The Executive Council shall consist of: Past President, President, President Elect, Secretary, Treasurer, COMS Representative, Outreach Specialist, and a Student Ambassador.
President: This is a one year term, with one year of further service as the Past President.
- Coordinate and prepare the printed program for the annual VA-ASM conference.
- Assist in planning conference schedule, program, and activities.
- Select and enlist session chairs for conference.
- Select and enlist judges for oral and poster presentation competitions.
- Prepare and print judging forms/rubrics for oral and poster presentation competitions.
- Collect and compile judging forms, and select winners (1st, 2nd, 3rd, Honorable Mention) for oral and poster presentation categories.
- Compile comments of judges and provide feedback to students on oral and poster presentations.
- Provide opening and closing remarks to conference in cooperation with conference organizers.
- Write, proof, and beta-test online registration forms for branch meeting.
- Prepare and submit branch funding proposals, including regional and national proposals.
- Call executive council meetings as necessary
President-Elect: This is a one year term, with one year of further service as President, and one year of further service as Past President.
- Choose the branch meeting speaker from the list of ASM Distinguished Lecturers (http://www.asm.org/index.php/asm-distinguished-lecturers)
- Invite the speaker, make their hotel reservation, assist them with trip planning (they make their own travel reservations), meet the speaker at the airport (if at all possible), host them while at the meeting
- Provide the speaker’s CV and photo to be posted on the website by the webmaster
- Introduce the speaker at the branch meeting
- Assist the president with writing, proofing, and beta-testing online registration forms for branch meeting
- Assist the president with preparation of the branch meeting program
- Assist the president with preparing branch funding proposals
- Assist president in organizing judging of student talks and posters.
- Oversee finding sponsors for annual meeting, all officers and meeting organizers assist.
- Organize or assist in organizing speakers for branch meeting special sessions (e.g.: scholarship of teaching and learning, career panels, etc,)
- Attend Executive Council meetings
Secretary: This is a two year term, elected on 2 year cycle off one year from Treasurer, July 1 to June 30th service.
Duties for Branch to National:
- July 1 – officers list due to National ASM
- Fall of each year – membership of Branch due to National ASM
- January 1 – coordinates branch report from all officers to National ASM
Duties for VA ASM Branch:
- Maintains email list for communication and serves a moderator/listserv coordinator
- Maintains Branch membership list
- Maintains officer email list for communications
- Helps coordinate summer officers meeting, provides secretary report and takes minutes
- Helps coordinate annual meeting, provides secretary report and takes minutes of business meeting
- Keeps an active file (electronic and/or paper) of Branch materials and activities to support archives
- Attend Executive Council Meetings
Treasurer: This is a two year term, elected on 2 year cycle off one year from Secretary, July 1 to June 30th service.
- Accept payments for dues and registration from members
- Write checks for meeting expenses, travel grants, awards, honoraria
- Administer grants from National
- Administer PayPal account
- Administer checking account
- File income taxes (quick & online)
- Assist other officers in carrying out their duties.
- Attend Executive Council meetings
Branch Counselor: this is a two-year term, elected on a two year cycle with treasurer.
- Attend National Microbe Meeting and represent VA chapter
- Communicate information from Nationals to the VA chapter at each state meeting and routinely as necessary.
- Attend Executive Council meetings
Outreach Specialist: this is a two-year term, elected on a two year cycle with secretary.
- Maintain state ASM website – update at least quarterly
- Maintain a social media presence for the group on platforms like Facebook, Twitter
- Attend executive council meetings
Student Ambassador: this is a two-year term, elected on a two year cycle with secretary.
- This may be a graduate or undergraduate student
- Attend Executive Council meetings
- Act as a liaison between students and the organization
- Develop other duties appropriate to this position