This document is intended to serve as a tool to assist with the planning of Section, Division, and Special Interest Group 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 (www.4spe.org/spe-leaders-and-volunteers) for these additional resources.
For questions, comments, or follow-up where request, contact Leadership Services by phone, at +1 203-740 -5430 or via email, at LeadershipServcies@4spe.org.
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.
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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
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SPE Headquarters
Activities and responsibilities carried out by Leadership Services and other business areas at SPE Headquarters that may be relevant to SPE Leadership. Presented here for information purposes.
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/Special Interest Group.
Include a list of new members in your newsletter; send a welcome letter and/or call to welcome them personally.
Tip: Each month, Section and Division member rosters are posted for download. Contact Leadership Services for assistance accessing this information.
- Send reminders to members coming up for renewal.
- Acknowledge individuals for continued participation with SPE when their years of membership reach a milestone anniversary.
- Update Board of Directors on membership activities and/or review monthly membership data (received from SPE Headquarters).
- Communicate updated member contact information to SPE Headquarters.
Tip: If your group maintains a separate membership database, be sure these records reflect changes received from Headquarters.
Operations
- Verify that Leadership Services is included in the newsletter distribution list.
- Forward meeting minutes to Leadership Services.
- Forward Board of Directors changes to Leadership Services.
- Attend online Leadership Training courses throughout the year.
Tip: Read Leadership e-News for training notifications, or contact Leadership Services for details.
SPE Headquarters
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Leadership Services: Post updated Section/Division membership rosters at the beginning of each month.
Tip: Contact Leadership Services to request access to these files.
Divisions – this includes active and suspended members
Sections – this includes active, suspended, and prospective members
- Leadership Services: File documentation received from SPE groups (Sections, Divisions, Special Interest Groups, Student Chapters).
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Update Section and Division rebate compliance reports to reflect received documentation.
ANTEC Preparation
- Ensure your Division/Special Interest Group has begun soliciting papers for ANTEC.
The technical submission website opens July 1; see www.antec.ws for details.
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.
Tip: These forms are available on the SPE website, at www.4spe.org/spe-leaders-and-volunteers (see Treasurer Resources).
- Submit current fiscal year budget to Board of Directors for approval.
Operations
- New Officers, Directors and Committee Chairs take office July 1. Forward names of officers and their contact information to Leadership Services.
- Familiarize yourself with the leadership tools available at http://www.4spe.org/spe-leaders-and-volunteers.
- Schedule Board meetings and any other events for the year.
- Complete the Goals and Workplan documentation for the new term of office.
Tip: The Goals and Workplan template is available on the SPE website, at www.4spe.org/spe-leaders-and-volunteers (see Leadership Services and Resources, Operations/General Information Category).
- o The Goals and Workplan documentation can be completed by the President/Chair or alone with collaboration by the Board.
- Confirm that your Section or Division has submitted meeting minutes, communication pieces and other rebate requirement components for the concluding term of office. Submit missing documentation to Leadership Services.
SPE Headquarters
- Accounting: Process and send quarterly rebate payments to qualifying Sections and Divisions in the last week of July. The Sections and Division who have met eligibility for rebates are identified at http://legacy.4spe.org/communities/ld/treas_resources.php.
- Leadership Services: Update the Treasurer Resources page with information for the new financial period.
- Leadership Services: Review and update documentation, guides and manuals posted to the Leadership Services webpage to reflect the new term of office. Documents to note:
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Operating Plan: The SPE President identifies what his/her goals are for the Society. These goals are presented in an Operating Plan where assignments are given to Society-level Committees for implementation.
- Executive Committee Liaison Assignments: Members of the SPE Executive Committee are asked to serve as a contact/resource for a small group of SPE Sections, Divisions, and Special Interest Groups. This document identifies the Liaison assignments for the current term of office.
- Leadership Services: File pending materials remaining from previous term of office into Section, Divisions, Special Interest Group, Student Chapter records.
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Confirm Section and Division Rebate compliance reports are current with end of term.
Awards
- Determine if your Section or Division will nominate candidate(s) for Honored Service Member (HSM) or Fellow-of-the-Society and verify eligibility. Applications are due October 20.
- Consider nominating someone for the Annual Awards Program. Applications are due November 18.
Financial
- Confirm receipt of Section/Division IRS 990 Forms and/or SPE Annual Financial Report form, available on the Leadership Services site.
- Confirm signatory cards for bank/investment accounts include signatures of correct Officers (those who have access to your accounts).
The SPE Foundation
- 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 Foundation Grants Program.
- Matching grants are available from The SPE Foundation to provide thermoforming equipment to schools. If you are aware of schools in your area that could benefit from this program, refer them to The SPE Foundation website.
SPE Headquarters
- Leadership Services: Email orientation materials to Section, Division, and Special Interest Group Presidents/Chairs to review the recourses available
ANTEC Preparation
- Ensure that abstracts for ANTEC are submitted through the technical submission website by September 4 (5 pm EDT).
- Ensure your ANTEC Technical Program Chair is working with authors on paper submissions.
The technical submission website opens for papers September 7; see www.antec.ws for details.
Awards
- Begin research and documentation necessary to facilitate the completion of nomination forms for Honored Service Member (HSM) or Fellow-of-the-Society. Applications are due October 20.
- Determine if your Section or Division will participate in the Pinnacle recognition program.
Applications are due December 31.
- Review information about the Outstanding Student Chapter Award and the Chase Student Chapter Education Awards with Student Chapters. Deadline to enter is February 6.
- Review information about the Husky Section Education Award to determine if your Section wants to apply for the $5,000 award. Deadline to enter is February 6.
Financial
- Submit completed internal financial audit of previous fiscal year to Board of Directors for review.
Operations
- Ensure Councilor or proxy reviews Council meeting materials sent from SPE Headquarters and plans to attend the Council meeting, scheduled for October 23-24 in Southbury, Connecticut. Note: Councilors have the option to participate remotely via web conferencing (pre-registration required).
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 are eligible for consideration.
- Be sure to get your Annual Awards nominations in by November 18.
- If your group will participate in the Pinnacle recognition program, verify progress is underway to complete applications. Applications are due December 31.
- Review Outstanding Student Chapter Award criteria with Student Chapters. Deadline to enter is February 6.
- Sections should invite High schools in their territory to participate in the SPE Essay Contest. Sections establish a deadline for the Section-wide competition.
- The winning essay must be forwarded to SPE Headquarters by March 3 for consideration in the International competition.
Financial
- US-based Sections and Divisions: Verify that progress is underway for the completion of IRS Form 990 and SPE Annual Financial Report. Forward copies of completed materials to Leadership Services by November 15. The IRS must receive Form 990 and any accompanying documentation no later than November 15, or penalty fees will be assessed.
Non US-based Sections and Divisions: Verify that progress is underway for the completion of SPE Annual Financial Report. Forward completing form to Leadership Services by November 15.
SPE Headquarters
- Accounting: Process and send quarterly rebate payments to qualifying Sections and Divisions in the last week of October. The Sections and Division who have met eligibility for rebates are identified at http://legacy.4spe.org/communities/ld/treas_resources.php.
ANTEC Preparation
- Authors have until November 16 (5 pm EST) to submit ANTEC™ papers through the technical submission website.
Awards
- Be sure to submit your Annual Awards nominations by November 18.
Financial
- US-based Sections and Divisions: Submit IRS form 990 to the IRS by November 15. A copy of Form 990 and the SPE Annual Financial Report must be forwarded to Leadership Services by November 15.
Non US-based Sections and Divisions: Submit the SPE Annual Financial Report to Leadership Services by November 15.
Operations
- Councilor should review information presented at the October Council meeting with the Board
The SPE Foundation
- Promote student participation in The SPE Foundation Scholarship Program. Applications are due to SPE Headquarters by January 15.
ANTEC Preparation
- Ensure that initial reviews of submitted papers have been completed by December 11 (5 pm EST)
- Confirm that your Division/Special Interest Group Technical Program Chair (or a substitute representative) has been identified and will participate in the ANTEC Matrix Meeting on December 14 (1 pm EST).
Awards
- Talk with Student Chapters about the Outstanding Student. Review the requirements with Student Chapters and encourage their participation. Deadline to enter is February 6.
Operations
- Determine vacant board positions for next term and seek volunteers.
Tip: SPE Headquarters can help facilitate online elections for your group. Contact Leadership Services for details.
- Confirm that your Section or Division has met all requirements for rebate eligibility. Submit remaining documentation or communication to Leadership Services by December 31.
- Visit http://legacy.4spe.org/communities/ld/treas_resources.php for more information, including:
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SPE’s formal rebate policy (adopted by Council in May 2005)
- An explanations of requirements,
- Rebate calculations for this budget period, proposed by SPE Finance Committee and approved by Council vote
- Rebate compliance status for all Sections and Divisions
The SPE Foundation
- Promote student participation in The SPE Foundation Scholarship Program. Applications are due to SPE Headquarters by January 15.
SPE Headquarters
- Leadership Services: Review Section and Division rebate compliance reports to confirm all received materials are checked-in.
ANTEC Preparation
- Ensure that all ANTEC authors who were asked to revise their paper submission(s) submit revised papers by January 8 (5 pm EST).
- Ensure that final reviews of revised papers have been completed by January 29 (5 pm EST).
Awards
- Finalize and submit applications for the following Section/Division/Student Chapter and Education awards:
Husky Section Education Award
Outstanding Student Chapter |
Deadline: February 6
Deadline: February 6 |
Applications are available on the Awards & Recognition page of the SPE website.
- Encourage student participation in 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.
Tip: SPE Headquarter can help facilitate online elections. Contact Leadership Services for more information.
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 Foundation Plastivan 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.
SPE Headquarters
Awards
- Forward winning Essay Contest entries to SPE Headquarters by 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 Section/Division/Student Chapter and Education awards:
Husky Section Education Award
Outstanding Student Chapter |
Deadline: February 6
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
- Promote/encourage student participation at ANTEC.
Tip: Student Chapters may request a complimentary Student Chapter booth.
Operations
- Plan for Section/Division representation at the SPE Council meetings, scheduled for May 14-16 in Orlando, Florida. Councilors have the option to participate remotely via web conferencing (pre-registration required).
- Submit RSVP per instructions received from Governance Liaison. Detailed agendas and meeting materials are available in advance from SPE Headquarters.
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SPE Headquarters will provide detailed agendas and meeting materials in advance.
Operations
- Verify plans for representation at the SPE Council meetings, scheduled for May 14-16 in Orlando, Florida. Councilors have the option to participate remotely via web conferencing (pre-registration required).
- Submit RSVP per instructions received from Governance Liaison. Detailed agendas and meeting materials are available in advance from SPE Headquarters.
- SPE Headquarters will provide detailed agendas and meeting materials in advance.
SPE Headquarters
Operations
- Develop Section/Division annual goals and budget for the next fiscal year.
- Submit copies to Leadership Services.
SPE Headquarters
- Leadership Services: Review and update documentation, guides and manuals posted to the Leadership Services webpage to reflect the new term of office. Documents to note:
- Leadership Roster Template - Use this tool to communicate the holders of your Section/Division leadership positions. (MS Excel)
ANTEC Preparation
- Divisions should begin organizing technical session(s) for ANTEC.
- Online abstract submission website opens on/around June 1. Visit www.antec.ws for details.
SPE Headquarters
- Leadership Services: Renew Section and Division Incorporation status with the state of Connecticut.
This applies to US-based Sections and Divisions only
- Leadership Services: Review and update documentation, guides and manuals posted to the Leadership Services webpage to reflect the new term of office. Documents to note:
-
Leadership Checklist - A tool to assist with the planning of Section/Division duties, activities and events throughout the year.
- Goals and Workplan Template – A tool to assist with the development of goals and metrics for the new term of office (July 1 – June 30). The template is designed to focus on the four areas of membership need: membership, technical programming, communication, and organization (MS Word).
Operations
- Councilor/Proxy should review information presented at the May Council meeting with Board of Directors.
- Incoming Officers should meet with exiting Officers to thoroughly review requirements and operational details for their new positions.
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