Officer Guidelines

Guidelines for Elected Officers of SWPA

President: The President shall preside at all Presidents’ Council meetings, Executive Council meetings and the Annual Business Meeting, and exercise general supervision over the affairs of the Association.  The President will present a Presidential Address at the SWPA annual convention and additionally, work with the other officers to arrange for the major invited speakers for the annual convention.  The President shall receive a complementary room at the convention hotel during the year s/he is current President of the association.

Past President: The Past President shall serve as an advisor to the President, and participate in the President’s Council meetings, Executive Council meetings and the Annual Business Meeting.   Past-Presidents receive a complimentary lifetime membership.

President Elect: The President Elect shall participate in the President’s Council meeting, Executive Council meetings and the Annual Business Meeting, and offer support and advise to promote the healthy development of the organization.

State Representatives: State Representatives shall participate in the Executive Council meetings and the Annual Business Meeting, and serve as liaisons for members in their state.  They should promote the image of the organization and encourage participation in the annual convention.  They should be available to bring state members’ ideas, concerns, or questions to the attention of the Executive Council.  In the second year of their term, they should organize an invited research symposium for the annual convention following the guidelines for this event.

Student Representatives: Student Representatives shall participate in the Executive Council meetings and the Annual Business Meeting, and serve as liaisons for student members at large.  They should promote the image of the organization and encourage participation in the annual convention.  They should be available to bring student members’ ideas, concerns, or questions to the attention of the Executive Council.  They shall chair the student caucus at the annual convention and submit a report from that caucus to the Executive Council.

Brief Guidelines for Appointed Officers of SWPA

Secretary: The duties of the Secretary shall be to keep the records of the Association and the Presidents’ Council; to conduct official correspondence; and to monitor and present modifications to the web page, including updating the “Resources” pages as association information changes. The Secretary shall post all Executive Council minutes on the web page after each meeting, and repost any minutes as they are later corrected. The Secretary will receive a complimentary room at the convention hotel each year during his/her appointment.

Treasurer: The duties of the Treasurer are to receive payments from members, advertisers and donors; to disburse funds as authorized by the Executive Council; to keep accurate financial records of the Association; to report the financial status of the Association at the Annual Business Meeting; to assist in developing the annual budget; and to assist the Finance Committee. The Treasurer will receive a complimentary room at the convention hotel each year during his/her appointment.

Membership Registrar: The Membership Registrar is responsible for managing the membership database and for communicating with members/potential members about members’ profile and/or payment questions. The Membership Registrar also will report to the Presidents’ Council and the Executive Council upon request regarding membership numbers by search criteria available through the database.

Program Chair: The Program Chair shall coordinate the review of abstracts, send notices of acceptance and rejection of presentations, plan the program for the annual convention, and create a printer-ready document in a timely manner to have it ready for the annual convention and for posting as a .PDF on the SWPA web site.  As needed, the Program Chair will also create any necessary errata program updates to have available at the registration desk at the annual convention. The Program Chair shall receive a complementary room at the convention hotel during the year s/he is current Program Chair of the association.

Web Master: The Web Master’s role is to coordinate the planning, maintenance, and accessibility of Web site content in a way that ensures good usability of the web site. This individual is also responsible for creating some original Web site content. Understanding of a variety of Web development languages is required. The Web Master shall make timely changes based on input from the Presidents’ Council, and with approval of the Presidents’ Council, make ongoing improvements based on current best practices.

All officers shall provide a recent picture and short personal statement to be placed on the SWPA web site contacts page.  This web page shall be updated in a timely manner following the annual convention when new officers are installed and updated as necessary if mid-year officer changes occur.

Additional details of job expectations are listed in the approved position descriptions.