Guidelines for Service on B&D Committees & Subcommittees
These guidelines are intended to systematize appointments to the main B&D committee and to B&D subcommittees. The guidelines also cover certain other operating procedures. For further details, also consult the B&D Calendar.
Main Committee:
Appointments to the main B&D Committee are approved by AAASS. A revised roster with suggested appointments should be provided by the B&D chair to the AAASS President (with a copy to the Executive Director) by mid-September. The President will review the appointments, and the Executive Director will submit this information to the AAASS Board by mid-October for ratification at the annual convention. After the convention, notification of approval will be provided to the B&D Chair, who will write letters of appointment to the individuals concerned.
- Committee size is limited to 6 members. This includes the faculty liaison;
- The normal period of service is limited to three years. Rotation is strongly encouraged. Wherever possible, terms should be staggered so that two members leave each year;
- However, extension is possible with the agreement of the Chair, if:
- the committee will be left without 6 members;
- the member in question is heavily engaged in a project sponsored by the committee;
- a retiring member is being asked to take over as B&D Chair.
- The normal term of service, according to AAASS, is from January 1 in the year following the annual convention;
- Membership to the committee is by invitation. The full committee identifies and decides upon prospective members. Wherever possible, the committee should consider geographic diversity as a category when identifying prospective members;
- The B&D chair is chosen from the existing membership. This may include members that are set to rotate off the committee;
- The B&D chair is chosen by the outgoing chair in consultation with previous B&D chairs (but subject to approval by AAASS).
Subcommittees
Subcommittee appointments and chairs do not need to be approved by AAASS, but are reviewed by the main B&D committee. Draft rosters should be established by subcommittee chairs in late October in advance of the annual convention and provided to the B&D Chair. The rosters will be discussed and approved by the B&D committee over email prior to the AAASS Convention and Subcommittee chairs will be notified.
- Committee size is normally limited to 6 members. This includes the faculty liaison (when present). However, the subcommittees perform numerous tasks and may need additional members. In these cases the faculty liaison may constitute the seventh member;
- The normal period of service is limited to three years. Rotation is strongly encouraged. Wherever possible, terms should be staggered so that two members leave each year;
- However, extension is possible in the following circumstances with the agreement of the subcommittee chair, subject to review by the main B&D committee:
- if the subcommittee will be left without 6 members;
- if the member is heavily engaged in a project sponsored by the subcommittee;
- if a retiring member is being asked to take over as chair.
- The normal term of service, according to AAASS, is from January 1 in the year following the annual conference;
- Prospective members may volunteer, or may be invited by committee members, including the chair. Annually, the B&D chair sends out a call for volunteers for B&D subcommittees in September;
- The draft rosters (including prospective members) are prepared by the subcommittee chair, after consultation with the subcommittee;
- Efforts should be made to include junior colleagues and also to achieve geographic diversity (e.g. avoiding the inclusion of two people from the same institution);
- Once prepared, the draft roster is forwarded to the B&D chair by October 20th.
- The rosters are discussed and approved by the B&D committee over email prior to the AAASS Convention and Subcommittee chairs are notified. Followign the Convention, the B&D Chair writes a letter of appointment to new subcommittee members
- Besides the preparation of subcommittee rosters, each subcommittee chair is also responsible for compiling an annual report of activities which is forwarded to the chair of the B&D committee by October 20th for incorporation in a B&D report to the AAASS Board;
- The chair of each subcommittee is nominated by the outgoing chair, but should be approved by the membership of the subcommittee. Chairs should be willing to compile rosters and submit reports by the deadlines specified;
- B&D Subcommittee Chairs (other than the SEEMP Chair - see below) are asked to attend and participate in the B&D Committee Executive Meeting at the AAASS Convention.
- Note: The B&D subcommittee guidelines do not apply to SEEMP. Although SEEMP is treated as a subcommittee for the purpose of holding the annual SEEMP meeting at the AAASS convention, SEEMP members are elected, and the group runs its own elections as required through CRL.
Miscellaneous
Committee/Subcommittee memberships
To avoid scheduling problems at the AAASS convention and to encourage broad participation among all members, service opportunities on B&D committees/subcommittees are limited. Except under extraordinary circumstances, no person should hold more than two B&D committee or subcommittee seats simultaneously (including SEEMP).
B&D representation on SEEMP:
The chair of the B&D committee serves ex-officio on the SEEMP Executive Committee.
Vendor representatives at B&D:
In general the B&D Committee General meetings should be considered open to all, as they serve in large part as a forum for reporting the work of B&D and the subcommittees. However, the chair is given the discretion to ask vendor representatives to step out, should he/she feel it is warranted (e.g. to discuss a sensitive topic). That said, the chair is strongly encouraged to use alternate fora for these discussion (e.g. SLAVLIBs).
While B&D Committee Executive meetings are not formally closed, they are intended primarily for B&D members and subcommittee chairs. Vendor representatives are discouraged from attending
Drafted by Miranda Remnek; revised by Michael Brewer [11/24/2008]