editor.
Notify Society office of contact information for Publications, Online, and Art Competition Managers.
Ensure announcements are made at the monthly Chapter meeting.
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July
Go over proposed budget with Administrative Council.
Organize August Council meeting. Send out proposed agenda and request additional agenda items.
Ensure announcements are made at the monthly Chapter meeting.
August
Organize September Council meeting. Send out proposed agenda and request additional agenda items.
Submit quarterly report to the Region 3 Director-Sponsor.
Archive files.
Ensure announcements are made at the monthly Chapter meeting.
Make sure treasurer submits reports to Society for last budget year.
Approve final Chapter budget.
September
Organize October Council meeting. Send out proposed agenda and request additional agenda items.
Ensure announcements are made at the monthly Chapter meeting.
October
Organize November Council meeting. Send out proposed agenda and request additional agenda items.
Start planning for a membership drive.
Ensure announcements are made at the monthly Chapter meeting.
November
Organize December Council meeting. Send out proposed agenda and request additional agenda items.
Archive files.
Ensure announcements are made at the monthly Chapter meeting.
December
Organize January Council meeting. Send out proposed agenda and request additional agenda items.
Submit quarterly report to the Region 3 Director-Sponsor.
Ensure announcements are made at the monthly Chapter meeting.
January
Organize February Council meeting. Send out proposed agenda and request additional agenda items.
Ensure announcements are made at the monthly Chapter meeting.
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February
Organize March Council meeting. Send out proposed agenda and request additional agenda items.
Archive files.
Ensure announcements are made at the monthly Chapter meeting.
March
Organize April Council meeting. Send out proposed agenda and request additional agenda items.
Determine recipients of the President’s Award for the awards banquet.
Ensure announcements are made at the monthly Chapter meeting.
April
Organize May Council meeting. Send out proposed agenda and request additional agenda items.
Submit quarterly report to the Region 3 Director-Sponsor.
Ensure announcements are made at the monthly Chapter meeting.
May
Schedule an event to celebrate the accomplishments of the out-going Council.
Attend Annual Society Conference.
Archive files.
Ensure announcements are made at the monthly Chapter meeting.
First Vice President
Role
The First Vice-President is an elected, voting member of the Administrative Council who is responsible for Awards and Recognition, Competitions, and Currents. The First Vice President also succeeds the President and should learn as much as possible about the Chapter and the Administrative Council during his/her term.
Responsibilities
The First Vice-President coordinates and supports the following managers:
Competitions Managers
Awards and Recognition Manager
Currents Manager and Assistant Manager
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Leadership of the Administrative Council
Assist with long-term planning for all professional development activities, including investigating new ways that the STC Atlanta Chapter can help its members grow as technical communicators
Recruit and appoint managers to committee positions (with Council approval)
Support the President in long-term planning and day-to-day coordination of Chapter events
Make announcements at monthly Chapter meetings if the President is unavailable
Lead the Administrative Council meetings if the President is unavailable
Support of Competitions Managers
Establish contact with another STC Chapter with which we will exchange competition entries (by June 1 if at all possible)
Coordinate publicity for the competitions (at least 3 months before the deadline for entries)
Recruit a volunteer to coordinate the plaques for the competitions
Help the Competitions Managers recruit judges
Collect competition information from the Competition Managers and deliver a database to the Hospitality Manager and program publisher.
Support of Awards and Recognition Manager
Ensure that the annual awards banquet is planned, coordinated, and publicized (at least 4 months in advance); the actual banquet is managed by the Hospitality Manager
Support of Currents Manager and Assistant Manager
Coordinate with the Currents Assistant Manager a location, theme, and date for Currents (at least one year in advance)
Monthly Activities
Ensure that all professional development activities are reported to the Administrative Council
Archive important files and events on the Web site and encourage other professional development managers to do the same
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Second Vice President
Role
The 2nd Vice President is an elected officer who focuses on Chapter meetings.
Responsibilities
The 2nd Vice President is responsible for coordinating the following committee managers:
Hospitality Manager
All SIG Managers
Program Manager
The 2nd Vice President’s responsibilities include:
Form a program committee
Support SIG managers by attending SIG meetings and other SIG activities
Promote relationship between SIGs and Chapter by planning at least one joint SIG/Chapter meeting
Groom potential candidates for 2nd Vice President
Research alternative meeting locations and meeting arrangements
Negotiate and sign contract with meeting location representative (if necessary)
Note: The 2nd Vice President may serve as the Program Manager or may appoint someone to that position. The Program Manager is responsible for scheduling monthly Chapter meetings (currently the third Wednesday of every month).
Monthly Activities
Provide announcement for Chapter meetings to Webmaster, public relations manager, and hospitality manager at least two months in advance of the meeting
Ensure that the program committee writes summaries of monthly meetings to be submitted for the newsletter
Provide hospitality manager with A/V requirements and estimated number of attendees for each Chapter meeting
Encourage the program committee to pursue incentives for meeting attendance such as door prizes. Attempt to solicit donations for door prizes in coordination with the Sponsorship Manager whenever possible.
Attend monthly Council meetings
Measure the quality of all meetings and track member satisfaction through post meeting evaluations
Ensure that the Programs and SIGs have a strong presence on the Web site.
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Secretary
Role
The Secretary is an elected, voting member of the Administrative Council who is responsible for recording the minutes of each Administrative Council meeting.
Responsibilities
The Secretary is responsible for coordinating the following committee manager:
Employment Manager
The Secretarys responsibilities include:
Attending monthly Administrative Council meetings.
Receiving monthly reports from Council members.
Recording and distributing the minutes of the each Council meeting.
Sending the approved minutes to the Webmaster to post on the Web site.
Storing chapter awards and plaques during the year and bringing the awards to the annual awards banquet in April.
Monthly Activities
Receive and save monthly Council reports from Council members. Save in folders by month. Print reports before the monthly Council meeting and take two copies with you.
Treasurer
Role
The Treasurer is an elected officer who focuses on the Chapter finances.
Responsibilities
The Treasurer is responsible for coordinating with the Sponsorship manager to pursue additional sources of revenue for the Chapter through donations and sponsorship of activities.
The Treasurer supervises the Chapters fiscal affairs by:
Attending the Chapters Administrative Council meetings and advising the Council about financial issues
Preparing an annual fiscal year budget for review by the board
Maintaining the Chapter books and records so that they can be inspected at any time by the president, the board, or any auditor named by the board
Authorizing disbursements 12
Formulating the most advantageous methods for handling such funds as the Chapter may have available for investment
Submitting to the Society an annual report of the Chapter’s financial status
Note: The Chapter fiscal year is from July 1 to June 30.
Monthly Activities
July
Attend Administrative Council meeting
Attend monthly Chapter meeting (recommended)
Reconcile the Chapter bank account
Prepare the annual budget with input from the board
Make any disbursements to individuals or companies
Begin preparing the annual Chapter financial status report to the Society
August
Attend Administrative Council meeting
Attend monthly Chapter meeting (recommended)
Reconcile the Chapter bank account
Continue refining the annual budget
Make any disbursements to individuals or companies
Continue preparing the annual Chapter financial status report to the Society
September
Attend Administrative Council meeting
Attend monthly Chapter meeting (recommended)
Reconcile the Chapter bank account
Submit the annual budget for acceptance by the board
Make any disbursements to individuals or companies
Submit the annual Chapter financial status report to the Society (must be to the Society by September 30th, otherwise, the Chapter forfeits reimbursement from the Society
October through June
Attend Administrative Council meeting
Attend monthly Chapter meeting (recommended)
Reconcile the Chapter bank account
Maintain the annual budget
Make any disbursements to individuals or companies
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Immediate Past President
Role
The Immediate Past President is a nonvoting officer who focuses on Chapter continuity, community outreach, and volunteer recruitment.
Responsibilities
The Immediate Past President is responsible for coordinating the following committee managers:
Community Service Manager
Student Liaison
The Immediate Past President’s responsibilities include:
Advise the President and the Administrative Council
Manage the Nomination Committee
Conduct the annual Chapter elections
Conduct any necessary recall election
Review annually the Chapter By-Laws and Policies and Procedures
Monthly Activities
Attend monthly Administrative Council meetings
Provide support for Community Service activities and Student Liaison activities
Assist officers and committee managers in volunteer recruitment
Annual Activities
Review Chapter By-Laws and Policies and Procedures and communicate suggested changes to Administrative Council (May-July)
Organize slate of candidates for Chapter elective offices(January)
Conduct annual Chapter elections (February -April)
Advise President on appointment of Tellers Committee (April)
Unscheduled Activities
Organize and oversee any recall election
Schedule
May – June
Review By-Laws and Policies and Procedures
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July
Communicate any suggested changes in Bylaws or Policies and Procedures to Administrative Council
January
Organize slate of candidates for Chapter elective offices
February
Prepare ballots for annual election
March
Publicize elections
April
Conduct Chapter elections
Advise President on appointment of the Tellers Committee
Dispose of ballots
Handle any challenges to election results
Public Relations
Role
The Chapter President appoints the Public Relations Committee Manager; the Administrative Council approves the appointment.
The Public Relations Committee works to increase business and public recognition of the Chapter and the Society, and publicizes Chapter and SIG meetings, activities, special seminars and workshops.
Responsibilities
The Public Relations Committee Manager:
Recruit volunteers to serve on the committee
Guide the activities of the committee
Attend Council meetings; report PR activities
Manage the annual PR budget; plan budget and submit to the Council for approval
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The manager (or representative) serves on the Currents, competitions, and other committees to coordinate publicity for each activity with those of the Chapter as a whole
Prior to leaving office, train a replacement to assure a smooth transition
The Public Relations Committee:
Publicize Chapter and SIG meetings, activities, special seminars and workshops
Solicit timely activity input information from source (optimum two months)
Develop news release and obtain approval from information source
Identify target organizations and media
Deliver the release (U.S. mail, e-mail, fax, or www)
Establish a liaison with other STC Chapters
Send Chapter activity releases to all Director-Sponsors
Send Currents, competitions, and workshop releases to Region 3 Chapter presidents and newsletter editors
Identify local media, including Web sites, as vehicles for Chapter publicity
Research to identify local media (this is an ongoing task)
Make contact. Verify ability and willingness to provide exposure, and identify contact persons
If appropriate, add to PR target list
Establish a liaison with Chapters and branches of other communication organizations
Research to identify local organizations (this is an ongoing task)
Make contact. Verify mutual interest and identify contact persons
If appropriate, add to PR target list
Work in support of the SIGs, Currents, and other committees to prepare and dispense press releases, brochures, special mailers, and other publicity-oriented materials
Work to publicize members STC accomplishments to employers, fellow employees and local media
Prepare and submit the Chapters entry in the STC Public Relations Competition
Develop and maintain a current Chapter brochure
Plan and implement special promotions and activities (as indicated by Chapter needs or committee member interests and abilities) 16
Webmaster
Role
The Chapter President appoints the Webmaster; the Administrative Council approves the appointment. The Web site Manager works with the Public Relations Committee to increase awareness of the Chapter and Society, publicizes Chapter and SIG meetings, activities, seminars, and workshops, and oversees the Chapter Web site.
Responsibilities
The Web site Manager is responsible for coordinating the following activities:
Recruit volunteers to serve on the committee
Guide the activities of the committee
Attend Council meetings and report on the Web site
Advise the Administrative Council on Web-related activities
Coordinate activities with the Society and regional Web Managers
Plan and manage the annual Web site budget
Prior to leaving office, train a replacement to assure a smooth transition
The Web site Manager conducts the following activities:
Publicize Chapter and SIG meetings, activities, special seminars and workshops
Maintain monthly calendar of events
Post Chapter news releases
Post Council member contact information
Post Chapter’s online archive
Post online Currents Proceedings
Coordinate job postings and resume database activities with Employment Committee
Post Chapter president updates, Administrative Council minutes, and regional director-sponsor updates (as provided)
Post information for other committees, including Currents, Recognition, Competitions, Membership, Nominating, Sponsorship, and Community Outreach
Develop registration forms for various Chapter events
Maintain surveys (as needed) for various Chapter committees
Maintain links to Society Web site
Maintain Web site to conform to Society guidelines
Register site with search engines and monitor visitor activity
Note: “Posting” is uploading information to the Web site. It does not include creating, finding, or updating the information. “Maintaining” includes the creation and updating of information.
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Membership Manager
Role
The Membership manager is appointed by the president and approved by a majority vote of the Administrative Council.
Membership is one of the key areas of the Chapter.
The Membership manager is one of the primary contacts between the Chapter and the Society office and is one of only three Council members who may request mailing lists and membership data from the Society office (the other two are the President and Newsletter Editor).
The Membership manager reports to the President in the area of Chapter Communications.
Responsibilities
The Membership manager is responsible for tracking Chapter membership on a monthly basis, providing information about STC and the Atlanta Chapter to membership inquiries as they are received, and coordinating one or more membership drives during the year.
The Membership manager may form a committee to complete certain membership activities.
The Membership manager, or a representative, will attend Council meetings.
The Membership manager should refer to The Chapter Handbook under Getting and Keeping Members for additional guidance and suggestions (Note: The handbook is maintained by the Society and is available from the Society Web site under Leader Resources).
Although in STC, members join the Society and are automatically included in the nearest Chapter, the Chapter has the greatest impact on getting potential members interested and into the Society through the contact we make and the information and assistance we provide to them.
The Membership manager is responsible for coordinating or completing the following activities:
Tracking Chapter Membership
Send the monthly membership numbers received from the Society office to all Administrative Council members.
Send the updated mailing list to our mailing service and other appropriate Council members (monthly).
Maintain a historical view of membership information to identify trends and opportunities (monthly).
Announce membership numbers and trends at Council meetings (monthly).
Request, on occasion, a mailing list from the Society office for special Chapter mailings such as Currents.
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Responding to Membership Inquiries
Provide information about our Chapter and how to join STC to all visitors to Chapter meetings (monthly).
Respond to phone and e-mail inquiries from potential members (weekly).
Provide some kind of membership information on the Chapter Web site.
Coordinating Membership Drives
Work with Currents team to attract new members through Currents registration. Send membership applications and dues to the Society office after Currents.
Hold one or more membership drives to increase new members and retain existing members.
Consider publishing one or more articles in the newsletter and Web site about the benefits of Chapter membership.
Consider sending a letter to nonrenewing members to encourage them to renew their membership.
Help invite members from other related organizations in Atlanta to our Chapter meetings and extend an invitation for them to join STC.
Schedule
May
New Membership manager takes office. Meet with previous Membership manager to transfer information and materials (letter templates, letterhead, brochures, etc.).
June
The Society awards funds to the Chapter based on the number of Chapter members in the Society database as of June 30. All membership drives should keep this deadline in mind.
July
New members who join after July 1 through October 1 receive 50% credit on next years dues.
Time to start planning any membership drives for the upcoming year (probably one in Fall for new members and one in the Spring for renewals).
September
Good time to conduct a membership drive to attract new members to the Chapter. The Society estimates that there are usually more than twice as many technical communicators in town than there are members in the Chapter.
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October
New members joining STC after October 1 get the rest of the year included in their dues for the following January through December period. This is a benefit that may help in attracting new members to the Society.
November
November is a good time to conduct a membership drive to retain existing Chapter members. A large percentage of members either fail to renew their membership or renew late during the next year. Ideally, we would have these members renew before the deadline at the end of February to maintain the strength of our Chapter. The Membership manager may want to publish an article in the December newsletter and Web site (or send a letter to members) explaining the benefits of renewing this year (tax write off, continue cumulative years of membership towards higher ranks like Senior Member, maintain subscription to Intercom and Technical Communication).
December
Current STC members receive a renewal notice in the mail (end of November, early December). Renewals are due by the end of February. Members cannot vote in the Society elections until they renew their membership. Non-renewing members lose their accumulated years of membership in the Society. When they renew their membership, they start over as a regular member (losing any Senior Member status they may have had). The Society may on occasion reinstate years of membership upon request, but this should not be relied on.
January
Keep in mind that personal phone calls often produce better results than general letters. Consider recruiting Council members to help make calls to nonrenewing members.
March
The Currents conference is usually around this time of year. New members are often allowed to register at the membership rate if they join STC as part of their conference registration. The Membership manager should work with the Currents committee to promote this opportunity and ensure that membership applications and dues get sent to the Society office in a timely manner.
The Society database is purged of all nonrenewing members in March. The membership numbers will be substantially lower unless retention of existing members was high.
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April
Send a letter to nonrenewing members to encourage them to renew their membership.
Consider calling or surveying some of these members to find out why they did not renew.
Request SIG membership lists from National to forward to all Atlanta Chapter SIG Managers.
Membership History
The Membership staff at the Society office can provide historical and current membership statistics from their database.
Employment Manager
Role
The Employment Managers primary responsibility is to reduce the unemployment rate of the Chapter membership by keeping members informed of technical communication-related job opportunities. The Employment Manager advertises job opportunities, but does not screen or interview applicants.
The Employment Manager reports to the Secretary in the area of Professional Development. The Employment Manager may recruit one or more volunteers to assist with the responsibilities of the position.
Responsibilities
Maintain a database of STC members searching for permanent and contract employment. This is done through an MS Access database available on the chapter employment site (www.stcatlanta-jobs.org). Members may create profiles here of skills and qualifications.
Maintain an MS Excel spreadsheet of names and e-mail addresses of members who want to be notified when there are new job openings. This is referred to as the Job Seekers Distribution List.
Maintain the Atlanta Chapter Job Seekers mailbox on Yahoo (atlstcjobs@yahoo.com). Check the mailbox on a daily basis and respond to any messages.
Recruit members to join the Job Seekers Distribution List in each chapter update and at monthly Chapter meetings.
Ask members to notify you via e-mail of job openings.
Send an e-mail message to the Job Seekers Distribution List when you are aware of new technical communication-related job openings.
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Search the major Internet job sites and list the job openings in an e-mail message to the Job Seekers Distribution List on a weekly basis. Include the post date, job title, and link to the specific Web page (preferred) or the Web site where members can find the job details.
Maintain an accurate list of recruiters in the Atlanta area and post on the chapter employment Web page.
Work with the Chapter Webmaster to maintain the Employment page on the Web site.
Attend monthly Atlanta Chapter Administrative Council meetings.
Provide employment-related assistance to members such as networking opportunities, resume review, or assistance with interview techniques.
Write articles periodically for the Chapter newsletter on resume tips, interviewing, job hunting, and networking.
Daily Activities
Check the Atlanta Chapter Job Seekers mailbox on Yahoo (atlstcjobs@yahoo.com) on a daily basis and respond to any messages.
Weekly Activities
Search the major Internet job sites and list the job openings in an e-mail message to the Job Seekers Distribution List. Include the post date, job title, and link to the specific Web page (preferred) or the Web site where members can find the job details.
Monthly Activities
Attend monthly Atlanta Chapter Administrative Council meetings.
Invite members to network at Chapter meetings and publish networking invitation in the Chapter Update.
Yearly Activities
Maintain the salary survey.
Unscheduled Activities
Send an e-mail message to the Job Seekers Distribution List when you are aware of new technical communication-related job openings.
Provide employment-related assistance to members such as a resume review or assistance with interview techniques.
Write articles periodically for the Chapter newsletter on resume tips, interviewing, job hunting, and networking.
Work with the Chapter Webmaster to maintain the Employment page on the Web site.
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Scheduled Activities
May: Review Policies and Procedures
July: Distribute any suggested changes in Policies and Procedures to the Atlanta Chapter Administrative Council for approval.
Currents Manager
Role
The Chapter President appoints the Currents Manager and the Administrative Council approves the appointment.
The Currents Committee works to increase the awareness and public outreach of the Chapters annual conference. The committee does this by providing one central meeting location, coordinating up-to-date presenters speaking on topics of major importance to the technical communicator, and planning and finalizing all the logistics involved for the workshop and conference held annually in early spring.
Responsibilities
The Currents Committee Manager:
Recruits volunteers to serve on the committee
Guides the activities of the committee
Attends Council meetings; report Currents information
Manages the conference budget; plan budget and submit to the Council for approval
The Currents Committee includes:
Facility Arrangers
Setup each room with proper A/V equipment
Select lunch menu (both days)
Select refreshments for an a.m. and p.m. breaks each day
Registration
Process mail registrations and send out confirmation letters
Create and maintain database of registrants
Print name badges for both days
Assist in assembly of registration packets two days prior to the event
Organize staff for attendee check-in
Process check and credit card payments and provide weekly accounting to general manager
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Proceedings
Develop template for online and printed proceedings
Edit all presenter papers to ensure that template style is followed
Prepare .PDF files for downloading from the Chapter’s Web site; interface with Chapter Webmaster
Prepare front matter and camera-ready copy for printed proceedings
Webmaster
Interface with Chapter Proceedings committee
Publish calendar
Publicity
Develop media list for STC and public list
Establish press release schedule for STC and public lists
Write and e-mail press releases
Call for Papers/Speakers & Other Publications
Develop a list of all materials that need to be designed and printed
Determine which materials are to be printed and which will be photocopied
Write copy for all materials
Interface with designer to layout materials
Coordinate printing and mailing
Vendor Exhibits
Develop list of potential vendors/conference sponsors
Determine how many vendors the space will support (based on size of room)
Establish “benefits package” for vendors/conference sponsors
Establish pricing structure for vendors/conference sponsors
Solicit product donations for raffle
Speaker Liaison
Contact presenters regarding acceptance or rejection of proposals
Maintain contact with presenters and ensure that they receive templates for papers
Ensure that all presenters submit papers before deadline
Answer ongoing questions between proposal acceptance and conference
Facilitate requests for A/V equipment
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Graphic Designer
Design conference logo
Work with program managers to layout all printed materials in the proceedings
Proposal Review/Acceptance
Coordinate team reviews for each stem (photocopies, distribution, recommendations, and so on) for December meeting
Provide list of accepted and denied proposals to speaker liaison
Solicit additional proposals, if necessary
Room Monitors
One needed for each stem
Introduce presenters to session attendees
Provide presenters with a visual sign when 15 minutes remain in the session
Cue presenters when time is running out
Hand out session evaluations, ask attendees to complete them and hand them in as they eave the room
Currents Planning Schedule
Following is a general schedule to be used by the Currents General Managers and planning committee.
Month
Tasks and Deadlines
8-10 Months Prior to Currents
Issue invitation to join committee
Decided on dates for conference
8 Months Prior to Currents
Host kick-off planning meeting
Establish conference theme
Establish “stems” or session topics for conference
Identify the venue
Identify potential keynote speakers
Identify potential presenters for preconference workshop
Establish preliminary budget, based on past year’s conference
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Month Tasks and Deadlines
7 Months Prior to Currents
Host planning meeting
Identify all printed materials
Develop design concepts for all printed materials
Establish sizes and formats for all printed materials
Develop and approve logo for conference
Write copy for Call for Presenters
Develop and post conference information (especially call) on Chapter Web site
Establish deadlines for abstracts and proposal submissions
Establish deadline for notifying presenters
6 Months Prior to Currents
Design Call for Presenters
Finalize budget/present to board for approval
Sign contract with venue
5 Months Prior to Currents
Proof, print, and send Call for Presenters
Post Call for Presenters on Web site
Determine team leaders
Prepare list of subcommittee tasks
Identify venue
Identify pre-conference workshop presenter
Continue discussion of potential keynote presenters
Issue press releases (include other chapters)
3-4 Months Prior to Currents
Issue public press release for Call for Presenters
Presenter abstracts and proposals due
Determine information you want captured on registration form
Determine maximum number of exhibitors/vendors for space
3 Months Prior to Currents
Issue press release to other chapters
Host planning meeting
Review and select presentations for conference
Finalize template for online proceedings
Notify presenters of acceptance/rejection; provide instructions and deadline for submitting papers
Develop copy for Program of Events
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Month Tasks and Deadlines
0-2 Months Prior to Currents
Send presenters’ kits with registration and lodging information
Proof, print, and mail Program of Events
Finalize keynote presenter
Issue press release re: conference to local media
Finalize meal and break options for both days
Identify back-up speakers for no-show presenters
Send reminders to presenters re: deadline for papers and bios
Establish maximum attendee numbers for both days
Presenters’ papers due
Issue press release re: conference to STC publications (dup)
Issue press release re: conference to local media
Order portfolio pads for conference giveaway
Format papers for online and printed proceedings
Proof and print printed proceedings
Query presenters/finalize their A/V needs
Finalize room setup and A/V requirements
Identify room monitors for conference sessions
Send confirmation letters to attendees (ongoing)
Deadline for early registration (two weeks before event)
Printed proceedings to printer for photocopying/binding
Other materials to printer (evaluation sheets, signs, covers for proceedings, and workshop materials, exhibitor/raffle lists, etc.)
Online proceedings for download (one week before event)
Review A/V specs/headcounts and so on from venue
Currents
Pre-conference Workshop & Conference
1 Month After Currents
Send thank you notes to planning team
Tabulate evaluation forms
Send thank you letters to presenters within two weeks after event
Send evaluations and recap to presenters (under separate cover as they usually aren’t done immediately)
Host post-mortem team meeting
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Month Tasks and Deadlines
Send certificates of training to pre-conference workshop attendees (if promised in registration materials)
1-2 Months After Conference
Notes review
Summarize planning team notes and prepare archive files for next general manager
Technical Publications Competition
Role
The Technical Publication Competition Manager is an appointed position whose focus is to coordinate the annual Technical Publication competition.
Responsibilities
The Technical Publication Manager’s responsibilities include:
Entry Process
Work with other managers in designing, preparing, and printing the call for entries and other printed pieces.
Work with other managers to locate a trading Chapter for exchanging entries.
Develop a database or spreadsheet for competition information.
Receive and log entries in the database as they are received.
Inspect submittals for complete information, correct entry fees, and correct category.
Acknowledge receipt of entries by email or letter.
Coordinate with trading Chapter to exchange entries for judging.
Judging Process
Develop a judging schedule and make arrangements for facilities and any necessary equipment.
Recruit judges and follow up with correspondence confirming the schedule and their commitment.
Prepare judging materials and if necessary arrange a schedule to train judges.
Distribute entries to judges ahead of time for private evaluation.
Preside over consensus judging.
Arrange for refreshments for judges during training and/or consensus judging day.
Send thank you letters or other acknowledgements to the judges.
Coordinate the return of entries to the trading Chapter.
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After the Judging Process
Prepare letters to all submitters notifying them of the results and enclosing the judge evaluation forms.
Provide award information for use in preparing the awards event program.
Send qualifying entries to the international managers along with an inventory and proper entry fee by the necessary deadline.
Advise the Publicity Manager of Chapter competition winners
Submit related expenses to the finance Manager.
Online Competition
Role
The Online Communications Competition Manager is an appointed position whose focus is to coordinate the Chapters annual Online Communications competition.
Responsibilities
The Online Communications Manager’s responsibilities include:
Recruit an assistant who will participate in the process this year and take over the position the following year.
Provide ongoing feedback to the Council regarding the status of the competition.
Entry Process
Review the current rules and procedures for competitions from the STC Web site.
Work with other managers in designing, preparing, printing, and distributing the call for entries and other printed pieces.
Work with other managers to locate a trading Chapter for exchanging entries.
Develop a database or spreadsheet for competition information. Including all of the information on the entry form.
Receive and log entries in the database as they are received.
Inspect entries for complete information, correct entry fees, and correct category.
Verify that the entries will load and run on the equipment specified in the current STC competition guidelines.
Acknowledge receipt of entries by email or letter.
Coordinate with trading Chapter to exchange entries for judging.
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Judging Process
Schedule a day(s) for judging and/or training.
Arrange a site for consensus judging and computer equipment as specified in the current STC competition guidelines.
Recruit judges and follow up with correspondence confirming the schedule and their commitment.
Prepare judging materials and distribute to the judges.
Preside over consensus judging.
Arrange for refreshments for judges during training and/or consensus judging.
Send thank you letters or other acknowledgements to the judges.
Coordinate the return of entries to the trading Chapter.
Following the Judging Process
Prepare letters to all entrants notifying them of the results and enclosing the judge evaluation forms.
Provide award information for use in preparing the awards event program.
Send qualifying entries to the international managers along with an inventory and proper entry fee by the necessary deadline.
Advise the Publicity Manager of Chapter competition winners
Submit expenses to the Chapter Treasurer.
Art Competition
Role
The Technical Art Competition Manager is an appointed position whose focus is to coordinate the annual Technical Art Competition.
Responsibilities
The Technical Art Competition Manager’s responsibilities include:
Entry Process
Work with other managers in designing, preparing, and printing the call for entries and other printed pieces.
Develop a database or spreadsheet for competition information.
Receive and log entries in the database as it becomes available.
Inspect submittals for complete information, correct entry fees, and correct category.
Acknowledge receipt of entries by email or letter. 30
Judging Process
Develop a judging schedule and make arrangements for facilities and any necessary equipment.
Recruit judges and follow up with correspondence confirming the schedule and their commitment.
Prepare judging materials and if necessary arrange a schedule to train judges.
Distribute entries to judges ahead of time for private evaluation.
Preside over consensus judging.
Arrange for refreshments for judges during training and/or consensus judging day.
Send thank you letters or other acknowledgements to the judges and coordinate certificates or awards for presentation at the annual Awards Banquet.
Following the Judging Process
Prepare letters to all submitters notifying them of the results and enclosing the judge evaluation forms.
Provide award information for use in preparing the awards event program.
Send qualifying entries to the international managers along with an inventory and proper entry fee by the necessary deadline.
Submit related expenses to the Finance Manager.
Awards and Recognition Manager
Role
The Awards & Recognition committee identifies and recognizes outstanding service at the Chapter and Society levels and:
Ensures that the Chapter nominates an eligible member for the Jay Gould Award each year, if any members are eligible.
Ensures that the Chapter confers at least one Distinguished Chapter Service Award (DCSA) per year.
Recommends at least one member for Associate Fellow per year, if any members are eligible.
Searches for and nominates members for the following Chapter-level awards, when appropriate: Member of the Year Award, Continuing Service Award, Newcomer of the Year Award, Behind the Scenes Award.
Coordinate other forms of special recognition with the Administrative Council.
Maintain a record of awards and recognition conferred upon the STC Atlanta Chapters members.
The deadlines for Society-level nominations vary from year to year. Consult the Chapter operations handbook, Intercom magazine, Tieline newsletter, and the Society’s Web site for specific deadlines. 31
Note The nomination process is a secretive processespecially for Distinguished Chapter Service Awards, Associate Fellow, and Jay Gould Award nominees, and Chapter award nominees. The DCSA nominations are voted on by the Chapter’s Administrative Council or the Society’s board of directors and not all nominees are conferred awards. For this reason, do not publicly announce award nominations.
Responsibilities
The Awards & Recognition committee is responsible for coordinating the following activities:
Refining the awards and recognition process as appropriate each year.
Reviewing annually which awards and recognition the Chapter should confer, including revisions to the awards criteria when necessary.
Publicizing the recognition process by way of the newsletter or Web site to encourage Chapter members to nominate peers for awards and recognition.
Publishing at least two articles in the newsletter or on the Web site: (1) to inform Chapter members of the Chapter and Society awards, along with the requirements for each award level, and (2) to highlight the awards given after the awards banquet.
Querying individual Chapter members eligible for Associate Fellow status, maintaining a database of eligibility status, and encouraging members to work towards becoming an Associate Fellow.
Ensuring that the awards nomination form and other information about awards and recognition is available on the Chapter Web site.
The committee manager’s responsibilities include:
Recruiting at least senior members to participate on this committee. One of these members can be the First Vice President.
Guiding the committee in fulfilling its role and responsibilities.
Schedule
June through September
Review all Chapter publications (online and print) to compile a list of the most active Chapter members.
Encourage committee managers and Administrative Council members to nominate members who are eligible for Chapter- and Society-level awards.
September
Identify potential candidates for award nominations with October deadlines. This typically includes nominations and supporting documentation for the Jay Gould Award and Associate Fellow.
Identify professional references who will provide supporting documentation and letters of reference for Associate Fellow nominee packages.
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October
Submit names of Jay Gould Award nominees to the Society’s nominating committee. Typically, this is the only step of the process conducted by the Chapter. Jay Gould nominees are then contacted directly for additional information.
Gather supporting documentation for all Associate Fellow nominees. Supporting documentation for each nominee includes, but is not limited to: resumes, STC “biographies” (that list all Chapter and Society-level activities), and professional letters of recommendation.
November
Assist the Administrative Council in the identification of nominees for Distinguished Chapter Service Awards. Up to one percent of the Chapter’s current membership is eligible for nomination each year.
Write descriptions about each nominee and his or her Chapter contributions for inscription on the Society-award plaques. These inscriptions must accompany the nominations for acceptance by the Chapter’s Administrative Council and the Society.
Present the names of DCSA recipients (and the plaque inscriptions) to the Chapters first vice president for an official vote of the Administrative Council in executive session before the nomination deadline. The Society’s board of directors votes on these nominations at its Winter board meeting.
December through January
Review all Chapter publications (online and print) to compile a list of the most active Chapter members.
Encourage committee managers and Administrative Council members to nominate members eligible for Chapter-level awards.
Write an article for the newsletter encouraging Chapter members to nominate other members for Chapter-level awards.
February
Identify nominees for Chapter-level awards. This includes reviewing all nominees made via the Chapter’s Web site nomination form and querying the Chapter president for nominations.
Write descriptions about each nominee and his or her Chapter contributions for inscription on the Chapter-award plaques. These inscriptions must accompany the nominations for acceptance by the Chapter’s Administrative Council.
Present the names of Chapter-level nominees (and the plaque inscriptions) to the Chapters president for approval.
Order plaques for Chapter-level award recipients.
Provide award names and descriptions to the Banquet Committee to include in the Awards Program (recipients are kept secret until the awards banquet).
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March
Query Chapter-level and Society-level award recipients about whether they intend to attend the annual Awards Banquet. Encourage them to attend if they haven’t responded to the general invitation to members. If necessary, tell recipients about the award.
April through May
Update the committee’s policies and procedures to reflect any changes during the fiscal year.
Chapter Level Awards
Nominee must be a member of the STC Atlanta Chapter in good standing (except for the Presidents Award) and meet the eligibility requirements described in this section.
Member of the Year This Chapter-specific recognition award honors exceptional and innovative volunteer contributions to the Chapter during one fiscal year (July 1 through June 30). Recipients of this award often go beyond the responsibilities of their official duties to achieve significant accomplishments for the Chapter.
Continuing Service Award This Chapter-specific recognition award honors a senior member for exceptional and varied volunteer contributions to the Chapter over a number of years.
Newcomer of the Year This Chapter-specific recognition award honors outstanding contributions to the Chapter by a newly active member.
Behind the Scenes Award This Chapter-specific recognition award honors on-going volunteer contributions to the Chapter by a person who works diligently and dependably behind the scenes to make our Chapter activities successful.
Presidents Award This Chapter-specific recognition award honors outstanding contributions to our Chapter, profession, or Society through a single innovative and effective program or activity. This award is a Chapter-level equivalent to the Societys pacesetter award. It may be conferred upon nonmembers of the STC Atlanta Chapter. Recipients of the Presidents Award are chosen by the Chapter president and do not require approval by the Administrative Council. More than one Presidents Award may be given if deemed necessary by the Chapter president.
Additional awards can be created by the Awards and Recognition committee as necessary. Changes to Chapter-level awards should be recorded in these Policies and Procedures and approved by the Administrative Council in advance of the award being given.
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Past Award Recipients
Refer to the Chapter’s Web site for lists of past recipients of Chapter and Society-level awards to avoid duplicate award nominations.
Other Forms of Special Recognition
The Awards and Recognition committee may pursue other forms of recognition for STC Atlanta Chapter members in addition to the Chapter-level and Society awards. Expenses for recognition must fall within the established budget of the committee and should not reduce the number or quality of the Chapter-level awards. Care should be given to ensure that recognition highlights significant contributions above the call of duty rather than simply acknowledging the work expected for a volunteer position. Public forms of recognition such as the newsletter, Web site, and thank you letters should be pursued diligently. All Administrative Council members should coordinate special recognition through the Awards and Recognition committee.
Examples of special recognition include:
Newsletter article describing the contribution or accomplishment.
Thank you page on the Chapter Web site.
Thank you letters to the people being recognized and to their managers.
Personal phone call thanking the person from a leader on the Administrative Council.
Press releases issued to local media (the Chapter’s public relations committee coordinates this activity).
Certificates signed by the Chapter representatives.
Engraved gifts or gift certificates given in a public forum to highlight the recognition. 35
SIG Managers
Role
The SIG Manager is appointed by the Council to facilitate activities of the SIG members and to focus on professional development of the members in their specific area of interest.
Responsibilities
The SIG Manager is responsible for coordinating the following activities:
Maintaining SIG organizational functions
Coordinating SIG meetings
Reporting upcoming events
Maintaining the SIG budget
Create meeting summaries for the Chapter Web site or newsletter
Provide an end of year summary report to the Chapter historian
Recruiting SIG and STC members
Recognizing volunteer efforts
Seeking opportunities to provide professional development
The SIG Managers responsibilities include:
Maintain Organizational Functions
Maintain SIG member email list
Notify SIG members of upcoming activities using email list
Recruit volunteers for SIG meetings and workshops
Respond to emails, phone calls, and other inquiries from potential and current SIG members
Recognize volunteer activities
Act as liaison for SIG members to other activities or Chapter and Society contacts
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Coordinate SIG Meetings
The following activities can and should be accomplished by a committee of volunteers. The SIG manager alone should not be responsible for all of these activities.
Schedule and coordinate member meetings, 3 to 4 per year
Obtain and reserve meeting room location
Recruit and select speakers or activities for the meetings
Oversee the following meeting preparations
Send email invitation to all members with meeting details
Coordinate activities of volunteers
Obtain audio/visual equipment for meeting, if necessary
Arrange meeting room furniture, if necessary
Provide host to greet guests
Provide refreshments, if applicable
Provide door prizes, if applicable
Provide meeting signs for posting at meeting location, if applicable
Provide sign-in sheet at meeting
Introduce guests and speakers
Facilitate meeting activities, including question and answer session, if applicable
Clean up meeting room facility
Send thank you note through email to attendees
Send thank you note to speakers through the US Mail, if possible, or through email
Provide leadership training for volunteers and the SIG managers successor
Communicate the SIGs activities to the Administrative Council, Webmaster, Public Relations Manager, and Newsletter Editor
Report Events to Public Relations
Submit announcement of upcoming activities to the Newsletter Editor, Webmaster, Public Relations Manager, and all Officers
Distribute summaries of meetings via the Web site and/or newsletter
Verify content of any announcements and Web postings
Maintain Web Site
Coordinate with Webmaster and committee of SIG volunteers to maintain a Web site for the SIG
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Maintain SIG Budget
Submit a budget to the 2nd Vice President
Responsibly use the funds to encourage participation in the SIG
Maintain spending levels within the approved budget
Submit requests for additional funds or unexpected activities to 2nd Vice President for approval
Submit forms for reimbursement to Chapter treasurer
Report Completed Events to Historian
Send and end of year report to Chapter historian summarizing events, leaders, and accomplishments of the SIG
Recruit SIG and STC Members
Encourage attendees to sign up for mailing list
Encourage attendees to be active volunteers by building a committee to complete the planning and organizing required for the SIG
Encourage non-STC member to join
Recognize Volunteer Efforts
Send thank-you notes to SIG volunteers and speakers
Provide public recognition to volunteers
Coordinate recognition of outstanding service with the Awards and Recognition Manager
Seek Events for Professional Development
Seek opportunities to provide continued professional development of writers and editors, such as coordinating an annual workshop
Obtain speakers that provide insight into current topics of interest
Team with other SIGs to present stronger meetings, as appropriate
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Hospitality
Role
Coordinate all arrangements with facilities, food, and other meeting needs for the Chapter meetings; manager the awards banquet; provide guidance to Currents committee and Special Interest Groups (SIG) Managers about meeting facilities.
Responsibilities
The Hospitality Manager’s responsibilities include:
Preparation for Meetings
Work with the Program Manager to determine the Audio/Visual needs for the presenter for the Chapter Meetings.
Determine and make arrangements for the food and drinks that should be available for the Chapter Meetings.
Determine and make arrangements for the food and drinks that should be available for the Awards Banquet.
Determine the number of chairs for attendees and make arrangements for getting them, as well as set up the greeting area.
Contact the hosting location for the Chapter Meetings and order the Audio/visual and Food Items.
Create the Awards Banquet flyer. Have copies made and delivered to the marketing firm that has the STC mailing lists.
Work with Banquet organizers to get the list of submitters and contributors who are nonmembers and would thus need to receive the Banquet reservations forms.
Provide the deadline to the Awards Committee so that they are able to compile the list in a reasonable time frame.
Forward the electronic version of the competitions submitters and contributors to the marketing firm at the same time as the flyer for members so each mailing may be mailed at the same time.
Recruit and transfer knowledge to a successor for the next term.
During Meetings
Arrive at the meeting site prior to the meetings beginning in order to setup the greeting table with supplies: sign in sheets for members and nonmembers, pens, name tags, and other forms that might be in use at the time of the meeting.
Set up the STC microphone if it is being used.
Greet the attendees. Collect meeting dues from the nonmembers.
Work with the hosting location for any items that might be missing.
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After Meetings
Make sure the supplies are in stock name tags, sign in sheets, involvement cards, and other forms that might be in use at the time of the meeting.
Forward the names of interested volunteers to the responsible party.
Turn in dues from nonmembers to the Treasurer.
Update the table with members and nonmembers who have attended the meeting.
Chapter Historian
Role
The Chapter Historian is responsible for capturing and maintaining a history of the Atlanta Chapter. The Chapter Historian reports to the Chapter Secretary to ensure coordination of Chapter information.
Responsibilities
The Chapter Historian coordinates the following activities:
Creation, maintenance, and distribution of the STC Atlanta Chapters history
Publication of meeting summaries from all SIG and Chapter meetings
Restoration and preservation of historical documents and artifacts related to the STC Atlanta Chapter
Celebration of our Chapters history
Recognition of noteworthy historical accomplishments (in coordination with the Awards and Recognition Manager)
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Sponsorship Manager
Role
The Sponsorship Manager organizes the Chapter’s efforts to solicit sponsorship for Chapter activities.
Responsibilities
The Sponsorship Managers responsibilities include:
Identifying potential sponsors for Chapter activities
Proposing and coordinating Chapter-wide efforts to increase sponsorship
Tracking companies who contribute funds or products to the Chapter
Recognizing companies providing sponsorship to the Chapter
Recruiting a committee to help with sponsorship activities and serve on the following committees: Currents, CommLink, and Student Liaison
Ongoing Activities in Need of Sponsorship
Currents
Vendors to lease tables at the conference
Sponsors to provide give away items and cover expenses such as the proceedings, notebooks, pens, tote bags, programs, speaker receptions, food breaks, etc.
Scholarship Endowment
Contributions on an ongoing basis (until the endowment is sufficient to support two scholarships of $1000 each)
Newsletter and Internet Site
Advertisements to cover Chapter expenses
Workshops, Chapter Meetings and Special Interest Groups
Sponsored events including speakers, locations, food, door prizes, etc.
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Student Liaison
Role
The role of the Student Liaison is to provide support for students in Georgia studying technical communication as a profession and to help students get more involved with STC.
Responsibilities
The responsibilities of the Student Liaison include:
Scholarship Process
Acting as Scholarship Chairperson
Managing the scholarship process
Maintaining the Policies and Procedures document for the selection process
Publicizing the scholarship and recognizing the winner(s)
Working with the Sponsorship Manager to raise money for the scholarship fund
Student Chapters
Helping student Chapters in Georgia get started and maintain healthy Chapters
Coordinating special events for students (such as joint Chapter meetings, student activities at Currents, publication of student articles in CommLink)
Region 3 Student Events
Providing support to the Region 3 student conference or other regional student events focusing on technical communication
Transitioning Students
Assisting students making the transition from school to the work world
Encouraging students to get more involved in the STC Atlanta Chapter before and after they graduate
Establishing close ties with the Georgia colleges and universities with technical communication programs 42
Scholarship Chair
The STC Atlanta scholarship is officially named the David C. Leonard Scholarship for Technical Communication.
Background
In 1999, the Atlanta Chapter decided to create a scholarship for undergraduates entering the field of technical communication. The Chapter applied for and received two grants from the Society each in the amount of $3000. The Chapter matched these funds, contributing an additional $6000 to the scholarship fund. In 2000, we invested these funds in CDs to generate additional revenue. The first scholarship was awarded in April 2002 for the amount of $500.
The goal of the scholarship is to assist students who are pursuing a career in technical communication.
In February 2002, the administrative committee voted to name the scholarship after Dr. David C. Leonard, a past president of the Chapter, who was terminally ill with cancer. Throughout his career, Dr. Leonard championed both STC and technical communication as a consultant and academic. He taught at both Georgia Tech and Mercer University. His focus on education and building programs that focused on technical communication made him a great namesake for the scholarship.
Recommended Scholarship Amount
The ultimate goal of the scholarship fund is to provide at least one scholarship of $1000. The scholarship would be awarded as a one-time payment to the student.
While the fund is being built, we will award the scholarship from the interest generated by the fund plus whatever additional Chapter funds are required to make the scholarship at least $500.
Once the scholarship fund provides dividends over $1000, the additional dividends should be fed back into the fund until the annual dividends are large enough to support a second scholarship. At that time, the scholarship committee and the Chapters administrative committee can decide whether to award a second undergraduate scholarship, to increase the amount of the scholarship, or to create a graduate or faculty scholarship. 43
Eligibility
Initially, eligibility for the scholarship will be limited to undergraduates enrolled in a 4-year college or university.
To be eligible for the scholarship, applicants must fulfill each of the following requirements:
Applicants must have completed at least two years of post-secondary education (juniors and seniors).
Applicants must be full-time undergraduate students working toward a Bachelors degree at a college or university in the state of Georgia OR have graduated from a high school in Georgia and be attending a college or university out of state where they are pursuing a degree program in technical communication.
Applicants should be studying communication of information about technical subjects. Other majors, such as general journalism, electronic communication engineering, computer programming, creative writing, or entertainment, are not eligible unless they are clearly focused on technical communication. The applicants personal essay should explain that they intend to pursue a career in technical communication or graduate school in technical communication upon graduation from their undergraduate program
Applicants cannot be past recipients of the STC Atlanta scholarship, although they may apply again if they applied in the past and did not receive the scholarship.
Application Process
Applicants must provide ALL of the following to apply for the scholarship:
Completed scholarship application
Current transcript (does not have to be an official transcript)
Personal essay (not more than 3 pages, including optional resume)
Two recommendations (one must be from faculty of current program; other can be from second faculty member, internship or current employer, or technical communication professional)
No writing samples are accepted. No financial need information is requested or required. The goal is to make the application process easy enough for students to complete while in school without large time commitment. We want to have as many eligible students apply as possible.
Applications should be received by February 21. Notification will be given by March 15. This timeframe allows us to acknowledge the award at the annual awards banquet in April and possibly at Currents.
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Personal Essay
The scholarship application will include a short written statement to show the applicants interest in the profession of technical communication. The statement should be no longer than 3 single-spaced pages. One page of the essay can be a personal resume.
Following are some of the questions that the applicants should answer in their statements.
What initially got you interested in technical communication?
What decisions have you made to customize your degree for your interests and career goals?
What have you done to learn more about technical communication outside the classroom (internships, part-time jobs, STC activities)?
What do you intend to do with your degree (specifically, your knowledge of technical communication)?
Is there anything else about your interest in or commitment to the field of technical communication that you think we should know?
The purpose of the personal essay is to gauge the seriousness of the applicants interest in and commitment to the profession of technical communication. Commitment to the profession is the primary criteria for the scholarship. The writing quality of the essay can be considered as much as the content.
Membership or activity in STC should not be the sole scholarship criterion; however, it can be considered a strong indicator of a candidates seriousness about pursing a career in technical communication. It can also be used to break a tie in the case of candidates with similar qualifications.
Evaluation of Applications
The scholarship committee will review applications starting March 1. Each application should be reviewed and evaluated separately by three judges, who are members of the scholarship committee.
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Applications will be evaluated and weighted according to the following criteria:
Criteria
Weight
Description
Academic Performance
10%
Transcript, GPA, other awards and scholarships.
Recommendations
25%
Must include at least one recommendation from a current faculty member familiar with the students pursuit of technical communication
Quality of essay
25%
Quality of writing/editing in the essay; although this is not a writing award, it should require that the application be completed professionally and thoroughly
Commitment to Profession
40%
Applicants will be asked to write a brief statement about their interest in the field of technical communication, which should be judged based on the seriousness with which the applicant is pursuing a possible career in the field.
Applications should be scored one point for each weighted percentage (e.g., 20%=20 points) for a total of 100 points.
Scholarship Committee
The scholarship committee should consist of at least 3 people one of whom is the Student Liaison (appointed by the Chapter president). The scholarship committee reports to the Student Liaison, who may choose to chair or be a member of this committee. The Student Liaison appoints the committee members and designates who should chair the committee.
Other committee members should have at least 3 years of work experience as a technical communicator and ideally be senior members of STC. Ideally, at least one member will be a past Chapter president. Current officers of the Chapter may also serve on the committee.
All committee members must be STC members in good standing.
Committee members should not be faculty or undergraduate students at eligible colleges/universities. If possible, members of the scholarship committee should serve multiple year terms, which should overlap so some members will have judged applications at least during the prior year. 46
Schedule
Following is a proposed schedule for the scholarship process.
Date
Activity
June/July
Form scholarship committee
August/September
Review/revise scholarship policies and procedures
October 1
Mail application to schools and update on the Chapter Web site
January 1
Send reminder to schools about scholarship and deadline
February 21
Deadline for all scholarship applications (received by this date)
March 1
Start judging of applications
March 15
Send notification letters to applicants
Publish information on Chapter Web site and newsletter
Create press release to announce recipient of scholarship
March
Announce scholarship recipient at Currents, if the recipient is known when Currents occurs
March 15 – April
Make changes to scholarship policies and procedures, if necessary
April
Invite recipient to be honorary guest at awards banquet
Archive information for future scholarship committees
Publicity
Publicity for the scholarship should (1) announce the availability of the scholarship and the current guidelines/application process and (2) notify our membership and the public about the recipient of the scholarship.
The Public Relations committee should submit press releases to announce the scholarship and the recipient.
The Webmaster should post the application, advertise on the site to solicit submissions, and publicize the scholarship recipient.
The Scholarship Committee should send a letter/flyer to all eligible STC student members in Georgia and colleges/universities in Georgia.
The Newsletter Editor should announce the scholarship in the November/December issue and the winner in the April/May issue.
The Chapter President or representative should announce the scholarship at the October, November, and January Chapter meetings in case any members have children who might be eligible for the scholarship. The announcement should also be made through the Chapter update (e-mail).
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Financial Management
The financial goal for the scholarship fund is to make it self-sustaining by taking the award only from the interest generated by the fund.
Strategy for Fund Growth
The goal for the fund is a minimum of $20K, which would allow an annual award of $1000 from the interest. While CDs are the most secure investment they produce a low yield (3%-7%). Still, a riskier investment might compromise the long-term stability of the fund, which should continue to yield at least one scholarship per year. For this reason, it is recommended that the scholarship fund continue to be invested in CDs for the short term.
In the long-term, as the fund grows, we should consider investing part of the fund in a method that provides higher yields (goal of 10%). At no time should the bulk of the scholarship fund be invested in a manner that might result in a zero or negative yield for the year because that would mean we could not award a scholarship (or would have to use our operating budget to pay for the scholarship). As an investment strategy, it is recommended that $20K of the scholarship fund be maintained in CDs and amounts over $20K can be invested in low to moderate risk mutual funds.
There is not a recommended cap on the size of the scholarship fund. As the fund grows, the Chapter can award additional scholarships or increase the amount of each scholarship.
It is recommended that the scholarship fund be managed by the Chapter treasurer under a separate account from the general Chapter funds. All dividends from the scholarship fund should be reinvested in the fund. If the funds are managed as part of the regular Chapter budget, special care should be taken to keep the interest rolled back into the base scholarship fund amount.
Contributions to the scholarship fund should continue to be solicited by the Sponsorship Committee.
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Community Service Manager
Role
The role of the Community Service Manager is to find and plan community service opportunities in which Atlanta STC Chapter members can participate.
Responsibilities
The Community Service Managers responsibilities include the following tasks.
Recruit Committee Members
Recruit committee members from the Chapter membership.
Plan and facilitate committee meetings on an as-necessary basis.
Organize the committee to handle different events or areas of community involvement for the Chapter.
Organize budget and resource support for activities the committee plans.
Plan Community Service Events
Seek out, plan, and sponsor community service events for the Chapter.
Plan these events based on the interests of the Chapters members.
Continue to plan two, Chapter-wide annual events, such as Hands on Atlanta Day, which is sponsored by Hands on Atlanta.
Hands on Atlanta Day generally happens in early October, and team sign-up and project selection begins a month or two before. The earlier the STC team is formed, the better the project selection. Begin recruiting team members in June. (More details in the committee binder.)
For food drives, contact the Atlanta Community Food Bank. (More details in the committee binder.)
Help organize and plan ongoing community service opportunities if the Chapter membership is supportive of the efforts.
Maintain Community and Chapter Relations
Contribute to the newsletter and Chapter Web site regarding community service activities.
Maintain contact with the Chapter in order to keep up with members community service interests.
Work with the Program Manager to support community service-related Chapter meetings. Can also suggest a community service-related topic or speaker for a Chapter meeting.
Maintain a list of current and possible Chapter volunteers and their interests.
Maintain a list of volunteer opportunities and contacts. 49
Work with the Student Liaison when appropriate. For example, help recruit and sponsor volunteers to participate in high school career days to inform students and teachers of technical communication opportunities.
Recognize outstanding community service.
Maintain Community Service Committee Budget
Submit budget requirements to the Treasurer.
Use funds to sponsor community service-related activities for the Chapter.
Use funds to support participation in the committee.
Stay within spending levels specified in the approved Chapter budget.
Nominating Committee
Role
STC Atlanta Chapter elections are held annually for the offices of President, First Vice President, and Second Vice President, each of whom serves one term, and for one member of the Nominating Committee. Elections are held every other year for Secretary and for Treasurer, both of whom serve two terms. Elections for Secretary and for Treasurer will be held in even numbered years beginning in 2000. The Nominating Committee shall endeavor but is not required to hold contested elections for all offices except President.
Responsibilities
The Nominating Committee consists of three members: the Immediate Past President, who serves as manager, and two elected members. Each elected member serves a two-year term. One member is elected in an odd-numbered year, and the other is elected in an even-numbered year, so that the two-year terms overlap. This ensures that there is always someone present on the Nominating Committee who served in the same office during the previous year, lending continuity and stability to the Committees work.
The Nominating Committee is responsible for selecting a slate of candidates, handling nomination by petition from members, preparing the ballot, and publicizing the election. Vacancies in the committee are filled according to procedures in the By-laws, Article V, Section 1.
General Considerations
The Nominating Committee considers all suggested candidates and will also consider any other Chapter member in good standing.
The Nominating Committee attempts to determine that all candidates are qualified for the office for which they are nominated, that they are willing to serve, and that they do not anticipate any business or personal barrier that would prevent them from serving for the full term.
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Before being placed on the slate, each candidate must supply a written statement of availability and a brief biographical sketch that includes professional experience and education, as well as service to the Chapter and to the Society.
At least 45 days before the deadline for receipt of ballots by the Tellers Committee, the Nominating Committee announces a slate of candidates.
Unless there is a successful petition, only one candidate is presented for President; automatic progression of the same individual from First Vice President to President is customary. At least two candidates are presented for the offices of First Vice President, Second Vice President, Secretary, and Treasurer, unless the Administrative Council waives this requirement.
Procedures
The Nominating Committee fills the slate of candidates, using the following general timeline and procedures. The timeline and procedures may be modified by the committee with the approval of the Administrative Council.
1. Early November of the year preceding the annual election: the committee agrees upon a plan of action and a timeline for conducting its business. The committee places a notice on the Chapter Web site–or in other notices to the Chapter membership–that it is seeking volunteers and nominations for offices, detailing how they will be received.
2. Early December of the year preceding the annual election: the committee contacts potential candidates, explains the roles of the offices to the potential candidates, and seeks to get commitments for each office to be filled.
3. January of the year of the annual election: the committee continues to contact potential candidates, explains the roles of the offices to the potential candidates, and seeks to get commitments for each office to be filled. The slate should be filled by 1 February of the year of the election.
4. February 1 of the year of the election (or at least 45 days before the deadline for receipt of ballots): for all offices to be filled, the committee announces the slate of candidates and works with the chapter Webmaster to prepare the ballot, which includes a biographical sketch and a statement for each candidate. The Webmaster publishes the ballot on the Chapter Web site–or in other notices to the Chapter membershipdetailing how the ballots are to be cast. The following procedures appertain:
Any candidates nominated by successful petition shall be included on the ballot.
Members shall cast ballots electronically, using the ballot posted on the Chapter Web site.
The ballot shall contain a place to vote for, againstor to abstain from voting forall unopposed candidates.
The ballot shall contain detailed instructions about how to cast the ballot.
The ballot shall contain biographical sketches of each candidate and a statement from each candidate, including the candidate for President. 51
The ballot shall contain information about how the Tellers Committee will handle the ballots to protect the identity of the voters. The procedures detailed in the Tellers Committee section under “Handling Ballots” appertain.
The ballot shall require voters to include their name or member number. (The Tellers Committee will use the name and number to verify the membership of each voter.) Voters will not be allowed to place their name or any identification anywhere else on the ballot.
Ballots are to be received by the Tellers Committee by 25 April.
Nomination by Petition
Candidates may be nominated by petition. Each petition must be signed by the lesser of 10 percent of the Chapter membership or 20 members. Each petition must include a statement of availability and brief biographical sketch for each candidate.
Petitions must be delivered to the manager of the Nominating Committee within 15 days after the date of the announcement of the slate prepared by the nominating committee.
Candidates successfully nominated by petition shall be placed on the ballot, along with the slate presented by the Nominating Committee.
Creating and Posting Ballots
Ballots are created and posted according to the following procedure:
1. The Nominating Committee provides information about the open offices and the candidates to the Webmaster.
2. The Webmaster updates the ballot module with the new information.
3. The Nominating Committee reviews the ballot and makes any final changes.
4. After receiving approval from the Nominating Committee, the Webmaster adds a link to the Chapters home page to the ballot, making it accessible to Chapter members for voting. As members vote, the completed ballots are automatically e-mailed to the manager of the Tellers Committee.
5. When the deadline for voting has passed, the Webmaster removes the link to the ballot from the home page. The Webmaster does not delete the ballot module, but makes it inaccessible to members navigating through the Web site.
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Tellers Committee
The Tellers Committee is appointed by the President with the approval of the Administrative Council and consists of three members: a senior member, a member, and preferably a past President, who serves as manager of the committee. Members of the Tellers Committee must not be members of the Nominating Committee nor be candidates for Chapter office.
Handling Ballots
As soon as feasible after the deadline for receipt of ballots, the Tellers Committee meets. Either all three members of the committee or two members and a substitute named by the Chapter President must be present.
The Tellers Committee validates the ballots while protecting the identity of the voters and tallies the ballots, using the following procedures:
The Tellers Committee receives ballots by e-mail. The ballots are automatically forwarded to the manager of the Tellers Committee by the ballot module.
No ballots will be examined until the day after the deadline for receiving such ballots.
Once the ballots are submitted to the Tellers Committee, the Tellers Committee will print them to expedite handling and archiving.
Before tallying the ballots, the Tellers Committee will verify the current membership of the voter by checking the voter’s name or member number against the latest membership list, placing beside each name or number the initials of the member of the committee who verifies the voter’s status. If any voter is not current member of STC, that ballot will be printed and set aside.
After the committee has verified the voters of all ballots, the committee will place all ballots that have been set aside in a suitable container, seal it, and identify it as “Discarded Ballots” and the date.
After the committee has sealed all ballots that have been set aside, the committee will separate the email headings from the email ballots and place all email headings in a suitable container, seal it, and mark it as “Voters–Electronic Ballots” and the date.
The committee will then tally the ballots. If any ballot contains any identification of the voter, the committee will endeavor not to examine the ballot until the identification has been removed. Votes are counted at least twice to assure accuracy, and the results are recorded.
If there is a technical problem with the ballot, voters can e-mail their votes to the chair of the Tellers Committee. These ballots should include the voters name and/or membership number, plus the names for whom the voter wants to cast a vote. If the voter does not cast a vote for a particular office, the Tellers Committee shall count that oversight as an abstention.
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The Tellers Committee will then tally the ballots. Votes are counted at least twice to assure accuracy, and the results are recorded.
The Tellers Committee will then place all ballots in a suitable container, seal it, and mark it “Ballots” and the date.
The Tellers Committee manager will retain all voting materials–including ballots, envelopes, cover sheets, and email headings–until 15 days after the first general announcement of the election results, unless there is a challenge to the election. After 15 days after the first general announcement of the election results, the Tellers Committee manager will destroy all voting materials, unless there is a challenge to the election.
If there is a challenge to the election, the Tellers Committee manager will retain all voting materials until the election results have been validated or until all steps needed to correct the deficiency have been completed. The President will notify the manager of the Tellers Committee when the challenge has been settled. The manager of the Tellers Committee will then promptly destroy all voting materials.
Reporting the Results of the Election
Candidates are elected by a plurality of votes cast. If an unopposed candidate receives fewer affirmative than negative votes, that office is declared vacant (see By-laws, Article VI). A tie vote is resolved by a simple majority vote of the Administrative Council.
The Tellers Committee prepares a list of the winning candidates, and each member signs it. As soon as feasible, the report is mailed to the current Chapter President. Unless there is a tie vote or an unusual circumstance, the number of votes received by any candidate is not announced. The Tellers Committee determines if there is a reason to inform the Chapter President of any totals. The President, with the consent of the Administrative Council, determines if an announcement of any vote totals should be made.
Also, the Tellers Committee will communicate by telephone or by electronic mail the election results to the current Chapter President.
After the Tellers Committee has communicated the report of the election results to the current Chapter President, the committee will then notify each candidate of the results of the election.
After the Tellers Committee has communicated the report of the election results to all candidates, the committee will then notify the Chapter newsletter editor, the Chapter Webmaster, and the STC Office in Arlington, Virginia, of the results of the election.
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Council Electronic Voting
Electronic Voting
Although the Administrative Council meets monthly, it may occasionally need to conduct official Chapter business in between meetings. This policy and procedure defines the method for electronic voting via e-mail.
Eligibility to Vote
As defined in the Chapter bylaws, only elected members of the Administrative Council can vote on Chapter business. A quorum for electronic voting is defined as three of the five elected officers. In regular Council meetings, all members of the Administrative Council are included in discussion of issues before the Council; however, for electronic voting only the elected officers will be involved to ensure that the electronic voting procedure is timely and manageable. This procedure is similar to the one followed by the Societys Board, where elected officers vote on issues in between Board meetings without the consultation of the other Board members.
Announcing an Electronic Vote
Only the acting President may offer a proposal for an electronic vote. Holding an electronic vote is similar to holding an executive session of the Administrative Council. While this procedure is allowed by the Chapter bylaws, officers should make every effort to discuss and vote on Chapter business with the entire Administrative Council at regularly scheduled Council meetings. However, when time is critical or the proposal involves managers on the Council (such as nominations for Society-level awards) an electronic vote may be appropriate.
Any member of the Administrative Council may ask the President to call an electronic vote.
Conducting an Electronic Vote
1. The President should send e-mail to the other four elected officers asking for an electronic vote. The e-mail should include the proposed motion, explain the background supporting the motion, and set a deadline for voting.
2. Each officer receiving the e-mail should respond immediately confirming his or her availability for the electronic vote (similar to a role call).
3. At least three of the five officers must respond to the request for an electronic vote.
4. Before the voting deadline, officers should send e-mail explaining their opinions and insights about the issue. Officers can send as much e-mail to the other officers about the issue as necessary. If any officer feels the issue would be more appropriately considered with the entire Council, he or she may propose that the issue be postponed until the next scheduled Council meeting. The officers must then immediately vote on the motion to postpone. A simple majority vote carries.
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5. When no further discussion is necessary, officers should submit their votes on the proposal. For straightforward issues where everyone is likely to be in agreement, officers may submit discussion and a vote at the same time to expedite the process.
6. When all votes have been collected, the President should announce the results of the vote to the officers via e-mail.
7. At the next scheduled Administrative Council meeting, the President should announce the results of the electronic vote for the official minutes. If the electronic vote needs to be kept secret until a later date (such as after an award is announced), the results should be recorded by the Secretary separately from the public minutes.
Rescinding an Electronic Vote
If for some reason an electronic vote needs to be rescinded, an additional proposal can be submitted by the President to rescind the vote following the same procedures for conducting an electronic vote. Additionally, any officer can propose to rescind an electronic vote at a regularly scheduled Council meeting.
Recall of Committee Managers and SIG Managers
As described in the bylaws, Committee Managers and SIG Managers are appointed by the President and approved by the Administrative Council by majority vote. According to the bylaws, the President with majority vote of the Council may also terminate these appointments.
In addition to these procedures, the following procedures apply to Committee Managers and Managers of Special Interest Groups.
Expiration of Appointments
All appointments expire when a new President takes office. To continue in their positions, managers must be reappointed by the new President according to the procedure in the bylaws.
Resignation from the Council
Managers may resign from the Council by submitting their resignation in writing to the President.
Special Recall Provision for Committee Managers
If 20 members of the STC Atlanta Chapter sign and submit a petition to the Administrative Council calling for the removal of a Committee Manager from the committee, the proposal must be voted on by the Council at the next scheduled Council meeting. Justification for the removal must be explained in the petition.
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Special Recall Provision for Managers of Special Interest Groups
If 20 people, or more than 50 percent, of the members of a special interest group sign and submit a petition to the Administrative Council calling for the removal of a manager from the SIG, the proposal must be voted on by the Council at the next scheduled Council meeting. Justification for the removal must be explained in the petition.
Special Offers on the Chapter Web Site
To extend the benefits of STC membership, the STC Atlanta Chapter publicizes special offers made to its members through the Chapter Web site on a special offers page.
Endorsements
The “Guidelines for Official STC Use of the World Wide Web” specifies that STC can post links to companies and other resources outside STC as a member service as long as we clearly indicate that STC does not endorse these resources and as long as we provide equal access to all providers. These resources should not be mentioned by name on our home page.
At the top of the page, a disclaimer should appear that explains STC Atlanta does not endorse any of the products or services included on the page. Additionally, a standard icon that reads “Advertisement” should appear beside each and every link to another companys site.
The guidelines offer the following disclaimer:
Reference herein to any specific commercial firm, commercial product, process, or service by trade name, trademark, manufacturer, or otherwise, does not constitute or imply its endorsement, recommendation, or favoring by the Society for Technical Communication (STC).
Additionally, our Chapter can add other disclaimers. We should add the following to the disclaimer:
Any complaints about the companies listed here should be directed to the companies providing the product, process, or service, not the Society for Technical Communication. Companies interested in advertising special offers on this Web page should contact the STC Atlanta Sponsorship Manager. Only products and services related to technical communication can be advertised on this Web site.
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Providers
In compliance with the Society guidelines for use of the Web, special offers can be made by any company offering a product or service related to technical communication, including but not restricted to training for tools and skills related to technical communication, books, software, hardware, and insurance. For examples of qualified advertisers, refer to issues of Technical Communication and Intercom to see the types of companies that are permitted to advertise through STC based on our tax exempt status. As unexpected circumstance arise, the Sponsorship Manager should use his/her discretion in cooperation with the Society office.
When a special offer is received, it should be accompanied by the following information:
Contact at the corporation or organization making the offer (name, phone, address, and e-mail)
Amount and conditions of the offer
Description of the service (100 words or less)
Link to a Web site about the service, if available
Length of time the service will be offered
The Sponsorship Manager should work with the Webmaster to place the special offers on the Web site. Every attempt to evaluate the company and their offer should be made before any advertisement is placed.
All long-term special offers should be reconfirmed by the Sponsorship Manager on January 1 and May 1 of each year. If not confirmed, then they should be removed.
Appearance
The Web page for special offers should be accessible from the table of contents for the Chapter Web site under the heading “Special Offers” or something similar. Corporate icons should not be displayed on the special offers page; however, links to corporate Web sites can be included. Additionally, a one-line title for the special offer and a 100-word description can be included. If the product/service does not have a specific date, an expiration date should be provided.
Following is a sample from a potential entry on the Web page:
FrameMaker Classes: 30% Off
John Does Training Services
Choose from two classes about FrameMaker. FrameMaker Basics introduces you to the features of FrameMaker in the context of a real-world project. FrameMaker Expert deals with special issues of creating single-source documentation for use on the Web, online help, and printed manuals.
FrameMaker Basics: September 3-5, 1999; $480 (regularly $600) FrameMaker Experts: September 6-7, 1999; $350 (regularly $500)
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Management
Because special offers can arise at any time and require on-going attention, they require someone to manage them. The management of special offers should be coordinated by the Sponsorship Manager.
Complaints
The special offers Web page should provide a contact link to the Sponsorship Manager, which would be used both for interested sponsors as well as members who have complaints or comments about any of the special offers made.
We should remove a special offer if any of the following conditions are met:
It has expired and is no longer available to our members.
The company commits an egregious offense.
Special offers should not be removed indiscriminately. They should not be removed simply because a member complains about the quality or preference of the product/service. According to the Society constitution, STC Atlanta cannot appear to endorse or disparage any company or organization. Every attempt should be made to remain neutral in disputes between a company and an individual.
Complaints from members should be directed to the principle (the company or organization) for them to resolve without intervention from STC Atlanta.
Special offers should be kept off the Web site completely if any of the following conditions are met:
The product/service is not related in some way to technical communication.
Any aspect of the special offer is discovered to be false or misleading.
The Sponsorship Manager should enforce these standards and act with discretion following all existing Society guidelines as new situations arise.
Proof of Membership
Providers of special offers should be notified on the Web page that they can contact the Membership Manager for STC Atlanta to confirm the membership of anyone claiming membership in STC.
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Spending Guidelines Policies and Procedures
This provides guidance to Chapter leaders in the spending of Chapter funds.
Fiscal Year
The STC Atlanta Chapter follows a fiscal year from July 1 to June 30. The annual budget is approved by the STC Atlanta Chapter Administrative Council before September 30 (earlier if possible).
Budgeted Spending
Committee managers (appointed by the President and approved by the Council) and Chapter officers (elected by the membership) can spend the money in their budgeted areas without further approval from the Council as long as the spending is for official STC Atlanta Chapter activities. Money cannot be used for personal activities or personal equipment. If the manager/officer is in doubt about the expenditure, he/she is encouraged to ask for approval from the Administrative Council before the expense is incurred.
Unbudgeted Spending
Committee managers and officers cannot spend money that has not been budgeted, and therefore approved, by the Administrative Council without making a special spending proposal to the Council. Special spending proposals should include a description of the proposed activity, explain the amount of money needed with a breakdown of the expenses, show how the additional expenses affect the current Chapter budget, and describe how the activity will benefit the Chapter. Special proposals can be approved by a majority vote of the Administrative Council.
Special Projects
From time to time, the STC Atlanta Chapter may allocate money for special projects to be completed during the fiscal year. Special projects should be overseen by the Chapter President, the Treasurer, and the committee manager, if one exists for the special project.
Meals
Committee managers and officers may use a portion of their budget on meals for team development such as planning meetings or celebration (thank you) meetings. Chapter funds cannot be used to pay for alcoholic beverages. A per person maximum of $20/meal should be observed. Receipts should be provided with the reimbursement request.
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Recognition
Committee managers and officers seeking to provide additional recognition for members participating in their activities should coordinate their efforts with the Awards and Recognition committee. A portion of the budget for an activity may be used to provide recognition for participants in the activity; however, committee managers and officers should be careful not to lessen the impact of recognition by recognizing everyone. Recognition should be for outstanding acts and service, not a quid pro quo for all volunteers participating in the same activity.
Equipment
Any nonperishable equipment purchased for the Chapter must be reported to the Chapter secretary who records the purchase of the equipment. At the end of the manager or officer’s term, he/she must return the equipment to the Chapter secretary or pass it on to the succeeding appointed manager or elected officer. Equipment purchases of over $100 should be approved by the Council, even if the funds are already budgeted for the general activity.
Society Grants
Council leaders are encouraged to seek Society grants to match spending on Chapter activities on a yearly basis, especially for new or high profile activities. Grants can be submitted before each Society Board meeting to the Director-Sponsor for an annual total of $3000. All grant applications should be coordinated through the Administrative Council.
Creating or Dissolving a SIG
Definition
Within the Society for Technical Communication, a Chapter-level SIG is defined as a group of Society members, authorized and supported by the Chapter’s Administrative Council, that is engaged in activities that promote professional growth and interests. These activities are outlined within the SIG’s application for approval and its operational guidelines.
Responsibilities
The STC Atlanta Chapter Second Vice President (or other officer as determined by the Chapter president) oversees the operation of STC Atlanta Chapter SIGs. All activities and reports of SIG activities must be approved by the 2nd Vice President. All SIG mission statements, goals, objectives, and activities must operate within Society and Chapter policies and procedures.
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Forming an STC Atlanta Chapter Special Interest Group
1. The STC Atlanta Chapter will consider an application to form a new SIG or reactivate a SIG that has been dissolved when at least fifteen Chapter members sign a letter requesting the action.
2. An application to form a SIG may be submitted any time to the 2nd Vice President. The Administrative Council will consider the application at the first meeting after receiving the application and notify the applicant of its decision.
3. To become an established SIG, the applying group submits the following to the 2nd Vice President:
A list of at least 15 active Society members who agree to be charter members and who have indicated a willingness to cooperate in the formation and activities of the SIG for at least one year.
A statement of the intended mission of the SIG.
A list of goals and objectives.
A list of possible activities for the year following authorization of the SIG.
A tentative budget request to fund the activities of the SIG for the current fiscal year.
Recommendation of a member of the Society who is willing to serve as SIG manager for at least one year.
Recommendation of a member of the Society who is willing to serve as assistant SIG manager for at least one year.
A possible meeting location.
Explanation of how the SIG plans to promote professional interest in the subject matter of the SIG and its activities, particularly in cooperation with the editor of the Chapter newsletter, the Webmaster, and the manager of public relations of the Chapter.
4. If the application to form the SIG is approved, the Chapter president will appoint the SIG manager for a term coinciding with the current terms of other Chapter officers and managers.
5. Once approved, the SIG will the SIG manager will appoint other committee members, as needed, to carry out the objectives and activities of that SIG. SIG managers report to and should work in conjunction with the 2nd Vice President.
6. The 2nd Vice President will review each SIG each year and report to the Administrative Council on its status.
Procedure for Dissolving an STC Atlanta Chapter SIG
1. The open SIG manager position must be posted for at least three months. This will enable us to announce the open position at two Chapter meetings. In addition, the open position will be posted on the Web site.
2. In addition to announcing the open position, the 2nd Vice President should personally contact at least five possible candidates from the SIG to ask if they would consider managing the SIG. Note: The assistant SIG manager is the most logical choice if one exists.
3. If the SIG manager position has not been filled after three months, the SIG will officially be declared inactive until a new manager and assistant manager are found. The Web site and the newsletter will publish official 62
announcements of the SIGs inactive status. If both a manager and assistant manager are found within the council year, the SIG will be reactivated.
4. If a SIG remains in the inactive status for a full year, the current Council should vote to officially dissolve the SIG. Once a SIG has been dissolved, it cannot be reformed unless it meets all of the requirements stipulated for forming a new SIG.
Knowledge Transfer
Chapter leaders are responsible for recruiting and transferring knowledge to a successor for the next term. They should ensure a smooth transition from one fiscal year to the next.
Important transition tasks include:
Mentor a successor by including one or more potential leaders on your committee, keeping them involved with the committee activities and providing them with some leadership experience. Before your term expires, meet with your successor to transfer ideas, documents, and equipment.
Keep track of your activities by archiving important documents and historical records on the Chapter Web site on a quarterly basis.
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STC Atlanta Chapter Policies and Procedures
President…………………………………………………………………………………………6
Role…………………………………………………………………………………………….6
Responsibilities……………………………………………………………………………….6
Quarterly Activities………………………………………………………………………..7
Annual Activities……………………………………………………………………………7
Schedule…………………………………………………………………………………….7
First Vice President…………………………………………………………………………..9
Role…………………………………………………………………………………………….9
Responsibilities……………………………………………………………………………….9
Leadership of the Administrative Council……………………………………………..10
Support of Competitions Managers…………………………………………………….10
Support of Awards and Recognition Manager………………………………………..10
Support of Currents Manager and Assistant Manager………………………………10
Monthly Activities…………………………………………………………………………10
Second Vice President……………………………………………………………………..11
Role……………………………………………………………………………………………11
Responsibilities………………………………………………………………………………11
Monthly Activities…………………………………………………………………………11
Secretary……………………………………………………………………………………….12
Role……………………………………………………………………………………………12
Responsibilities………………………………………………………………………………12
Monthly Activities…………………………………………………………………………12
Treasurer………………………………………………………………………………………12
Role……………………………………………………………………………………………12
Responsibilities………………………………………………………………………………12
Monthly Activities…………………………………………………………………………13
Immediate Past President………………………………………………………………..14
Role……………………………………………………………………………………………14
Responsibilities………………………………………………………………………………14
Monthly Activities…………………………………………………………………………14
Annual Activities…………………………………………………………………………..14
Unscheduled Activities……………………………………………………………………14
Schedule……………………………………………………………………………………14
Public Relations………………………………………………………………………………15
Role……………………………………………………………………………………………15
Responsibilities………………………………………………………………………………15
Webmaster…………………………………………………………………………………….17
Role……………………………………………………………………………………………17
Responsibilities………………………………………………………………………………17
Membership Manager………………………………………………………………………18
Role……………………………………………………………………………………………18
Responsibilities………………………………………………………………………………18
Tracking Chapter Membership………………………………………………………….18
Responding to Membership Inquiries………………………………………………….19
Coordinating Membership Drives……………………………………………………….19
Schedule……………………………………………………………………………………19
Membership History…………………………………………………………………………21
Employment Manager………………………………………………………………………21
Role……………………………………………………………………………………………21
Responsibilities………………………………………………………………………………21
Daily Activities……………………………………………………………………………….22
Weekly Activities…………………………………………………………………………….22
Monthly Activities……………………………………………………………………………22
Yearly Activities……………………………………………………………………………..22
Unscheduled Activities……………………………………………………………………..22
Scheduled Activities…………………………………………………………………………23
Currents Manager……………………………………………………………………………23
Role……………………………………………………………………………………………23
Responsibilities………………………………………………………………………………23
Currents Planning Schedule……………………………………………………………..25
Technical Publications Competition……………………………………………………28
Role……………………………………………………………………………………………28
Responsibilities………………………………………………………………………………28
Entry Process………………………………………………………………………………28
Judging Process……………………………………………………………………………28
After the Judging Process………………………………………………………………..29
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Online Competition………………………………………………………………………….29
Role……………………………………………………………………………………………29
Responsibilities………………………………………………………………………………29
Entry Process………………………………………………………………………………29
Judging Process……………………………………………………………………………30
Following the Judging Process………………………………………………………….30
Art Competition………………………………………………………………………………30
Role……………………………………………………………………………………………30
Responsibilities………………………………………………………………………………30
Entry Process………………………………………………………………………………30
Judging Process……………………………………………………………………………31
Following the Judging Process………………………………………………………….31
Awards and Recognition Manager……………………………………………………..31
Role……………………………………………………………………………………………31
Responsibilities………………………………………………………………………………32
Schedule……………………………………………………………………………………32
Chapter Level Awards…………………………………………………………………….34
Past Award Recipients……………………………………………………………………35
Other Forms of Special Recognition……………………………………………………35
SIG Managers…………………………………………………………………………………36
Role……………………………………………………………………………………………36
Responsibilities………………………………………………………………………………36
Hospitality……………………………………………………………………………………..39
Role……………………………………………………………………………………………39
Responsibilities………………………………………………………………………………39
Chapter Historian……………………………………………………………………………40
Role……………………………………………………………………………………………40
Responsibilities………………………………………………………………………………40
Sponsorship Manager………………………………………………………………………41
Role……………………………………………………………………………………………41
Responsibilities………………………………………………………………………………41
Ongoing Activities in Need of Sponsorship……………………………………………41
Student Liaison………………………………………………………………………………42
Role……………………………………………………………………………………………42
Responsibilities………………………………………………………………………………42
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Scholarship Chair……………………………………………………………………………43
Background…………………………………………………………………………………..43
Recommended Scholarship Amount……………………………………………………..43
Eligibility………………………………………………………………………………………44
Application Process………………………………………………………………………….44
Personal Essay…………………………………………………………………………….45
Evaluation of Applications………………………………………………………………….45
Scholarship Committee…………………………………………………………………….46
Schedule………………………………………………………………………………………47
Publicity……………………………………………………………………………………….47
Financial Management………………………………………………………………………48
Strategy for Fund Growth………………………………………………………………….48
Community Service Manager…………………………………………………………….49
Role……………………………………………………………………………………………49
Responsibilities………………………………………………………………………………49
Nominating Committee……………………………………………………………………50
Role……………………………………………………………………………………………50
Responsibilities………………………………………………………………………………50
General Considerations…………………………………………………………………..50
Procedures…………………………………………………………………………………51
Creating and Posting Ballots…………………………………………………………….52
Tellers Committee…………………………………………………………………………..53
Council Electronic Voting………………………………………………………………….55
Electronic Voting…………………………………………………………………………….55
Eligibility to Vote…………………………………………………………………………….55
Announcing an Electronic Vote……………………………………………………………55
Conducting an Electronic Vote…………………………………………………………….55
Rescinding an Electronic Vote……………………………………………………………..56
Recall of Committee Managers and SIG Managers………………………………..56
Expiration of Appointments………………………………………………………………..56
Resignation from the Council……………………………………………………………..56
Special Recall Provision for Committee Managers……………………………………..56
Special Recall Provision for Managers of Special Interest Groups…………………..57
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Special Offers on the Chapter Web Site………………………………………………57
Endorsements………………………………………………………………………………..57
Providers……………………………………………………………………………………..58
Appearance…………………………………………………………………………………..58
Management…………………………………………………………………………………59
Complaints……………………………………………………………………………………59
Proof of Membership………………………………………………………………………..59
Spending Guidelines Policies and Procedures………………………………………60
Fiscal Year…………………………………………………………………………………….60
Budgeted Spending…………………………………………………………………………60
Unbudgeted Spending………………………………………………………………………60
Special Projects……………………………………………………………………………..60
Meals………………………………………………………………………………………….60
Recognition…………………………………………………………………………………..61
Equipment……………………………………………………………………………………61
Society Grants……………………………………………………………………………….61
Creating or Dissolving a SIG……………………………………………………………..61
Definition……………………………………………………………………………………..61
Responsibilities………………………………………………………………………………61
Forming an STC Atlanta Chapter Special Interest Group……………………………..62
Procedure for Dissolving an STC Atlanta Chapter SIG………………………………..62
Knowledge Transfer………………………………………………………………………..63
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STC Atlanta Chapter Policies and Procedures
The Policies and Procedures are an extension of the STC Atlanta Chapter bylaws. These guidelines are reviewed and approved by the Administrative Council. The dates that appear next to each policy and procedure indicate the date it was first approved and the dates of any revisions that have been made since its initial approval.
President
Role
The President is an elected officer who focuses on Chapter direction, growth, and communication.
Responsibilities
The President is responsible for coordinating the following committee managers:
Membership Manager
Webmaster
Public Relations Manager
CommLink Editor
The President’s responsibilities include:
Leadership of the Administrative Council
Plan for the transition in leadership from one Administrative Council to another (create a formal transition plan in writing that is distributed to the out-going and in-coming Council members in April/May)
Recruit and appoint managers to committee positions (with Council approval)
Provide leadership training for the in-coming Chapter leaders (usually in June)
Communicate the contact information for the President, Membership Manager, Employment Manager, and CommLink Editor to the Society office in time for the new Administrative Directory (June/July)
Communicate the contact information for the three competitions managers to the Society Office in time for the special issue of Tieline (June/July)
Lead the Administrative Council through the budget process to create a balanced and responsible budget (by September 1 at the latest)
Schedule and facilitate monthly Chapter Council meetings (currently the first Wednesday of every month)
Monthly Activities
Ensure that announcements are made at monthly Chapter meetings
Coordinate all Chapter communications (newsletter, special mailings, Web site, publicity, e-mail updates) to promote Chapter activities
Maintain the Chapter e-mail list and distribute monthly Chapter updates via e-mail
Assist Chapter leaders in recruiting volunteers for Chapter activities
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Answer questions and provide responses to inquiries from phone and e-mail from members, potential members, and the Society
Keep a written record of monthly Chapter accomplishments and events
Quarterly Activities
Provide recognition for Chapter leaders through the President’s Awards and other forms of recognition
Send quarterly reports to the Region 3 Director-Sponsor before each Society Board meeting
Archive important files and events on the Web site and encourage other Chapter leaders to do the same
Annual Activities
Ensure that the Chapter Achievement Award application is completed and submitted to the Society (by June 1)
Encourage an annual membership drive to retain existing members and increase new members (usually in the late Fall)
Schedule and lead one annual business meeting for the Chapter (can occur before or after a Chapter meeting; requires 30 days notice to membership)
Schedule
May
Provide a written transition plan to the out-going and in-coming Council.
Check with past managers to see if they are interested in continuing in their positions. Recruit managers for committee positions, as needed.
Attend Annual Society Conference.
Ensure announcements are made at the monthly Chapter meeting.
Organize June Council meeting. Send out proposed agenda and request additional agenda items.
Submit the Chapter achievement award application to the Society.
Archive files.
June
Organize July Council meeting. Send out proposed agenda and request additional agenda items.
Ask everyone to submit a proposed budget for his/her activities. Pass out last year’s budget for reference.
Encourage all Chapter leaders to create goals and objectives for the up-coming year.
Hold leadership workshop for in-coming board (optional).
Notify Society office of contact information for President, Membership Manager, and CommLink Editor.
Notify Society office of contact information for Publications, Online, and Art Competition Managers.
Ensure announcements are made at the monthly Chapter meeting.
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July
Go over proposed budget with Administrative Council.
Organize August Council meeting. Send out proposed agenda and request additional agenda items.
Ensure announcements are made at the monthly Chapter meeting.
August
Organize September Council meeting. Send out proposed agenda and request additional agenda items.
Submit quarterly report to the Region 3 Director-Sponsor.
Archive files.
Ensure announcements are made at the monthly Chapter meeting.
Make sure treasurer submits reports to Society for last budget year.
Approve final Chapter budget.
September
Organize October Council meeting. Send out proposed agenda and request additional agenda items.
Ensure announcements are made at the monthly Chapter meeting.
October
Organize November Council meeting. Send out proposed agenda and request additional agenda items.
Start planning for a membership drive.
Ensure announcements are made at the monthly Chapter meeting.
November
Organize December Council meeting. Send out proposed agenda and request additional agenda items.
Archive files.
Ensure announcements are made at the monthly Chapter meeting.
December
Organize January Council meeting. Send out proposed agenda and request additional agenda items.
Submit quarterly report to the Region 3 Director-Sponsor.
Ensure announcements are made at the monthly Chapter meeting.
January
Organize February Council meeting. Send out proposed agenda and request additional agenda items.
Ensure announcements are made at the monthly Chapter meeting.
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February
Organize March Council meeting. Send out proposed agenda and request additional agenda items.
Archive files.
Ensure announcements are made at the monthly Chapter meeting.
March
Organize April Council meeting. Send out proposed agenda and request additional agenda items.
Determine recipients of the President’s Award for the awards banquet.
Ensure announcements are made at the monthly Chapter meeting.
April
Organize May Council meeting. Send out proposed agenda and request additional agenda items.
Submit quarterly report to the Region 3 Director-Sponsor.
Ensure announcements are made at the monthly Chapter meeting.
May
Schedule an event to celebrate the accomplishments of the out-going Council.
Attend Annual Society Conference.
Archive files.
Ensure announcements are made at the monthly Chapter meeting.
First Vice President
Role
The First Vice-President is an elected, voting member of the Administrative Council who is responsible for Awards and Recognition, Competitions, and Currents. The First Vice President also succeeds the President and should learn as much as possible about the Chapter and the Administrative Council during his/her term.
Responsibilities
The First Vice-President coordinates and supports the following managers:
Competitions Managers
Awards and Recognition Manager
Currents Manager and Assistant Manager
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Leadership of the Administrative Council
Assist with long-term planning for all professional development activities, including investigating new ways that the STC Atlanta Chapter can help its members grow as technical communicators
Recruit and appoint managers to committee positions (with Council approval)
Support the President in long-term planning and day-to-day coordination of Chapter events
Make announcements at monthly Chapter meetings if the President is unavailable
Lead the Administrative Council meetings if the President is unavailable
Support of Competitions Managers
Establish contact with another STC Chapter with which we will exchange competition entries (by June 1 if at all possible)
Coordinate publicity for the competitions (at least 3 months before the deadline for entries)
Recruit a volunteer to coordinate the plaques for the competitions
Help the Competitions Managers recruit judges
Collect competition information from the Competition Managers and deliver a database to the Hospitality Manager and program publisher.
Support of Awards and Recognition Manager
Ensure that the annual awards banquet is planned, coordinated, and publicized (at least 4 months in advance); the actual banquet is managed by the Hospitality Manager
Support of Currents Manager and Assistant Manager
Coordinate with the Currents Assistant Manager a location, theme, and date for Currents (at least one year in advance)
Monthly Activities
Ensure that all professional development activities are reported to the Administrative Council
Archive important files and events on the Web site and encourage other professional development managers to do the same
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Second Vice President
Role
The 2nd Vice President is an elected officer who focuses on Chapter meetings.
Responsibilities
The 2nd Vice President is responsible for coordinating the following committee managers:
Hospitality Manager
All SIG Managers
Program Manager
The 2nd Vice President’s responsibilities include:
Form a program committee
Support SIG managers by attending SIG meetings and other SIG activities
Promote relationship between SIGs and Chapter by planning at least one joint SIG/Chapter meeting
Groom potential candidates for 2nd Vice President
Research alternative meeting locations and meeting arrangements
Negotiate and sign contract with meeting location representative (if necessary)
Note: The 2nd Vice President may serve as the Program Manager or may appoint someone to that position. The Program Manager is responsible for scheduling monthly Chapter meetings (currently the third Wednesday of every month).
Monthly Activities
Provide announcement for Chapter meetings to Webmaster, public relations manager, and hospitality manager at least two months in advance of the meeting
Ensure that the program committee writes summaries of monthly meetings to be submitted for the newsletter
Provide hospitality manager with A/V requirements and estimated number of attendees for each Chapter meeting
Encourage the program committee to pursue incentives for meeting attendance such as door prizes. Attempt to solicit donations for door prizes in coordination with the Sponsorship Manager whenever possible.
Attend monthly Council meetings
Measure the quality of all meetings and track member satisfaction through post meeting evaluations
Ensure that the Programs and SIGs have a strong presence on the Web site.
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Secretary
Role
The Secretary is an elected, voting member of the Administrative Council who is responsible for recording the minutes of each Administrative Council meeting.
Responsibilities
The Secretary is responsible for coordinating the following committee manager:
Employment Manager
The Secretarys responsibilities include:
Attending monthly Administrative Council meetings.
Receiving monthly reports from Council members.
Recording and distributing the minutes of the each Council meeting.
Sending the approved minutes to the Webmaster to post on the Web site.
Storing chapter awards and plaques during the year and bringing the awards to the annual awards banquet in April.
Monthly Activities
Receive and save monthly Council reports from Council members. Save in folders by month. Print reports before the monthly Council meeting and take two copies with you.
Treasurer
Role
The Treasurer is an elected officer who focuses on the Chapter finances.
Responsibilities
The Treasurer is responsible for coordinating with the Sponsorship manager to pursue additional sources of revenue for the Chapter through donations and sponsorship of activities.
The Treasurer supervises the Chapters fiscal affairs by:
Attending the Chapters Administrative Council meetings and advising the Council about financial issues
Preparing an annual fiscal year budget for review by the board
Maintaining the Chapter books and records so that they can be inspected at any time by the president, the board, or any auditor named by the board
Authorizing disbursements 12
Formulating the most advantageous methods for handling such funds as the Chapter may have available for investment
Submitting to the Society an annual report of the Chapter’s financial status
Note: The Chapter fiscal year is from July 1 to June 30.
Monthly Activities
July
Attend Administrative Council meeting
Attend monthly Chapter meeting (recommended)
Reconcile the Chapter bank account
Prepare the annual budget with input from the board
Make any disbursements to individuals or companies
Begin preparing the annual Chapter financial status report to the Society
August
Attend Administrative Council meeting
Attend monthly Chapter meeting (recommended)
Reconcile the Chapter bank account
Continue refining the annual budget
Make any disbursements to individuals or companies
Continue preparing the annual Chapter financial status report to the Society
September
Attend Administrative Council meeting
Attend monthly Chapter meeting (recommended)
Reconcile the Chapter bank account
Submit the annual budget for acceptance by the board
Make any disbursements to individuals or companies
Submit the annual Chapter financial status report to the Society (must be to the Society by September 30th, otherwise, the Chapter forfeits reimbursement from the Society
October through June
Attend Administrative Council meeting
Attend monthly Chapter meeting (recommended)
Reconcile the Chapter bank account
Maintain the annual budget
Make any disbursements to individuals or companies
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Immediate Past President
Role
The Immediate Past President is a nonvoting officer who focuses on Chapter continuity, community outreach, and volunteer recruitment.
Responsibilities
The Immediate Past President is responsible for coordinating the following committee managers:
Community Service Manager
Student Liaison
The Immediate Past President’s responsibilities include:
Advise the President and the Administrative Council
Manage the Nomination Committee
Conduct the annual Chapter elections
Conduct any necessary recall election
Review annually the Chapter By-Laws and Policies and Procedures
Monthly Activities
Attend monthly Administrative Council meetings
Provide support for Community Service activities and Student Liaison activities
Assist officers and committee managers in volunteer recruitment
Annual Activities
Review Chapter By-Laws and Policies and Procedures and communicate suggested changes to Administrative Council (May-July)
Organize slate of candidates for Chapter elective offices(January)
Conduct annual Chapter elections (February -April)
Advise President on appointment of Tellers Committee (April)
Unscheduled Activities
Organize and oversee any recall election
Schedule
May – June
Review By-Laws and Policies and Procedures
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July
Communicate any suggested changes in Bylaws or Policies and Procedures to Administrative Council
January
Organize slate of candidates for Chapter elective offices
February
Prepare ballots for annual election
March
Publicize elections
April
Conduct Chapter elections
Advise President on appointment of the Tellers Committee
Dispose of ballots
Handle any challenges to election results
Public Relations
Role
The Chapter President appoints the Public Relations Committee Manager; the Administrative Council approves the appointment.
The Public Relations Committee works to increase business and public recognition of the Chapter and the Society, and publicizes Chapter and SIG meetings, activities, special seminars and workshops.
Responsibilities
The Public Relations Committee Manager:
Recruit volunteers to serve on the committee
Guide the activities of the committee
Attend Council meetings; report PR activities
Manage the annual PR budget; plan budget and submit to the Council for approval
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The manager (or representative) serves on the Currents, competitions, and other committees to coordinate publicity for each activity with those of the Chapter as a whole
Prior to leaving office, train a replacement to assure a smooth transition
The Public Relations Committee:
Publicize Chapter and SIG meetings, activities, special seminars and workshops
Solicit timely activity input information from source (optimum two months)
Develop news release and obtain approval from information source
Identify target organizations and media
Deliver the release (U.S. mail, e-mail, fax, or www)
Establish a liaison with other STC Chapters
Send Chapter activity releases to all Director-Sponsors
Send Currents, competitions, and workshop releases to Region 3 Chapter presidents and newsletter editors
Identify local media, including Web sites, as vehicles for Chapter publicity
Research to identify local media (this is an ongoing task)
Make contact. Verify ability and willingness to provide exposure, and identify contact persons
If appropriate, add to PR target list
Establish a liaison with Chapters and branches of other communication organizations
Research to identify local organizations (this is an ongoing task)
Make contact. Verify mutual interest and identify contact persons
If appropriate, add to PR target list
Work in support of the SIGs, Currents, and other committees to prepare and dispense press releases, brochures, special mailers, and other publicity-oriented materials
Work to publicize members STC accomplishments to employers, fellow employees and local media
Prepare and submit the Chapters entry in the STC Public Relations Competition
Develop and maintain a current Chapter brochure
Plan and implement special promotions and activities (as indicated by Chapter needs or committee member interests and abilities) 16
Webmaster
Role
The Chapter President appoints the Webmaster; the Administrative Council approves the appointment. The Web site Manager works with the Public Relations Committee to increase awareness of the Chapter and Society, publicizes Chapter and SIG meetings, activities, seminars, and workshops, and oversees the Chapter Web site.
Responsibilities
The Web site Manager is responsible for coordinating the following activities:
Recruit volunteers to serve on the committee
Guide the activities of the committee
Attend Council meetings and report on the Web site
Advise the Administrative Council on Web-related activities
Coordinate activities with the Society and regional Web Managers
Plan and manage the annual Web site budget
Prior to leaving office, train a replacement to assure a smooth transition
The Web site Manager conducts the following activities:
Publicize Chapter and SIG meetings, activities, special seminars and workshops
Maintain monthly calendar of events
Post Chapter news releases
Post Council member contact information
Post Chapter’s online archive
Post online Currents Proceedings
Coordinate job postings and resume database activities with Employment Committee
Post Chapter president updates, Administrative Council minutes, and regional director-sponsor updates (as provided)
Post information for other committees, including Currents, Recognition, Competitions, Membership, Nominating, Sponsorship, and Community Outreach
Develop registration forms for various Chapter events
Maintain surveys (as needed) for various Chapter committees
Maintain links to Society Web site
Maintain Web site to conform to Society guidelines
Register site with search engines and monitor visitor activity
Note: “Posting” is uploading information to the Web site. It does not include creating, finding, or updating the information. “Maintaining” includes the creation and updating of information.
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Membership Manager
Role
The Membership manager is appointed by the president and approved by a majority vote of the Administrative Council.
Membership is one of the key areas of the Chapter.
The Membership manager is one of the primary contacts between the Chapter and the Society office and is one of only three Council members who may request mailing lists and membership data from the Society office (the other two are the President and Newsletter Editor).
The Membership manager reports to the President in the area of Chapter Communications.
Responsibilities
The Membership manager is responsible for tracking Chapter membership on a monthly basis, providing information about STC and the Atlanta Chapter to membership inquiries as they are received, and coordinating one or more membership drives during the year.
The Membership manager may form a committee to complete certain membership activities.
The Membership manager, or a representative, will attend Council meetings.
The Membership manager should refer to The Chapter Handbook under Getting and Keeping Members for additional guidance and suggestions (Note: The handbook is maintained by the Society and is available from the Society Web site under Leader Resources).
Although in STC, members join the Society and are automatically included in the nearest Chapter, the Chapter has the greatest impact on getting potential members interested and into the Society through the contact we make and the information and assistance we provide to them.
The Membership manager is responsible for coordinating or completing the following activities:
Tracking Chapter Membership
Send the monthly membership numbers received from the Society office to all Administrative Council members.
Send the updated mailing list to our mailing service and other appropriate Council members (monthly).
Maintain a historical view of membership information to identify trends and opportunities (monthly).
Announce membership numbers and trends at Council meetings (monthly).
Request, on occasion, a mailing list from the Society office for special Chapter mailings such as Currents.
18
Responding to Membership Inquiries
Provide information about our Chapter and how to join STC to all visitors to Chapter meetings (monthly).
Respond to phone and e-mail inquiries from potential members (weekly).
Provide some kind of membership information on the Chapter Web site.
Coordinating Membership Drives
Work with Currents team to attract new members through Currents registration. Send membership applications and dues to the Society office after Currents.
Hold one or more membership drives to increase new members and retain existing members.
Consider publishing one or more articles in the newsletter and Web site about the benefits of Chapter membership.
Consider sending a letter to nonrenewing members to encourage them to renew their membership.
Help invite members from other related organizations in Atlanta to our Chapter meetings and extend an invitation for them to join STC.
Schedule
May
New Membership manager takes office. Meet with previous Membership manager to transfer information and materials (letter templates, letterhead, brochures, etc.).
June
The Society awards funds to the Chapter based on the number of Chapter members in the Society database as of June 30. All membership drives should keep this deadline in mind.
July
New members who join after July 1 through October 1 receive 50% credit on next years dues.
Time to start planning any membership drives for the upcoming year (probably one in Fall for new members and one in the Spring for renewals).
September
Good time to conduct a membership drive to attract new members to the Chapter. The Society estimates that there are usually more than twice as many technical communicators in town than there are members in the Chapter.
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October
New members joining STC after October 1 get the rest of the year included in their dues for the following January through December period. This is a benefit that may help in attracting new members to the Society.
November
November is a good time to conduct a membership drive to retain existing Chapter members. A large percentage of members either fail to renew their membership or renew late during the next year. Ideally, we would have these members renew before the deadline at the end of February to maintain the strength of our Chapter. The Membership manager may want to publish an article in the December newsletter and Web site (or send a letter to members) explaining the benefits of renewing this year (tax write off, continue cumulative years of membership towards higher ranks like Senior Member, maintain subscription to Intercom and Technical Communication).
December
Current STC members receive a renewal notice in the mail (end of November, early December). Renewals are due by the end of February. Members cannot vote in the Society elections until they renew their membership. Non-renewing members lose their accumulated years of membership in the Society. When they renew their membership, they start over as a regular member (losing any Senior Member status they may have had). The Society may on occasion reinstate years of membership upon request, but this should not be relied on.
January
Keep in mind that personal phone calls often produce better results than general letters. Consider recruiting Council members to help make calls to nonrenewing members.
March
The Currents conference is usually around this time of year. New members are often allowed to register at the membership rate if they join STC as part of their conference registration. The Membership manager should work with the Currents committee to promote this opportunity and ensure that membership applications and dues get sent to the Society office in a timely manner.
The Society database is purged of all nonrenewing members in March. The membership numbers will be substantially lower unless retention of existing members was high.
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April
Send a letter to nonrenewing members to encourage them to renew their membership.
Consider calling or surveying some of these members to find out why they did not renew.
Request SIG membership lists from National to forward to all Atlanta Chapter SIG Managers.
Membership History
The Membership staff at the Society office can provide historical and current membership statistics from their database.
Employment Manager
Role
The Employment Managers primary responsibility is to reduce the unemployment rate of the Chapter membership by keeping members informed of technical communication-related job opportunities. The Employment Manager advertises job opportunities, but does not screen or interview applicants.
The Employment Manager reports to the Secretary in the area of Professional Development. The Employment Manager may recruit one or more volunteers to assist with the responsibilities of the position.
Responsibilities
Maintain a database of STC members searching for permanent and contract employment. This is done through an MS Access database available on the chapter employment site (www.stcatlanta-jobs.org). Members may create profiles here of skills and qualifications.
Maintain an MS Excel spreadsheet of names and e-mail addresses of members who want to be notified when there are new job openings. This is referred to as the Job Seekers Distribution List.
Maintain the Atlanta Chapter Job Seekers mailbox on Yahoo (atlstcjobs@yahoo.com). Check the mailbox on a daily basis and respond to any messages.
Recruit members to join the Job Seekers Distribution List in each chapter update and at monthly Chapter meetings.
Ask members to notify you via e-mail of job openings.
Send an e-mail message to the Job Seekers Distribution List when you are aware of new technical communication-related job openings.
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Search the major Internet job sites and list the job openings in an e-mail message to the Job Seekers Distribution List on a weekly basis. Include the post date, job title, and link to the specific Web page (preferred) or the Web site where members can find the job details.
Maintain an accurate list of recruiters in the Atlanta area and post on the chapter employment Web page.
Work with the Chapter Webmaster to maintain the Employment page on the Web site.
Attend monthly Atlanta Chapter Administrative Council meetings.
Provide employment-related assistance to members such as networking opportunities, resume review, or assistance with interview techniques.
Write articles periodically for the Chapter newsletter on resume tips, interviewing, job hunting, and networking.
Daily Activities
Check the Atlanta Chapter Job Seekers mailbox on Yahoo (atlstcjobs@yahoo.com) on a daily basis and respond to any messages.
Weekly Activities
Search the major Internet job sites and list the job openings in an e-mail message to the Job Seekers Distribution List. Include the post date, job title, and link to the specific Web page (preferred) or the Web site where members can find the job details.
Monthly Activities
Attend monthly Atlanta Chapter Administrative Council meetings.
Invite members to network at Chapter meetings and publish networking invitation in the Chapter Update.
Yearly Activities
Maintain the salary survey.
Unscheduled Activities
Send an e-mail message to the Job Seekers Distribution List when you are aware of new technical communication-related job openings.
Provide employment-related assistance to members such as a resume review or assistance with interview techniques.
Write articles periodically for the Chapter newsletter on resume tips, interviewing, job hunting, and networking.
Work with the Chapter Webmaster to maintain the Employment page on the Web site.
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Scheduled Activities
May: Review Policies and Procedures
July: Distribute any suggested changes in Policies and Procedures to the Atlanta Chapter Administrative Council for approval.
Currents Manager
Role
The Chapter President appoints the Currents Manager and the Administrative Council approves the appointment.
The Currents Committee works to increase the awareness and public outreach of the Chapters annual conference. The committee does this by providing one central meeting location, coordinating up-to-date presenters speaking on topics of major importance to the technical communicator, and planning and finalizing all the logistics involved for the workshop and conference held annually in early spring.
Responsibilities
The Currents Committee Manager:
Recruits volunteers to serve on the committee
Guides the activities of the committee
Attends Council meetings; report Currents information
Manages the conference budget; plan budget and submit to the Council for approval
The Currents Committee includes:
Facility Arrangers
Setup each room with proper A/V equipment
Select lunch menu (both days)
Select refreshments for an a.m. and p.m. breaks each day
Registration
Process mail registrations and send out confirmation letters
Create and maintain database of registrants
Print name badges for both days
Assist in assembly of registration packets two days prior to the event
Organize staff for attendee check-in
Process check and credit card payments and provide weekly accounting to general manager
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Proceedings
Develop template for online and printed proceedings
Edit all presenter papers to ensure that template style is followed
Prepare .PDF files for downloading from the Chapter’s Web site; interface with Chapter Webmaster
Prepare front matter and camera-ready copy for printed proceedings
Webmaster
Interface with Chapter Proceedings committee
Publish calendar
Publicity
Develop media list for STC and public list
Establish press release schedule for STC and public lists
Write and e-mail press releases
Call for Papers/Speakers & Other Publications
Develop a list of all materials that need to be designed and printed
Determine which materials are to be printed and which will be photocopied
Write copy for all materials
Interface with designer to layout materials
Coordinate printing and mailing
Vendor Exhibits
Develop list of potential vendors/conference sponsors
Determine how many vendors the space will support (based on size of room)
Establish “benefits package” for vendors/conference sponsors
Establish pricing structure for vendors/conference sponsors
Solicit product donations for raffle
Speaker Liaison
Contact presenters regarding acceptance or rejection of proposals
Maintain contact with presenters and ensure that they receive templates for papers
Ensure that all presenters submit papers before deadline
Answer ongoing questions between proposal acceptance and conference
Facilitate requests for A/V equipment
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Graphic Designer
Design conference logo
Work with program managers to layout all printed materials in the proceedings
Proposal Review/Acceptance
Coordinate team reviews for each stem (photocopies, distribution, recommendations, and so on) for December meeting
Provide list of accepted and denied proposals to speaker liaison
Solicit additional proposals, if necessary
Room Monitors
One needed for each stem
Introduce presenters to session attendees
Provide presenters with a visual sign when 15 minutes remain in the session
Cue presenters when time is running out
Hand out session evaluations, ask attendees to complete them and hand them in as they eave the room
Currents Planning Schedule
Following is a general schedule to be used by the Currents General Managers and planning committee.
Month
Tasks and Deadlines
8-10 Months Prior to Currents
Issue invitation to join committee
Decided on dates for conference
8 Months Prior to Currents
Host kick-off planning meeting
Establish conference theme
Establish “stems” or session topics for conference
Identify the venue
Identify potential keynote speakers
Identify potential presenters for preconference workshop
Establish preliminary budget, based on past year’s conference
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Month Tasks and Deadlines
7 Months Prior to Currents
Host planning meeting
Identify all printed materials
Develop design concepts for all printed materials
Establish sizes and formats for all printed materials
Develop and approve logo for conference
Write copy for Call for Presenters
Develop and post conference information (especially call) on Chapter Web site
Establish deadlines for abstracts and proposal submissions
Establish deadline for notifying presenters
6 Months Prior to Currents
Design Call for Presenters
Finalize budget/present to board for approval
Sign contract with venue
5 Months Prior to Currents
Proof, print, and send Call for Presenters
Post Call for Presenters on Web site
Determine team leaders
Prepare list of subcommittee tasks
Identify venue
Identify pre-conference workshop presenter
Continue discussion of potential keynote presenters
Issue press releases (include other chapters)
3-4 Months Prior to Currents
Issue public press release for Call for Presenters
Presenter abstracts and proposals due
Determine information you want captured on registration form
Determine maximum number of exhibitors/vendors for space
3 Months Prior to Currents
Issue press release to other chapters
Host planning meeting
Review and select presentations for conference
Finalize template for online proceedings
Notify presenters of acceptance/rejection; provide instructions and deadline for submitting papers
Develop copy for Program of Events
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Month Tasks and Deadlines
0-2 Months Prior to Currents
Send presenters’ kits with registration and lodging information
Proof, print, and mail Program of Events
Finalize keynote presenter
Issue press release re: conference to local media
Finalize meal and break options for both days
Identify back-up speakers for no-show presenters
Send reminders to presenters re: deadline for papers and bios
Establish maximum attendee numbers for both days
Presenters’ papers due
Issue press release re: conference to STC publications (dup)
Issue press release re: conference to local media
Order portfolio pads for conference giveaway
Format papers for online and printed proceedings
Proof and print printed proceedings
Query presenters/finalize their A/V needs
Finalize room setup and A/V requirements
Identify room monitors for conference sessions
Send confirmation letters to attendees (ongoing)
Deadline for early registration (two weeks before event)
Printed proceedings to printer for photocopying/binding
Other materials to printer (evaluation sheets, signs, covers for proceedings, and workshop materials, exhibitor/raffle lists, etc.)
Online proceedings for download (one week before event)
Review A/V specs/headcounts and so on from venue
Currents
Pre-conference Workshop & Conference
1 Month After Currents
Send thank you notes to planning team
Tabulate evaluation forms
Send thank you letters to presenters within two weeks after event
Send evaluations and recap to presenters (under separate cover as they usually aren’t done immediately)
Host post-mortem team meeting
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Month Tasks and Deadlines
Send certificates of training to pre-conference workshop attendees (if promised in registration materials)
1-2 Months After Conference
Notes review
Summarize planning team notes and prepare archive files for next general manager
Technical Publications Competition
Role
The Technical Publication Competition Manager is an appointed position whose focus is to coordinate the annual Technical Publication competition.
Responsibilities
The Technical Publication Manager’s responsibilities include:
Entry Process
Work with other managers in designing, preparing, and printing the call for entries and other printed pieces.
Work with other managers to locate a trading Chapter for exchanging entries.
Develop a database or spreadsheet for competition information.
Receive and log entries in the database as they are received.
Inspect submittals for complete information, correct entry fees, and correct category.
Acknowledge receipt of entries by email or letter.
Coordinate with trading Chapter to exchange entries for judging.
Judging Process
Develop a judging schedule and make arrangements for facilities and any necessary equipment.
Recruit judges and follow up with correspondence confirming the schedule and their commitment.
Prepare judging materials and if necessary arrange a schedule to train judges.
Distribute entries to judges ahead of time for private evaluation.
Preside over consensus judging.
Arrange for refreshments for judges during training and/or consensus judging day.
Send thank you letters or other acknowledgements to the judges.
Coordinate the return of entries to the trading Chapter.
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After the Judging Process
Prepare letters to all submitters notifying them of the results and enclosing the judge evaluation forms.
Provide award information for use in preparing the awards event program.
Send qualifying entries to the international managers along with an inventory and proper entry fee by the necessary deadline.
Advise the Publicity Manager of Chapter competition winners
Submit related expenses to the finance Manager.
Online Competition
Role
The Online Communications Competition Manager is an appointed position whose focus is to coordinate the Chapters annual Online Communications competition.
Responsibilities
The Online Communications Manager’s responsibilities include:
Recruit an assistant who will participate in the process this year and take over the position the following year.
Provide ongoing feedback to the Council regarding the status of the competition.
Entry Process
Review the current rules and procedures for competitions from the STC Web site.
Work with other managers in designing, preparing, printing, and distributing the call for entries and other printed pieces.
Work with other managers to locate a trading Chapter for exchanging entries.
Develop a database or spreadsheet for competition information. Including all of the information on the entry form.
Receive and log entries in the database as they are received.
Inspect entries for complete information, correct entry fees, and correct category.
Verify that the entries will load and run on the equipment specified in the current STC competition guidelines.
Acknowledge receipt of entries by email or letter.
Coordinate with trading Chapter to exchange entries for judging.
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Judging Process
Schedule a day(s) for judging and/or training.
Arrange a site for consensus judging and computer equipment as specified in the current STC competition guidelines.
Recruit judges and follow up with correspondence confirming the schedule and their commitment.
Prepare judging materials and distribute to the judges.
Preside over consensus judging.
Arrange for refreshments for judges during training and/or consensus judging.
Send thank you letters or other acknowledgements to the judges.
Coordinate the return of entries to the trading Chapter.
Following the Judging Process
Prepare letters to all entrants notifying them of the results and enclosing the judge evaluation forms.
Provide award information for use in preparing the awards event program.
Send qualifying entries to the international managers along with an inventory and proper entry fee by the necessary deadline.
Advise the Publicity Manager of Chapter competition winners
Submit expenses to the Chapter Treasurer.
Art Competition
Role
The Technical Art Competition Manager is an appointed position whose focus is to coordinate the annual Technical Art Competition.
Responsibilities
The Technical Art Competition Manager’s responsibilities include:
Entry Process
Work with other managers in designing, preparing, and printing the call for entries and other printed pieces.
Develop a database or spreadsheet for competition information.
Receive and log entries in the database as it becomes available.
Inspect submittals for complete information, correct entry fees, and correct category.
Acknowledge receipt of entries by email or letter. 30
Judging Process
Develop a judging schedule and make arrangements for facilities and any necessary equipment.
Recruit judges and follow up with correspondence confirming the schedule and their commitment.
Prepare judging materials and if necessary arrange a schedule to train judges.
Distribute entries to judges ahead of time for private evaluation.
Preside over consensus judging.
Arrange for refreshments for judges during training and/or consensus judging day.
Send thank you letters or other acknowledgements to the judges and coordinate certificates or awards for presentation at the annual Awards Banquet.
Following the Judging Process
Prepare letters to all submitters notifying them of the results and enclosing the judge evaluation forms.
Provide award information for use in preparing the awards event program.
Send qualifying entries to the international managers along with an inventory and proper entry fee by the necessary deadline.
Submit related expenses to the Finance Manager.
Awards and Recognition Manager
Role
The Awards & Recognition committee identifies and recognizes outstanding service at the Chapter and Society levels and:
Ensures that the Chapter nominates an eligible member for the Jay Gould Award each year, if any members are eligible.
Ensures that the Chapter confers at least one Distinguished Chapter Service Award (DCSA) per year.
Recommends at least one member for Associate Fellow per year, if any members are eligible.
Searches for and nominates members for the following Chapter-level awards, when appropriate: Member of the Year Award, Continuing Service Award, Newcomer of the Year Award, Behind the Scenes Award.
Coordinate other forms of special recognition with the Administrative Council.
Maintain a record of awards and recognition conferred upon the STC Atlanta Chapters members.
The deadlines for Society-level nominations vary from year to year. Consult the Chapter operations handbook, Intercom magazine, Tieline newsletter, and the Society’s Web site for specific deadlines. 31
Note The nomination process is a secretive processespecially for Distinguished Chapter Service Awards, Associate Fellow, and Jay Gould Award nominees, and Chapter award nominees. The DCSA nominations are voted on by the Chapter’s Administrative Council or the Society’s board of directors and not all nominees are conferred awards. For this reason, do not publicly announce award nominations.
Responsibilities
The Awards & Recognition committee is responsible for coordinating the following activities:
Refining the awards and recognition process as appropriate each year.
Reviewing annually which awards and recognition the Chapter should confer, including revisions to the awards criteria when necessary.
Publicizing the recognition process by way of the newsletter or Web site to encourage Chapter members to nominate peers for awards and recognition.
Publishing at least two articles in the newsletter or on the Web site: (1) to inform Chapter members of the Chapter and Society awards, along with the requirements for each award level, and (2) to highlight the awards given after the awards banquet.
Querying individual Chapter members eligible for Associate Fellow status, maintaining a database of eligibility status, and encouraging members to work towards becoming an Associate Fellow.
Ensuring that the awards nomination form and other information about awards and recognition is available on the Chapter Web site.
The committee manager’s responsibilities include:
Recruiting at least senior members to participate on this committee. One of these members can be the First Vice President.
Guiding the committee in fulfilling its role and responsibilities.
Schedule
June through September
Review all Chapter publications (online and print) to compile a list of the most active Chapter members.
Encourage committee managers and Administrative Council members to nominate members who are eligible for Chapter- and Society-level awards.
September
Identify potential candidates for award nominations with October deadlines. This typically includes nominations and supporting documentation for the Jay Gould Award and Associate Fellow.
Identify professional references who will provide supporting documentation and letters of reference for Associate Fellow nominee packages.
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October
Submit names of Jay Gould Award nominees to the Society’s nominating committee. Typically, this is the only step of the process conducted by the Chapter. Jay Gould nominees are then contacted directly for additional information.
Gather supporting documentation for all Associate Fellow nominees. Supporting documentation for each nominee includes, but is not limited to: resumes, STC “biographies” (that list all Chapter and Society-level activities), and professional letters of recommendation.
November
Assist the Administrative Council in the identification of nominees for Distinguished Chapter Service Awards. Up to one percent of the Chapter’s current membership is eligible for nomination each year.
Write descriptions about each nominee and his or her Chapter contributions for inscription on the Society-award plaques. These inscriptions must accompany the nominations for acceptance by the Chapter’s Administrative Council and the Society.
Present the names of DCSA recipients (and the plaque inscriptions) to the Chapters first vice president for an official vote of the Administrative Council in executive session before the nomination deadline. The Society’s board of directors votes on these nominations at its Winter board meeting.
December through January
Review all Chapter publications (online and print) to compile a list of the most active Chapter members.
Encourage committee managers and Administrative Council members to nominate members eligible for Chapter-level awards.
Write an article for the newsletter encouraging Chapter members to nominate other members for Chapter-level awards.
February
Identify nominees for Chapter-level awards. This includes reviewing all nominees made via the Chapter’s Web site nomination form and querying the Chapter president for nominations.
Write descriptions about each nominee and his or her Chapter contributions for inscription on the Chapter-award plaques. These inscriptions must accompany the nominations for acceptance by the Chapter’s Administrative Council.
Present the names of Chapter-level nominees (and the plaque inscriptions) to the Chapters president for approval.
Order plaques for Chapter-level award recipients.
Provide award names and descriptions to the Banquet Committee to include in the Awards Program (recipients are kept secret until the awards banquet).
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March
Query Chapter-level and Society-level award recipients about whether they intend to attend the annual Awards Banquet. Encourage them to attend if they haven’t responded to the general invitation to members. If necessary, tell recipients about the award.
April through May
Update the committee’s policies and procedures to reflect any changes during the fiscal year.
Chapter Level Awards
Nominee must be a member of the STC Atlanta Chapter in good standing (except for the Presidents Award) and meet the eligibility requirements described in this section.
Member of the Year This Chapter-specific recognition award honors exceptional and innovative volunteer contributions to the Chapter during one fiscal year (July 1 through June 30). Recipients of this award often go beyond the responsibilities of their official duties to achieve significant accomplishments for the Chapter.
Continuing Service Award This Chapter-specific recognition award honors a senior member for exceptional and varied volunteer contributions to the Chapter over a number of years.
Newcomer of the Year This Chapter-specific recognition award honors outstanding contributions to the Chapter by a newly active member.
Behind the Scenes Award This Chapter-specific recognition award honors on-going volunteer contributions to the Chapter by a person who works diligently and dependably behind the scenes to make our Chapter activities successful.
Presidents Award This Chapter-specific recognition award honors outstanding contributions to our Chapter, profession, or Society through a single innovative and effective program or activity. This award is a Chapter-level equivalent to the Societys pacesetter award. It may be conferred upon nonmembers of the STC Atlanta Chapter. Recipients of the Presidents Award are chosen by the Chapter president and do not require approval by the Administrative Council. More than one Presidents Award may be given if deemed necessary by the Chapter president.
Additional awards can be created by the Awards and Recognition committee as necessary. Changes to Chapter-level awards should be recorded in these Policies and Procedures and approved by the Administrative Council in advance of the award being given.
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Past Award Recipients
Refer to the Chapter’s Web site for lists of past recipients of Chapter and Society-level awards to avoid duplicate award nominations.
Other Forms of Special Recognition
The Awards and Recognition committee may pursue other forms of recognition for STC Atlanta Chapter members in addition to the Chapter-level and Society awards. Expenses for recognition must fall within the established budget of the committee and should not reduce the number or quality of the Chapter-level awards. Care should be given to ensure that recognition highlights significant contributions above the call of duty rather than simply acknowledging the work expected for a volunteer position. Public forms of recognition such as the newsletter, Web site, and thank you letters should be pursued diligently. All Administrative Council members should coordinate special recognition through the Awards and Recognition committee.
Examples of special recognition include:
Newsletter article describing the contribution or accomplishment.
Thank you page on the Chapter Web site.
Thank you letters to the people being recognized and to their managers.
Personal phone call thanking the person from a leader on the Administrative Council.
Press releases issued to local media (the Chapter’s public relations committee coordinates this activity).
Certificates signed by the Chapter representatives.
Engraved gifts or gift certificates given in a public forum to highlight the recognition. 35
SIG Managers
Role
The SIG Manager is appointed by the Council to facilitate activities of the SIG members and to focus on professional development of the members in their specific area of interest.
Responsibilities
The SIG Manager is responsible for coordinating the following activities:
Maintaining SIG organizational functions
Coordinating SIG meetings
Reporting upcoming events
Maintaining the SIG budget
Create meeting summaries for the Chapter Web site or newsletter
Provide an end of year summary report to the Chapter historian
Recruiting SIG and STC members
Recognizing volunteer efforts
Seeking opportunities to provide professional development
The SIG Managers responsibilities include:
Maintain Organizational Functions
Maintain SIG member email list
Notify SIG members of upcoming activities using email list
Recruit volunteers for SIG meetings and workshops
Respond to emails, phone calls, and other inquiries from potential and current SIG members
Recognize volunteer activities
Act as liaison for SIG members to other activities or Chapter and Society contacts
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Coordinate SIG Meetings
The following activities can and should be accomplished by a committee of volunteers. The SIG manager alone should not be responsible for all of these activities.
Schedule and coordinate member meetings, 3 to 4 per year
Obtain and reserve meeting room location
Recruit and select speakers or activities for the meetings
Oversee the following meeting preparations
Send email invitation to all members with meeting details
Coordinate activities of volunteers
Obtain audio/visual equipment for meeting, if necessary
Arrange meeting room furniture, if necessary
Provide host to greet guests
Provide refreshments, if applicable
Provide door prizes, if applicable
Provide meeting signs for posting at meeting location, if applicable
Provide sign-in sheet at meeting
Introduce guests and speakers
Facilitate meeting activities, including question and answer session, if applicable
Clean up meeting room facility
Send thank you note through email to attendees
Send thank you note to speakers through the US Mail, if possible, or through email
Provide leadership training for volunteers and the SIG managers successor
Communicate the SIGs activities to the Administrative Council, Webmaster, Public Relations Manager, and Newsletter Editor
Report Events to Public Relations
Submit announcement of upcoming activities to the Newsletter Editor, Webmaster, Public Relations Manager, and all Officers
Distribute summaries of meetings via the Web site and/or newsletter
Verify content of any announcements and Web postings
Maintain Web Site
Coordinate with Webmaster and committee of SIG volunteers to maintain a Web site for the SIG
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Maintain SIG Budget
Submit a budget to the 2nd Vice President
Responsibly use the funds to encourage participation in the SIG
Maintain spending levels within the approved budget
Submit requests for additional funds or unexpected activities to 2nd Vice President for approval
Submit forms for reimbursement to Chapter treasurer
Report Completed Events to Historian
Send and end of year report to Chapter historian summarizing events, leaders, and accomplishments of the SIG
Recruit SIG and STC Members
Encourage attendees to sign up for mailing list
Encourage attendees to be active volunteers by building a committee to complete the planning and organizing required for the SIG
Encourage non-STC member to join
Recognize Volunteer Efforts
Send thank-you notes to SIG volunteers and speakers
Provide public recognition to volunteers
Coordinate recognition of outstanding service with the Awards and Recognition Manager
Seek Events for Professional Development
Seek opportunities to provide continued professional development of writers and editors, such as coordinating an annual workshop
Obtain speakers that provide insight into current topics of interest
Team with other SIGs to present stronger meetings, as appropriate
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Hospitality
Role
Coordinate all arrangements with facilities, food, and other meeting needs for the Chapter meetings; manager the awards banquet; provide guidance to Currents committee and Special Interest Groups (SIG) Managers about meeting facilities.
Responsibilities
The Hospitality Manager’s responsibilities include:
Preparation for Meetings
Work with the Program Manager to determine the Audio/Visual needs for the presenter for the Chapter Meetings.
Determine and make arrangements for the food and drinks that should be available for the Chapter Meetings.
Determine and make arrangements for the food and drinks that should be available for the Awards Banquet.
Determine the number of chairs for attendees and make arrangements for getting them, as well as set up the greeting area.
Contact the hosting location for the Chapter Meetings and order the Audio/visual and Food Items.
Create the Awards Banquet flyer. Have copies made and delivered to the marketing firm that has the STC mailing lists.
Work with Banquet organizers to get the list of submitters and contributors who are nonmembers and would thus need to receive the Banquet reservations forms.
Provide the deadline to the Awards Committee so that they are able to compile the list in a reasonable time frame.
Forward the electronic version of the competitions submitters and contributors to the marketing firm at the same time as the flyer for members so each mailing may be mailed at the same time.
Recruit and transfer knowledge to a successor for the next term.
During Meetings
Arrive at the meeting site prior to the meetings beginning in order to setup the greeting table with supplies: sign in sheets for members and nonmembers, pens, name tags, and other forms that might be in use at the time of the meeting.
Set up the STC microphone if it is being used.
Greet the attendees. Collect meeting dues from the nonmembers.
Work with the hosting location for any items that might be missing.
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After Meetings
Make sure the supplies are in stock name tags, sign in sheets, involvement cards, and other forms that might be in use at the time of the meeting.
Forward the names of interested volunteers to the responsible party.
Turn in dues from nonmembers to the Treasurer.
Update the table with members and nonmembers who have attended the meeting.
Chapter Historian
Role
The Chapter Historian is responsible for capturing and maintaining a history of the Atlanta Chapter. The Chapter Historian reports to the Chapter Secretary to ensure coordination of Chapter information.
Responsibilities
The Chapter Historian coordinates the following activities:
Creation, maintenance, and distribution of the STC Atlanta Chapters history
Publication of meeting summaries from all SIG and Chapter meetings
Restoration and preservation of historical documents and artifacts related to the STC Atlanta Chapter
Celebration of our Chapters history
Recognition of noteworthy historical accomplishments (in coordination with the Awards and Recognition Manager)
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Sponsorship Manager
Role
The Sponsorship Manager organizes the Chapter’s efforts to solicit sponsorship for Chapter activities.
Responsibilities
The Sponsorship Managers responsibilities include:
Identifying potential sponsors for Chapter activities
Proposing and coordinating Chapter-wide efforts to increase sponsorship
Tracking companies who contribute funds or products to the Chapter
Recognizing companies providing sponsorship to the Chapter
Recruiting a committee to help with sponsorship activities and serve on the following committees: Currents, CommLink, and Student Liaison
Ongoing Activities in Need of Sponsorship
Currents
Vendors to lease tables at the conference
Sponsors to provide give away items and cover expenses such as the proceedings, notebooks, pens, tote bags, programs, speaker receptions, food breaks, etc.
Scholarship Endowment
Contributions on an ongoing basis (until the endowment is sufficient to support two scholarships of $1000 each)
Newsletter and Internet Site
Advertisements to cover Chapter expenses
Workshops, Chapter Meetings and Special Interest Groups
Sponsored events including speakers, locations, food, door prizes, etc.
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Student Liaison
Role
The role of the Student Liaison is to provide support for students in Georgia studying technical communication as a profession and to help students get more involved with STC.
Responsibilities
The responsibilities of the Student Liaison include:
Scholarship Process
Acting as Scholarship Chairperson
Managing the scholarship process
Maintaining the Policies and Procedures document for the selection process
Publicizing the scholarship and recognizing the winner(s)
Working with the Sponsorship Manager to raise money for the scholarship fund
Student Chapters
Helping student Chapters in Georgia get started and maintain healthy Chapters
Coordinating special events for students (such as joint Chapter meetings, student activities at Currents, publication of student articles in CommLink)
Region 3 Student Events
Providing support to the Region 3 student conference or other regional student events focusing on technical communication
Transitioning Students
Assisting students making the transition from school to the work world
Encouraging students to get more involved in the STC Atlanta Chapter before and after they graduate
Establishing close ties with the Georgia colleges and universities with technical communication programs 42
Scholarship Chair
The STC Atlanta scholarship is officially named the David C. Leonard Scholarship for Technical Communication.
Background
In 1999, the Atlanta Chapter decided to create a scholarship for undergraduates entering the field of technical communication. The Chapter applied for and received two grants from the Society each in the amount of $3000. The Chapter matched these funds, contributing an additional $6000 to the scholarship fund. In 2000, we invested these funds in CDs to generate additional revenue. The first scholarship was awarded in April 2002 for the amount of $500.
The goal of the scholarship is to assist students who are pursuing a career in technical communication.
In February 2002, the administrative committee voted to name the scholarship after Dr. David C. Leonard, a past president of the Chapter, who was terminally ill with cancer. Throughout his career, Dr. Leonard championed both STC and technical communication as a consultant and academic. He taught at both Georgia Tech and Mercer University. His focus on education and building programs that focused on technical communication made him a great namesake for the scholarship.
Recommended Scholarship Amount
The ultimate goal of the scholarship fund is to provide at least one scholarship of $1000. The scholarship would be awarded as a one-time payment to the student.
While the fund is being built, we will award the scholarship from the interest generated by the fund plus whatever additional Chapter funds are required to make the scholarship at least $500.
Once the scholarship fund provides dividends over $1000, the additional dividends should be fed back into the fund until the annual dividends are large enough to support a second scholarship. At that time, the scholarship committee and the Chapters administrative committee can decide whether to award a second undergraduate scholarship, to increase the amount of the scholarship, or to create a graduate or faculty scholarship. 43
Eligibility
Initially, eligibility for the scholarship will be limited to undergraduates enrolled in a 4-year college or university.
To be eligible for the scholarship, applicants must fulfill each of the following requirements:
Applicants must have completed at least two years of post-secondary education (juniors and seniors).
Applicants must be full-time undergraduate students working toward a Bachelors degree at a college or university in the state of Georgia OR have graduated from a high school in Georgia and be attending a college or university out of state where they are pursuing a degree program in technical communication.
Applicants should be studying communication of information about technical subjects. Other majors, such as general journalism, electronic communication engineering, computer programming, creative writing, or entertainment, are not eligible unless they are clearly focused on technical communication. The applicants personal essay should explain that they intend to pursue a career in technical communication or graduate school in technical communication upon graduation from their undergraduate program
Applicants cannot be past recipients of the STC Atlanta scholarship, although they may apply again if they applied in the past and did not receive the scholarship.
Application Process
Applicants must provide ALL of the following to apply for the scholarship:
Completed scholarship application
Current transcript (does not have to be an official transcript)
Personal essay (not more than 3 pages, including optional resume)
Two recommendations (one must be from faculty of current program; other can be from second faculty member, internship or current employer, or technical communication professional)
No writing samples are accepted. No financial need information is requested or required. The goal is to make the application process easy enough for students to complete while in school without large time commitment. We want to have as many eligible students apply as possible.
Applications should be received by February 21. Notification will be given by March 15. This timeframe allows us to acknowledge the award at the annual awards banquet in April and possibly at Currents.
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Personal Essay
The scholarship application will include a short written statement to show the applicants interest in the profession of technical communication. The statement should be no longer than 3 single-spaced pages. One page of the essay can be a personal resume.
Following are some of the questions that the applicants should answer in their statements.
What initially got you interested in technical communication?
What decisions have you made to customize your degree for your interests and career goals?
What have you done to learn more about technical communication outside the classroom (internships, part-time jobs, STC activities)?
What do you intend to do with your degree (specifically, your knowledge of technical communication)?
Is there anything else about your interest in or commitment to the field of technical communication that you think we should know?
The purpose of the personal essay is to gauge the seriousness of the applicants interest in and commitment to the profession of technical communication. Commitment to the profession is the primary criteria for the scholarship. The writing quality of the essay can be considered as much as the content.
Membership or activity in STC should not be the sole scholarship criterion; however, it can be considered a strong indicator of a candidates seriousness about pursing a career in technical communication. It can also be used to break a tie in the case of candidates with similar qualifications.
Evaluation of Applications
The scholarship committee will review applications starting March 1. Each application should be reviewed and evaluated separately by three judges, who are members of the scholarship committee.
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Applications will be evaluated and weighted according to the following criteria:
Criteria
Weight
Description
Academic Performance
10%
Transcript, GPA, other awards and scholarships.
Recommendations
25%
Must include at least one recommendation from a current faculty member familiar with the students pursuit of technical communication
Quality of essay
25%
Quality of writing/editing in the essay; although this is not a writing award, it should require that the application be completed professionally and thoroughly
Commitment to Profession
40%
Applicants will be asked to write a brief statement about their interest in the field of technical communication, which should be judged based on the seriousness with which the applicant is pursuing a possible career in the field.
Applications should be scored one point for each weighted percentage (e.g., 20%=20 points) for a total of 100 points.
Scholarship Committee
The scholarship committee should consist of at least 3 people one of whom is the Student Liaison (appointed by the Chapter president). The scholarship committee reports to the Student Liaison, who may choose to chair or be a member of this committee. The Student Liaison appoints the committee members and designates who should chair the committee.
Other committee members should have at least 3 years of work experience as a technical communicator and ideally be senior members of STC. Ideally, at least one member will be a past Chapter president. Current officers of the Chapter may also serve on the committee.
All committee members must be STC members in good standing.
Committee members should not be faculty or undergraduate students at eligible colleges/universities. If possible, members of the scholarship committee should serve multiple year terms, which should overlap so some members will have judged applications at least during the prior year. 46
Schedule
Following is a proposed schedule for the scholarship process.
Date
Activity
June/July
Form scholarship committee
August/September
Review/revise scholarship policies and procedures
October 1
Mail application to schools and update on the Chapter Web site
January 1
Send reminder to schools about scholarship and deadline
February 21
Deadline for all scholarship applications (received by this date)
March 1
Start judging of applications
March 15
Send notification letters to applicants
Publish information on Chapter Web site and newsletter
Create press release to announce recipient of scholarship
March
Announce scholarship recipient at Currents, if the recipient is known when Currents occurs
March 15 – April
Make changes to scholarship policies and procedures, if necessary
April
Invite recipient to be honorary guest at awards banquet
Archive information for future scholarship committees
Publicity
Publicity for the scholarship should (1) announce the availability of the scholarship and the current guidelines/application process and (2) notify our membership and the public about the recipient of the scholarship.
The Public Relations committee should submit press releases to announce the scholarship and the recipient.
The Webmaster should post the application, advertise on the site to solicit submissions, and publicize the scholarship recipient.
The Scholarship Committee should send a letter/flyer to all eligible STC student members in Georgia and colleges/universities in Georgia.
The Newsletter Editor should announce the scholarship in the November/December issue and the winner in the April/May issue.
The Chapter President or representative should announce the scholarship at the October, November, and January Chapter meetings in case any members have children who might be eligible for the scholarship. The announcement should also be made through the Chapter update (e-mail).
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Financial Management
The financial goal for the scholarship fund is to make it self-sustaining by taking the award only from the interest generated by the fund.
Strategy for Fund Growth
The goal for the fund is a minimum of $20K, which would allow an annual award of $1000 from the interest. While CDs are the most secure investment they produce a low yield (3%-7%). Still, a riskier investment might compromise the long-term stability of the fund, which should continue to yield at least one scholarship per year. For this reason, it is recommended that the scholarship fund continue to be invested in CDs for the short term.
In the long-term, as the fund grows, we should consider investing part of the fund in a method that provides higher yields (goal of 10%). At no time should the bulk of the scholarship fund be invested in a manner that might result in a zero or negative yield for the year because that would mean we could not award a scholarship (or would have to use our operating budget to pay for the scholarship). As an investment strategy, it is recommended that $20K of the scholarship fund be maintained in CDs and amounts over $20K can be invested in low to moderate risk mutual funds.
There is not a recommended cap on the size of the scholarship fund. As the fund grows, the Chapter can award additional scholarships or increase the amount of each scholarship.
It is recommended that the scholarship fund be managed by the Chapter treasurer under a separate account from the general Chapter funds. All dividends from the scholarship fund should be reinvested in the fund. If the funds are managed as part of the regular Chapter budget, special care should be taken to keep the interest rolled back into the base scholarship fund amount.
Contributions to the scholarship fund should continue to be solicited by the Sponsorship Committee.
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Community Service Manager
Role
The role of the Community Service Manager is to find and plan community service opportunities in which Atlanta STC Chapter members can participate.
Responsibilities
The Community Service Managers responsibilities include the following tasks.
Recruit Committee Members
Recruit committee members from the Chapter membership.
Plan and facilitate committee meetings on an as-necessary basis.
Organize the committee to handle different events or areas of community involvement for the Chapter.
Organize budget and resource support for activities the committee plans.
Plan Community Service Events
Seek out, plan, and sponsor community service events for the Chapter.
Plan these events based on the interests of the Chapters members.
Continue to plan two, Chapter-wide annual events, such as Hands on Atlanta Day, which is sponsored by Hands on Atlanta.
Hands on Atlanta Day generally happens in early October, and team sign-up and project selection begins a month or two before. The earlier the STC team is formed, the better the project selection. Begin recruiting team members in June. (More details in the committee binder.)
For food drives, contact the Atlanta Community Food Bank. (More details in the committee binder.)
Help organize and plan ongoing community service opportunities if the Chapter membership is supportive of the efforts.
Maintain Community and Chapter Relations
Contribute to the newsletter and Chapter Web site regarding community service activities.
Maintain contact with the Chapter in order to keep up with members community service interests.
Work with the Program Manager to support community service-related Chapter meetings. Can also suggest a community service-related topic or speaker for a Chapter meeting.
Maintain a list of current and possible Chapter volunteers and their interests.
Maintain a list of volunteer opportunities and contacts. 49
Work with the Student Liaison when appropriate. For example, help recruit and sponsor volunteers to participate in high school career days to inform students and teachers of technical communication opportunities.
Recognize outstanding community service.
Maintain Community Service Committee Budget
Submit budget requirements to the Treasurer.
Use funds to sponsor community service-related activities for the Chapter.
Use funds to support participation in the committee.
Stay within spending levels specified in the approved Chapter budget.
Nominating Committee
Role
STC Atlanta Chapter elections are held annually for the offices of President, First Vice President, and Second Vice President, each of whom serves one term, and for one member of the Nominating Committee. Elections are held every other year for Secretary and for Treasurer, both of whom serve two terms. Elections for Secretary and for Treasurer will be held in even numbered years beginning in 2000. The Nominating Committee shall endeavor but is not required to hold contested elections for all offices except President.
Responsibilities
The Nominating Committee consists of three members: the Immediate Past President, who serves as manager, and two elected members. Each elected member serves a two-year term. One member is elected in an odd-numbered year, and the other is elected in an even-numbered year, so that the two-year terms overlap. This ensures that there is always someone present on the Nominating Committee who served in the same office during the previous year, lending continuity and stability to the Committees work.
The Nominating Committee is responsible for selecting a slate of candidates, handling nomination by petition from members, preparing the ballot, and publicizing the election. Vacancies in the committee are filled according to procedures in the By-laws, Article V, Section 1.
General Considerations
The Nominating Committee considers all suggested candidates and will also consider any other Chapter member in good standing.
The Nominating Committee attempts to determine that all candidates are qualified for the office for which they are nominated, that they are willing to serve, and that they do not anticipate any business or personal barrier that would prevent them from serving for the full term.
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Before being placed on the slate, each candidate must supply a written statement of availability and a brief biographical sketch that includes professional experience and education, as well as service to the Chapter and to the Society.
At least 45 days before the deadline for receipt of ballots by the Tellers Committee, the Nominating Committee announces a slate of candidates.
Unless there is a successful petition, only one candidate is presented for President; automatic progression of the same individual from First Vice President to President is customary. At least two candidates are presented for the offices of First Vice President, Second Vice President, Secretary, and Treasurer, unless the Administrative Council waives this requirement.
Procedures
The Nominating Committee fills the slate of candidates, using the following general timeline and procedures. The timeline and procedures may be modified by the committee with the approval of the Administrative Council.
1. Early November of the year preceding the annual election: the committee agrees upon a plan of action and a timeline for conducting its business. The committee places a notice on the Chapter Web site–or in other notices to the Chapter membership–that it is seeking volunteers and nominations for offices, detailing how they will be received.
2. Early December of the year preceding the annual election: the committee contacts potential candidates, explains the roles of the offices to the potential candidates, and seeks to get commitments for each office to be filled.
3. January of the year of the annual election: the committee continues to contact potential candidates, explains the roles of the offices to the potential candidates, and seeks to get commitments for each office to be filled. The slate should be filled by 1 February of the year of the election.
4. February 1 of the year of the election (or at least 45 days before the deadline for receipt of ballots): for all offices to be filled, the committee announces the slate of candidates and works with the chapter Webmaster to prepare the ballot, which includes a biographical sketch and a statement for each candidate. The Webmaster publishes the ballot on the Chapter Web site–or in other notices to the Chapter membershipdetailing how the ballots are to be cast. The following procedures appertain:
Any candidates nominated by successful petition shall be included on the ballot.
Members shall cast ballots electronically, using the ballot posted on the Chapter Web site.
The ballot shall contain a place to vote for, againstor to abstain from voting forall unopposed candidates.
The ballot shall contain detailed instructions about how to cast the ballot.
The ballot shall contain biographical sketches of each candidate and a statement from each candidate, including the candidate for President. 51
The ballot shall contain information about how the Tellers Committee will handle the ballots to protect the identity of the voters. The procedures detailed in the Tellers Committee section under “Handling Ballots” appertain.
The ballot shall require voters to include their name or member number. (The Tellers Committee will use the name and number to verify the membership of each voter.) Voters will not be allowed to place their name or any identification anywhere else on the ballot.
Ballots are to be received by the Tellers Committee by 25 April.
Nomination by Petition
Candidates may be nominated by petition. Each petition must be signed by the lesser of 10 percent of the Chapter membership or 20 members. Each petition must include a statement of availability and brief biographical sketch for each candidate.
Petitions must be delivered to the manager of the Nominating Committee within 15 days after the date of the announcement of the slate prepared by the nominating committee.
Candidates successfully nominated by petition shall be placed on the ballot, along with the slate presented by the Nominating Committee.
Creating and Posting Ballots
Ballots are created and posted according to the following procedure:
1. The Nominating Committee provides information about the open offices and the candidates to the Webmaster.
2. The Webmaster updates the ballot module with the new information.
3. The Nominating Committee reviews the ballot and makes any final changes.
4. After receiving approval from the Nominating Committee, the Webmaster adds a link to the Chapters home page to the ballot, making it accessible to Chapter members for voting. As members vote, the completed ballots are automatically e-mailed to the manager of the Tellers Committee.
5. When the deadline for voting has passed, the Webmaster removes the link to the ballot from the home page. The Webmaster does not delete the ballot module, but makes it inaccessible to members navigating through the Web site.
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Tellers Committee
The Tellers Committee is appointed by the President with the approval of the Administrative Council and consists of three members: a senior member, a member, and preferably a past President, who serves as manager of the committee. Members of the Tellers Committee must not be members of the Nominating Committee nor be candidates for Chapter office.
Handling Ballots
As soon as feasible after the deadline for receipt of ballots, the Tellers Committee meets. Either all three members of the committee or two members and a substitute named by the Chapter President must be present.
The Tellers Committee validates the ballots while protecting the identity of the voters and tallies the ballots, using the following procedures:
The Tellers Committee receives ballots by e-mail. The ballots are automatically forwarded to the manager of the Tellers Committee by the ballot module.
No ballots will be examined until the day after the deadline for receiving such ballots.
Once the ballots are submitted to the Tellers Committee, the Tellers Committee will print them to expedite handling and archiving.
Before tallying the ballots, the Tellers Committee will verify the current membership of the voter by checking the voter’s name or member number against the latest membership list, placing beside each name or number the initials of the member of the committee who verifies the voter’s status. If any voter is not current member of STC, that ballot will be printed and set aside.
After the committee has verified the voters of all ballots, the committee will place all ballots that have been set aside in a suitable container, seal it, and identify it as “Discarded Ballots” and the date.
After the committee has sealed all ballots that have been set aside, the committee will separate the email headings from the email ballots and place all email headings in a suitable container, seal it, and mark it as “Voters–Electronic Ballots” and the date.
The committee will then tally the ballots. If any ballot contains any identification of the voter, the committee will endeavor not to examine the ballot until the identification has been removed. Votes are counted at least twice to assure accuracy, and the results are recorded.
If there is a technical problem with the ballot, voters can e-mail their votes to the chair of the Tellers Committee. These ballots should include the voters name and/or membership number, plus the names for whom the voter wants to cast a vote. If the voter does not cast a vote for a particular office, the Tellers Committee shall count that oversight as an abstention.
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The Tellers Committee will then tally the ballots. Votes are counted at least twice to assure accuracy, and the results are recorded.
The Tellers Committee will then place all ballots in a suitable container, seal it, and mark it “Ballots” and the date.
The Tellers Committee manager will retain all voting materials–including ballots, envelopes, cover sheets, and email headings–until 15 days after the first general announcement of the election results, unless there is a challenge to the election. After 15 days after the first general announcement of the election results, the Tellers Committee manager will destroy all voting materials, unless there is a challenge to the election.
If there is a challenge to the election, the Tellers Committee manager will retain all voting materials until the election results have been validated or until all steps needed to correct the deficiency have been completed. The President will notify the manager of the Tellers Committee when the challenge has been settled. The manager of the Tellers Committee will then promptly destroy all voting materials.
Reporting the Results of the Election
Candidates are elected by a plurality of votes cast. If an unopposed candidate receives fewer affirmative than negative votes, that office is declared vacant (see By-laws, Article VI). A tie vote is resolved by a simple majority vote of the Administrative Council.
The Tellers Committee prepares a list of the winning candidates, and each member signs it. As soon as feasible, the report is mailed to the current Chapter President. Unless there is a tie vote or an unusual circumstance, the number of votes received by any candidate is not announced. The Tellers Committee determines if there is a reason to inform the Chapter President of any totals. The President, with the consent of the Administrative Council, determines if an announcement of any vote totals should be made.
Also, the Tellers Committee will communicate by telephone or by electronic mail the election results to the current Chapter President.
After the Tellers Committee has communicated the report of the election results to the current Chapter President, the committee will then notify each candidate of the results of the election.
After the Tellers Committee has communicated the report of the election results to all candidates, the committee will then notify the Chapter newsletter editor, the Chapter Webmaster, and the STC Office in Arlington, Virginia, of the results of the election.
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Council Electronic Voting
Electronic Voting
Although the Administrative Council meets monthly, it may occasionally need to conduct official Chapter business in between meetings. This policy and procedure defines the method for electronic voting via e-mail.
Eligibility to Vote
As defined in the Chapter bylaws, only elected members of the Administrative Council can vote on Chapter business. A quorum for electronic voting is defined as three of the five elected officers. In regular Council meetings, all members of the Administrative Council are included in discussion of issues before the Council; however, for electronic voting only the elected officers will be involved to ensure that the electronic voting procedure is timely and manageable. This procedure is similar to the one followed by the Societys Board, where elected officers vote on issues in between Board meetings without the consultation of the other Board members.
Announcing an Electronic Vote
Only the acting President may offer a proposal for an electronic vote. Holding an electronic vote is similar to holding an executive session of the Administrative Council. While this procedure is allowed by the Chapter bylaws, officers should make every effort to discuss and vote on Chapter business with the entire Administrative Council at regularly scheduled Council meetings. However, when time is critical or the proposal involves managers on the Council (such as nominations for Society-level awards) an electronic vote may be appropriate.
Any member of the Administrative Council may ask the President to call an electronic vote.
Conducting an Electronic Vote
1. The President should send e-mail to the other four elected officers asking for an electronic vote. The e-mail should include the proposed motion, explain the background supporting the motion, and set a deadline for voting.
2. Each officer receiving the e-mail should respond immediately confirming his or her availability for the electronic vote (similar to a role call).
3. At least three of the five officers must respond to the request for an electronic vote.
4. Before the voting deadline, officers should send e-mail explaining their opinions and insights about the issue. Officers can send as much e-mail to the other officers about the issue as necessary. If any officer feels the issue would be more appropriately considered with the entire Council, he or she may propose that the issue be postponed until the next scheduled Council meeting. The officers must then immediately vote on the motion to postpone. A simple majority vote carries.
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5. When no further discussion is necessary, officers should submit their votes on the proposal. For straightforward issues where everyone is likely to be in agreement, officers may submit discussion and a vote at the same time to expedite the process.
6. When all votes have been collected, the President should announce the results of the vote to the officers via e-mail.
7. At the next scheduled Administrative Council meeting, the President should announce the results of the electronic vote for the official minutes. If the electronic vote needs to be kept secret until a later date (such as after an award is announced), the results should be recorded by the Secretary separately from the public minutes.
Rescinding an Electronic Vote
If for some reason an electronic vote needs to be rescinded, an additional proposal can be submitted by the President to rescind the vote following the same procedures for conducting an electronic vote. Additionally, any officer can propose to rescind an electronic vote at a regularly scheduled Council meeting.
Recall of Committee Managers and SIG Managers
As described in the bylaws, Committee Managers and SIG Managers are appointed by the President and approved by the Administrative Council by majority vote. According to the bylaws, the President with majority vote of the Council may also terminate these appointments.
In addition to these procedures, the following procedures apply to Committee Managers and Managers of Special Interest Groups.
Expiration of Appointments
All appointments expire when a new President takes office. To continue in their positions, managers must be reappointed by the new President according to the procedure in the bylaws.
Resignation from the Council
Managers may resign from the Council by submitting their resignation in writing to the President.
Special Recall Provision for Committee Managers
If 20 members of the STC Atlanta Chapter sign and submit a petition to the Administrative Council calling for the removal of a Committee Manager from the committee, the proposal must be voted on by the Council at the next scheduled Council meeting. Justification for the removal must be explained in the petition.
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Special Recall Provision for Managers of Special Interest Groups
If 20 people, or more than 50 percent, of the members of a special interest group sign and submit a petition to the Administrative Council calling for the removal of a manager from the SIG, the proposal must be voted on by the Council at the next scheduled Council meeting. Justification for the removal must be explained in the petition.
Special Offers on the Chapter Web Site
To extend the benefits of STC membership, the STC Atlanta Chapter publicizes special offers made to its members through the Chapter Web site on a special offers page.
Endorsements
The “Guidelines for Official STC Use of the World Wide Web” specifies that STC can post links to companies and other resources outside STC as a member service as long as we clearly indicate that STC does not endorse these resources and as long as we provide equal access to all providers. These resources should not be mentioned by name on our home page.
At the top of the page, a disclaimer should appear that explains STC Atlanta does not endorse any of the products or services included on the page. Additionally, a standard icon that reads “Advertisement” should appear beside each and every link to another companys site.
The guidelines offer the following disclaimer:
Reference herein to any specific commercial firm, commercial product, process, or service by trade name, trademark, manufacturer, or otherwise, does not constitute or imply its endorsement, recommendation, or favoring by the Society for Technical Communication (STC).
Additionally, our Chapter can add other disclaimers. We should add the following to the disclaimer:
Any complaints about the companies listed here should be directed to the companies providing the product, process, or service, not the Society for Technical Communication. Companies interested in advertising special offers on this Web page should contact the STC Atlanta Sponsorship Manager. Only products and services related to technical communication can be advertised on this Web site.
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Providers
In compliance with the Society guidelines for use of the Web, special offers can be made by any company offering a product or service related to technical communication, including but not restricted to training for tools and skills related to technical communication, books, software, hardware, and insurance. For examples of qualified advertisers, refer to issues of Technical Communication and Intercom to see the types of companies that are permitted to advertise through STC based on our tax exempt status. As unexpected circumstance arise, the Sponsorship Manager should use his/her discretion in cooperation with the Society office.
When a special offer is received, it should be accompanied by the following information:
Contact at the corporation or organization making the offer (name, phone, address, and e-mail)
Amount and conditions of the offer
Description of the service (100 words or less)
Link to a Web site about the service, if available
Length of time the service will be offered
The Sponsorship Manager should work with the Webmaster to place the special offers on the Web site. Every attempt to evaluate the company and their offer should be made before any advertisement is placed.
All long-term special offers should be reconfirmed by the Sponsorship Manager on January 1 and May 1 of each year. If not confirmed, then they should be removed.
Appearance
The Web page for special offers should be accessible from the table of contents for the Chapter Web site under the heading “Special Offers” or something similar. Corporate icons should not be displayed on the special offers page; however, links to corporate Web sites can be included. Additionally, a one-line title for the special offer and a 100-word description can be included. If the product/service does not have a specific date, an expiration date should be provided.
Following is a sample from a potential entry on the Web page:
FrameMaker Classes: 30% Off
John Does Training Services
Choose from two classes about FrameMaker. FrameMaker Basics introduces you to the features of FrameMaker in the context of a real-world project. FrameMaker Expert deals with special issues of creating single-source documentation for use on the Web, online help, and printed manuals.
FrameMaker Basics: September 3-5, 1999; $480 (regularly $600) FrameMaker Experts: September 6-7, 1999; $350 (regularly $500)
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Management
Because special offers can arise at any time and require on-going attention, they require someone to manage them. The management of special offers should be coordinated by the Sponsorship Manager.
Complaints
The special offers Web page should provide a contact link to the Sponsorship Manager, which would be used both for interested sponsors as well as members who have complaints or comments about any of the special offers made.
We should remove a special offer if any of the following conditions are met:
It has expired and is no longer available to our members.
The company commits an egregious offense.
Special offers should not be removed indiscriminately. They should not be removed simply because a member complains about the quality or preference of the product/service. According to the Society constitution, STC Atlanta cannot appear to endorse or disparage any company or organization. Every attempt should be made to remain neutral in disputes between a company and an individual.
Complaints from members should be directed to the principle (the company or organization) for them to resolve without intervention from STC Atlanta.
Special offers should be kept off the Web site completely if any of the following conditions are met:
The product/service is not related in some way to technical communication.
Any aspect of the special offer is discovered to be false or misleading.
The Sponsorship Manager should enforce these standards and act with discretion following all existing Society guidelines as new situations arise.
Proof of Membership
Providers of special offers should be notified on the Web page that they can contact the Membership Manager for STC Atlanta to confirm the membership of anyone claiming membership in STC.
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Spending Guidelines Policies and Procedures
This provides guidance to Chapter leaders in the spending of Chapter funds.
Fiscal Year
The STC Atlanta Chapter follows a fiscal year from July 1 to June 30. The annual budget is approved by the STC Atlanta Chapter Administrative Council before September 30 (earlier if possible).
Budgeted Spending
Committee managers (appointed by the President and approved by the Council) and Chapter officers (elected by the membership) can spend the money in their budgeted areas without further approval from the Council as long as the spending is for official STC Atlanta Chapter activities. Money cannot be used for personal activities or personal equipment. If the manager/officer is in doubt about the expenditure, he/she is encouraged to ask for approval from the Administrative Council before the expense is incurred.
Unbudgeted Spending
Committee managers and officers cannot spend money that has not been budgeted, and therefore approved, by the Administrative Council without making a special spending proposal to the Council. Special spending proposals should include a description of the proposed activity, explain the amount of money needed with a breakdown of the expenses, show how the additional expenses affect the current Chapter budget, and describe how the activity will benefit the Chapter. Special proposals can be approved by a majority vote of the Administrative Council.
Special Projects
From time to time, the STC Atlanta Chapter may allocate money for special projects to be completed during the fiscal year. Special projects should be overseen by the Chapter President, the Treasurer, and the committee manager, if one exists for the special project.
Meals
Committee managers and officers may use a portion of their budget on meals for team development such as planning meetings or celebration (thank you) meetings. Chapter funds cannot be used to pay for alcoholic beverages. A per person maximum of $20/meal should be observed. Receipts should be provided with the reimbursement request.
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Recognition
Committee managers and officers seeking to provide additional recognition for members participating in their activities should coordinate their efforts with the Awards and Recognition committee. A portion of the budget for an activity may be used to provide recognition for participants in the activity; however, committee managers and officers should be careful not to lessen the impact of recognition by recognizing everyone. Recognition should be for outstanding acts and service, not a quid pro quo for all volunteers participating in the same activity.
Equipment
Any nonperishable equipment purchased for the Chapter must be reported to the Chapter secretary who records the purchase of the equipment. At the end of the manager or officer’s term, he/she must return the equipment to the Chapter secretary or pass it on to the succeeding appointed manager or elected officer. Equipment purchases of over $100 should be approved by the Council, even if the funds are already budgeted for the general activity.
Society Grants
Council leaders are encouraged to seek Society grants to match spending on Chapter activities on a yearly basis, especially for new or high profile activities. Grants can be submitted before each Society Board meeting to the Director-Sponsor for an annual total of $3000. All grant applications should be coordinated through the Administrative Council.
Creating or Dissolving a SIG
Definition
Within the Society for Technical Communication, a Chapter-level SIG is defined as a group of Society members, authorized and supported by the Chapter’s Administrative Council, that is engaged in activities that promote professional growth and interests. These activities are outlined within the SIG’s application for approval and its operational guidelines.
Responsibilities
The STC Atlanta Chapter Second Vice President (or other officer as determined by the Chapter president) oversees the operation of STC Atlanta Chapter SIGs. All activities and reports of SIG activities must be approved by the 2nd Vice President. All SIG mission statements, goals, objectives, and activities must operate within Society and Chapter policies and procedures.
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Forming an STC Atlanta Chapter Special Interest Group
1. The STC Atlanta Chapter will consider an application to form a new SIG or reactivate a SIG that has been dissolved when at least fifteen Chapter members sign a letter requesting the action.
2. An application to form a SIG may be submitted any time to the 2nd Vice President. The Administrative Council will consider the application at the first meeting after receiving the application and notify the applicant of its decision.
3. To become an established SIG, the applying group submits the following to the 2nd Vice President:
A list of at least 15 active Society members who agree to be charter members and who have indicated a willingness to cooperate in the formation and activities of the SIG for at least one year.
A statement of the intended mission of the SIG.
A list of goals and objectives.
A list of possible activities for the year following authorization of the SIG.
A tentative budget request to fund the activities of the SIG for the current fiscal year.
Recommendation of a member of the Society who is willing to serve as SIG manager for at least one year.
Recommendation of a member of the Society who is willing to serve as assistant SIG manager for at least one year.
A possible meeting location.
Explanation of how the SIG plans to promote professional interest in the subject matter of the SIG and its activities, particularly in cooperation with the editor of the Chapter newsletter, the Webmaster, and the manager of public relations of the Chapter.
4. If the application to form the SIG is approved, the Chapter president will appoint the SIG manager for a term coinciding with the current terms of other Chapter officers and managers.
5. Once approved, the SIG will the SIG manager will appoint other committee members, as needed, to carry out the objectives and activities of that SIG. SIG managers report to and should work in conjunction with the 2nd Vice President.
6. The 2nd Vice President will review each SIG each year and report to the Administrative Council on its status.
Procedure for Dissolving an STC Atlanta Chapter SIG
1. The open SIG manager position must be posted for at least three months. This will enable us to announce the open position at two Chapter meetings. In addition, the open position will be posted on the Web site.
2. In addition to announcing the open position, the 2nd Vice President should personally contact at least five possible candidates from the SIG to ask if they would consider managing the SIG. Note: The assistant SIG manager is the most logical choice if one exists.
3. If the SIG manager position has not been filled after three months, the SIG will officially be declared inactive until a new manager and assistant manager are found. The Web site and the newsletter will publish official 62
announcements of the SIGs inactive status. If both a manager and assistant manager are found within the council year, the SIG will be reactivated.
4. If a SIG remains in the inactive status for a full year, the current Council should vote to officially dissolve the SIG. Once a SIG has been dissolved, it cannot be reformed unless it meets all of the requirements stipulated for forming a new SIG.
Knowledge Transfer
Chapter leaders are responsible for recruiting and transferring knowledge to a successor for the next term. They should ensure a smooth transition from one fiscal year to the next.
Important transition tasks include:
Mentor a successor by including one or more potential leaders on your committee, keeping them involved with the committee activities and providing them with some leadership experience. Before your term expires, meet with your successor to transfer ideas, documents, and equipment.
Keep track of your activities by archiving important documents and historical records on the Chapter Web site on a quarterly basis.
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