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This document is
intended to serve as a tool to assist with the
planning of Section/Division duties, activities
and events throughout the year. Tasks have been
grouped by function area to allow for greater
flexibility when assigning responsibilities. Recurring
tasks are listed in the beginning of the document
and should be carried out on a continual basis.
Manuals and other tools are available to help
with specific Board responsibilities. Visit the
Leadership
Services area of the SPE website for these
additional resources.
Function Areas
- ANTEC Preparation: Technical paper
submission process and other information relative
to SPE’s Annual Technical Conference.
- Awards: tasks related to nomination
and application process for Society awards and
recognition programs.
- Communication: sharing news, events,
and information with members.
- Financial: budgeting, reporting and
record keeping responsibilities.
- Membership: tasks related to recruiting,
retaining and servicing members.
- Operations: administrative tasks necessary
to ensure SPE compliance.
- The SPE Foundation: Grants and Scholarships
Jump To: Recurring Tasks | January | February | March | April | May | June | July | August | September | October | November | December
Communication
Membership
- Welcome members who have joined your Section/Division
Tip: New member rosters are sent monthly to Membership
Chairs. Include a list of new members in
your newsletter; send a welcome letter and/or call
to welcome personally.
- Send reminders to individuals coming
up for
renewal.
- Acknowledge individuals for their continued
participation with SPE when they a milestone
anniversary with the Society.
- Update Board of Directors
on membership activities and/or review monthly
membership reports (received from SPE Headquarters).
- Forward updates to your members' contact information
to the Leadership
Services Department.
Tip: If your group maintains a separate
membership database, be sure these records also
reflect updates from Headquarters.
Operations
ANTEC Preparation
- Authors can submit abstracts for ANTEC session
presentations June 1 through September 1 (5:00
PM ET) using the abstract
submission website
Please note that authors are not required
to submit abstracts. Authors may begin at the
"paper submission stage" on September
8..
Financial
- Designate individual(s) who will complete
internal financial audit for previous fiscal
year.
The Board of Directors will review this
report in September.
- Designate individual(s) (internal or accounting
service) who will complete SPE
Annual Financial Report and/or IRS
990 forms that need to be reviewed by Board
and submitted to SPE Headquarters by November
15.
These forms are posted to the SPE
Treasurer Resources by the end of the July.
Section/Division Treasurers will be notified
of availability.
- Submit budget for the current fiscal year
to Board of Directors for approval. Forward
copy of approved budget to Leadership
Services Department for filing.
Operations
ANTEC Preparation
- Authors can submit abstracts for ANTEC session
presentations June 1 through September 1 (5:00
PM ET) using the abstract
submission website.
Please note that authors are not required
to submit abstracts. Authors may begin at the
"paper submission stage," on September
8..
Awards
Financial
- Verify receipt of Section/Division IRS
990 Forms and/or SPE
Annual Financial Report form.
These forms were mailed last month from SPE
Headquarters to the Treasurer, or if that position is vacant,
the Section President/Division Chair.
- Confirm
signatory cards for bank/investment accounts
include signatures of correct Officers
(those who have access to your accounts).
As people change positions on your board,
these cards need to be updated.
Operations
- Ensure that Councilor or proxy reviews Council
meeting materials sent from SPE Headquarters
and attends Council meeting scheduled for October
17-18 in Southbury, Connecticut.
The SPE Foundation
ANTEC Preparation
- Authors who wish to submit an abstract for
ANTEC session consideration must do so by September
1 at 5:00 PM ET.
Please note that authors are not required
to submit abstracts. Authors may begin at the
"paper submission stage," on September
8..
- Authors can submit papers for ANTEC session
presentations September 8 through November 14
(5:00 PM ET) using the paper
submission website.
Division/SIG ANTEC Technical Program Chairs
can work with author(s) on revisions to these
papers from November 14 through January 9 (5:00
PM ET)
- Division/SIG ANTEC Technical Program Chairs
must complete review process by December 12
(5:00 PM, ET)
Awards
Financial
- Submit completed internal financial audit of previous
fiscal year to Board of Directors for review.
Operations
- Ensure Section/Division representation at
the SPE Council meeting, scheduled for October
17-18 Southbury, Connecticut. Communicate name
of representative to SPE Headquarters per instructions
received from Governance
Liaison.
ANTEC Preparation
- Authors can submit papers for ANTEC session
presentations September 8 through November 14
(5:00 PM ET) using the paper
submission website.
Division/SIG ANTEC Technical Program Chairs
can work with author(s) on revisions to these
papers from November 14 through January 9 (5:00
PM ET)
- Division/SIG ANTEC Technical Program Chairs
must complete review process by December 12
(5:00 PM, ET)
Awards
- Perform final review of completed HSM
and Fellow
of the Society application forms and submit
materials to SPE Headquarters by October 20.
Only applications that have been completed
in their entirety will be eligible for consideration.
- Annual
Award nominations are due November 15
- If your Section or Division will participate
in the or Pinnacle
award program and/or Newsletter
Contest, verify progress is underway to
complete applications.
Pinnacle applications are due December 31.
- Review information about the Outstanding Student
Chapter Award and the Chase Student Chapter
Education Award with Student Chapters.
Deadline to enter is February 6.
- Sections should begin to contact local schools
to take part in the International
Essay Contest.
Each individual Section decides deadline
for submission of essay. Winning essays must
be forwarded to SPE Headquarters no later than
March 3.
Financial
- Verify that progress is underway for the completion
of IRS
Form 990 and/or Annual
Financial Report. Contact the Leadership
Services Department with questions.
The US Internal Revenue Service (IRS) must
receive Form 990 and any accompanying documentation
no later than November 15 or penalty fees will
be assessed. NOTE:
THIS APPLIES ONLY TO US SECTIONS AND DIVISIONS.
Forward copies of completed materials to Leadership
Services Department.
ANTEC Preparation
- Authors can submit papers for ANTEC session
presentations September 8 through November 14
(5:00 PM ET) using the paper
submission website.
Division/SIG ANTEC Technical Program Chairs
can work with author(s) on revisions to these
papers from November 14 through January 9 (5:00
PM ET)
- Division/SIG ANTEC Technical Program Chairs
must complete review process by December 12
(5:00 PM, ET)
Awards
Financial
- Ensure that IRS
Form 990 (if applicable) has been submitted
to IRS and a copy of the IRS form (if applicable)
and Annual
Financial Report have been submitted to
Leadership
Services Department by November 15.
The US Internal Revenue Service (IRS) must
receive Form 990 by deadline to avoid penalty
fees. NOTE: THE IRS
REQUIREMENT APPLIES TO ONLY US-BASED SECTIONS
AND DIVISIONS.
Operations
- Councilor/Proxy should review information
presented at the October Council meeting with
Board of Directors.
The SPE Foundation
ANTEC Preparation
- Division/SIG ANTEC Technical Program Chairs
must complete review process by December 12
(5:00 PM, ET)
- Division/SIG ANTEC Technical Program Chairs
must schedule their session between December
12 (5:00 PM ET) through December 15 (9:00 AM
ET)
- Division/SIG ANTEC Technical Program Chairs
meet for ANTEC Matrix Meeting (web conference)
on December 15 (1:00 PM ET)
- Division/SIG ANTEC Technical Program Chairs
must ensure authors have complied with requests
for paper revisions by January 9 (5:00 PM ET)
- Division/SIG ANTEC Technical Program Chairs
must complete their final paper review by January
30 (5:00 PM ET)
Awards
- Review information about the Outstanding Student
Chapter Award and the Chase Student Chapter
Education Award with Student Chapters.
Deadline to enter is February 6.
Operations
- Determine vacant board positions for next
term and seek volunteers.
The SPE Foundation
ANTEC Preparation
- Division/SIG ANTEC Technical Program Chairs
must ensure authors have complied with requests
for paper revisions by January 9 (5:00 PM ET)
- Division/SIG ANTEC Technical Program Chairs
must complete their final paper review by January
30 (5:00 PM ET)
Awards
- Finalize and submit applications for the following
Student Chapter and Education awards:
Chase/Husky
Deadline: February 6
STRETCH
Deadline:
February 6
Applications are available on the Awards
& Recognition page of the SPE website.
- Encourage student applications for the Sigma
Pi Epsilon Honor Society.
Applications must be received by February
15.
Operations
- Hold elections to determine new Officers and
Board of Directors for next term of office.
Review the Section/Division Leadership Guidelines
for election procedure details.
The SPE Foundation
- Grants are available from The
SPE Foundation Grants Program to
fund special projects in your Section, Division,
or community. Applications are available on
the SPE website.
- If you are thinking about bringing the National
Plastics Center Plastivan to your area or your
conference, now is the time to apply for funding
from The SPE Plastivan Foundation Grants Program.
- Matching grants are available from The SPE
Foundation to provide thermoforming or blow
molding equipment to schools. If you are aware
of schools in your area that could benefit from
this program, refer them to The SPE website.
Awards
- Forward winning Essay
Contest entries to your SPE Headquarters.
Entries must be received no later than March
3 for inclusion in International
Essay Contest.
- Work with students to complete Sigma
Pi Epsilon application forms and submit
materials to SPE Headquarters.
Applications must be received by February
15. Only applications that have been completed
in their entirety will be eligible for consideration.
- Finalize and submit applications for the following
awards:
Chase/Husky
Deadline: February 6
STRETCH
Deadline:
February 6
Applications are available on the Awards
& Recognition page of the SPE website.
The SPE Foundation
- Grants are available from The
SPE Foundation Grants Program to
fund special projects in your Section, Division,
or community. Applications are available on
the SPE website.
ANTEC Preparation
Operations
- Ensure Section/Division representation at
the SPE Council meeting, on June, 2009 in Chicago
Illinois. Communicate name of representative
to SPE Headquarters per instructions received
from Governance
Department.
Operations
- Ensure Section/Division representation at
the SPE Council meeting. Communicate name of
representative to Governance
Department at SPE Headquarters.
SPE Council and Section/Division Committee
meeting will be held June,2009 in Chicago,
Illinois. Detailed agendas and meeting materials
are available in advance from SPE Headquarters.
Operations
ANTEC Preparation
- Divisions should begin organizing technical
session(s) for ANTEC.
Online abstract submission website opens
on June 1. Visit www.antec.ws for details.
Operations
- Councilor/Proxy should review information
presented at the June Council meeting with Board
of Directors.
- Incoming Officers should take this time to
sit down with exiting Officers to thoroughly
review all requirements of their new position.
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