Operating Procedures

Yearly Schedule

Secretary-Treasurer Task

Date

Remind Chair to appoint nomination committee

  • Contact APS Executive Chair to select one member. She will want suggestions.
  • Need total of 3 members.

August

Ask AIP to send Membership list to Chair. (units@aps.org)

August

Meeting to plan invited sessions. At AIP building in College Park, Maryland. Attendance by Vice Chair.

September

Ask (beg) for newsletter input.

October

Invite members to nominate candidates for DAP officers.

  • 20 weeks before April business meeting Sec/Treas emails membership to ask for candidates.
  • Nominations due to Sec/Treas 16 weeks before April business meeting.

November

Correspond with APS and DAP membership about student travel grants.

  • Students email request to Sec/Treas.
  • Students must submit abstract and be member of DAP. Also, get info such as thesis advisor and expected graduation date.
  • Ask if can APS advertise student travel grants on web site with the abstract submission?
  • $600 limit plus waive registration fee (ask APS about how to do this).

November

Invited papers deadline (approximate)

  • Chair Elect is responsible for this.

November

Circulate Division non-Fellows list to Exec Committee to solicit help in getting more fellows nominated.

November

Contributed papers deadline (approximate)

  • Sec/Treas will remind people of abstract deadline and about student grants.

December

Nominating Committee submits election slate to Exec. Comm.

  • Vice Chair, 2 At Large Members, Every other year Sec/Treas.

December

Check on business meeting location and date.

  • Sec/Treas contact APS to reserve room and catering.

January

Schedule Executive Committee meeting (usually over dinner)

January

Secretary collects statements for e-ballots

January

Sorters sessions for abstracts. At AIP building in College Park, Maryland. Attendance by Vice Chair.

January

APS Convocation. At AIP building in College Park, Maryland. Attendance by Chair.

February

Set up ballots on aps site (unitelections@aps.org)

February

Contact Michael Stephens (stephens@aps.org) at APS. Send list of students who will submit vouchers.

February

E-mail to DAP membership reminding to nominate Fellows (by 4/27/2007)

March (early)

Business Meeting agenda to Membership

March

Receive Paper ballots

March

Arrange certificate for DAP Student Award with APS

  • Give to students at Business Meeting

March

Sec/Treas notify Exec Committee of election results

  • Ask newly elected Exec Comm to attend executive meeting.

April

Date of Annual Meeting

April

Present election results and financial report to Exec Committee and Membership

April

Update list of Exec Comm members and business meeting minutes on Web site (webupdates@aps.org)

May

Modified October, 3 2007 by Brenda Dingus