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Revised March, 2008
DUTIES OF
COMMITTEES and EDITORS
Table of Contents:
Program Committee
Site Selection Committee
Local Arrangements Committee
Finance Committee
Nominating Committee
Fellows and Honorary Members
Committee
Awards Committee
Public Relations Committee
Necrology Committee
Student Paper Judging Committee
Poster Committee
Sustaining Membership Committee
Legislative Committee
Herbicide Resistant Plants
Committee
Publications Committee
Ad-Hoc Committees
Proceedings Editor
Progress Report Editor
Newsletter Editor
Website
Editor
PROGRAM COMMITTEE
The Program Committee shall develop the program for the
Society Meetings. The Committee shall be composed of the
President-Elect (Chair), Chair of the Research Section,
and Chair of the Education-Regulatory Section. The
Program Chair may delegate duties to members as he/she
deems advisable (Refer to Duties of the
President-Elect). The President-Elect is the Board of
Directors contact for this committee.
* Return to Table of Contents *
SITE SELECTION
COMMITTEE
The Site Selection Committee is comprised of three
members, and the second-year member serves as the
Chair. At least one member will be a former Local
Arrangements chair. All matters pertaining to
reservations of facilities for future Society meetings
will be handled only by or through the Site Selection
Committee, with the committee chair being the designated
contact person for dealing with Allen marketing and
Management and/or the staff of candidate hotels and
other entities that may facilitate hotel selection.
The annual Society meeting shall be held during the
second full week of March each year. The President is
the Board of Directors contact for this committee.
The
Site Selection Committee shall:
(1)
Select three suggested meeting sites (city and hotel)
four years in advance to be approved by the Board of
Directors at the Summer Business Meeting.
(a)
WSWS member s may recommend hotel sites based on their
own experience or contact with local Convention
Bureau s or Chamber s of Commerce .
( b)
After approval by the Board of Directors, AM&M
shall obtain a written tentative contract or
proposal reserving the meeting rooms, including the
provision that the rooms will be available for exclusive
use by WSWS and can only be released on written
authorization of the Local Arrangements Chair.
( c)
The contract shall be finalized two-three years in
advance of the meeting.
( d)
Send copy of the tentative contract to the President and
Business Manager. It is desirable that the primary or
main meeting rooms be committed to WSWS. No other
conflicting conventions should be scheduled in the hotel
at the same time unless they can handle both groups
adequately.
(2)
Consider the following items before recommending a site.
(a)
Previous meeting sites. If sites have been found to be
adequate in the past, it often bodes well for the
future. Review meeting attendance at past conference
cities with the WSWS business manager. If a past
location enjoyed high attendance, it will likely be
repeated in the future. The opposite is also probably
true. In recent years, the annual meeting has been held
at a Hawaiian location every 5-7 years. This should not
be construed as a requirement, but should be a strong
consideration since historical attendance increases
substantially each time we meet there.
(b)
Location in relationship to membership.
(c)
Convenience of location: near airport with good
transportation from airport to hotel; parking facilities
for those who drive; alternate accommodations nearby;
restaurant capacities within the hotel and alternate
dining facilities nearby.
(d)
Convention Rates for Rooms and Suites.
1)
150-250 rooms: 2/3 doubles and 1/3 singles. Include 20
rooms for Saturday and 40-50 for Sunday prior to the
meeting. Room blocs should be adjusted based on prior
5-year history.
Sample
room distribution scenario:
ROOM
BLOCK - Year 2xxx
Day: Sat. Sun. Mon. Tue.
Wed. Thu.
Date: 03/0 03/0 03/0 03/0
03/0 03/0
Rooms: 20 50 200
200 200 30
The Site Selection committee shall maintain a 'rolling'
history of room take for 10 consecutive WSWS
meetings. Hotels will generally give WSWS this
information since it is generally shared with other
hotels. These numbers will provide an excellent starting
point for negotiations with the prospective hotels.
2)
Negotiate rates for rooms. If possible, request a block
of rooms (50-100) at the government rate, which is
generally discounted substantially.
3)
Hospitality suites if necessary. Industry will make
arrangements with hotel.
4)
Investigate special arrangements for graduate students.
Can three (3) students share for the price of a double?
5)
Investigate menu prices. Hotels with excessive catering
costs may impact industry support for activities.
6) Many contract items are negotiable. You will not
know unless you ask. When a hotel discovers that they
are in the running for our upcoming meeting, but are not
competitive with another property, they will sometimes
make significant concessions in sleeping room rates or
services to win our business.
(e)
Policy on Complimentary Rooms.
1)
Hotel should provide complementary sleeping and meeting
room for the summer board meeting.
2)
Usual hotel policy is one complimentary room for each 40
registered guests.
3) Society provides
complimentary rooms for guest speakers at the general
session and luncheon, Business Manager, and the
President (President gets an executive suite). Ask for
upgrades for vice president, past president and business
manager..
(f)
Meeting Room Facilities must be complimentary. If extra
fees are requested, consider another hotel. Best
arrangement is to have all rooms on one floor and close
to each other.
1)
Meeting room for the Board of Directors Meeting, usually
held the day before the Society meeting starts-30
people.
2)
General Session-350 capacity (Tuesday a.m.).
3)
Luncheon-350 capacity (Wednesday).
4) Poster Session-150
to 200 capacity (Monday p.m. through Thursday). Locate
it near the registration desk.
5) Spouses-30 capacity
(Tuesday through Thursday a.m.) Continental breakfast on
Tuesday only.
6)
Board of Directors Meetings-30 capacity. Usually held
Thursday; noon until finished.
7)
Graduate Breakfast-30 capacity (Tuesday and Wednesday
am). Industry sponsored.
8) New
Member/ Retiree Reception for general membership (Monday
evening).
9)
Breakout Sessions-Three rooms 150-200 capacity (Tuesday
a.m. through Thursday a.m.).
10)
Placement Service-30 capacity (Tuesday a.m. through
Thursday p.m.).
11) Presentation loading and preview room (Monday p.m.
through Thursday a.m.)
12)
Special meeting room for committee meetings, to be
scheduled through the Local Arrangements Chair.
13)
WSWS Breakfast and Business Meeting-300 capacity
(Thursday a.m.).
14)
Optional Industry functions as per their special
request.
(g)
The following restrictive policies should be checked:
1) Extra fees for other services.
(h) In addition
to the standard boilerplate conditions, the
following verbiage should be included in the hotel
contract:
1)
Walk Clause:
No
guaranteed reservations will be walked. Any and all
attendees walked are understood to be walked as a result
of Hotel error and expressly not as a result of the
presence of another Group. If the Hotel fails to
provide a sleeping room to an attendee holding a
guaranteed reservation, the Hotel shall provide to each
such attendee the following, as liquidated damages and
not as a penalty, for each night that the attendee is
not accommodated by the Hotel:
a.
A complimentary sleeping room at a comparable property
b.
Free transportation to and from the substitute hotel, as
needed
c.
Upon return to the Hotel, upgraded accommodations at the
Group Rate
"Any
rooms walked will be included in the Hotel's counts for
complimentary room credits and will be honored by the
Hotel should relocation of any attendee be inevitable.
In the event of an overbook or walk situation, the Hotel
will waive any and all penalties tied to this agreement,
including, but not limited to attrition on sleeping
and/or meeting rooms."
2)
Reverse Cancellation Clause:
"In
the unlikely event that The Hotel voluntarily cancels
the Group Meeting, The Hotel will pay The Group the same
cancellation fees as it has required of the client in
the event that the client cancels. The Hotel may not
cancel this meeting to accommodate another group."
(3)
Revise the operating guide, if needed, and forward
changes to Constitution and Operating Guide
Representative before the annual meeting so the board
can vote on changes.
(4)
Report to the membership at the Society Business Meeting
the site approved by the Board of Directors.
(5)
Forward records, including the Operating Guide, to the
new chair within six weeks after annual meeting.
* Return to Table of Contents *
LOCAL
ARRANGEMENTS COMMITTEE
The
Local Arrangements Committee Chair for each meeting will
be appointed three years prior to the meeting for which
he/she is responsible. All matters pertaining to
arrangements will be handled only by or through the
Local Arrangements Committee. The Chair will consult
with the previous year's chair for advice and insight
into the duties and responsibilities of the Local
Arrangements Committee. The Chair will appoint
sufficient Committee members as soon as possible to
facilitate arrangements for the meeting. The Local
Arrangements Committee Chair for the next year's meeting
will also be a member of the current year's Committee.
The President-Elect is the Board of Directors contact
for this committee.
The Local Arrangements Committee shall:
(1) Obtain a copy of contract from Site Selection Chair
or Business Manager and, one year prior to the meeting,
visit the hotel selected and review the following areas:
(a) Parking facilities for those who drive.
(b) Alternate accommodations nearby. Include
cost and distance from meeting site.
(c) Alternate dining facilities nearby.
(d) Airport transportation arrangements.
(2) Make arrangements for Summer Board of Directors
Meeting in the summer prior to the Society meeting at
the date determined by the Committee.
(3) Review convention rates for rooms and suites (see
specific requirements under Site Selection 2(d)).
(a) Reserve four to six suites for industry
use.(It is up to the companies to schedule their own
rooms)
(b) Confirm room rates in writing if
possible.(The contract specifies the room rate in
writing when the site selection committee does their
work)
c) Investigate special arrangement of
graduate student rooms.
(4 Review meeting room facilities (see specific
requirements under Site Selection 2(f)).
(5) Determine Policy on Complimentary Rooms -- usual
hotel policy is one complimentary room for each 40 to 50
registered guests.(usually specified in the contract)
(6) THE FOLLOWING RESTRICTIVE POLICIES SHOULD BE
CHECKED:
(a) Limitations on our bringing in our own
LCD projectors and laptops for use in the general
session, project sessions, or symposia.
(b) Extra fees for meeting rooms or other
services.
(7) Provide the hotel toll-free number and web site
information to members for making room reservations.
(8) Make arrangements with Convention Bureau or Chamber
of Commerce.
(a) Descriptive information about city and
area (usually free).
(9) Develop Spouse's Program as directed by Board of
Directors.
(10) Make Luncheon Arrangements.
(a) Select menu and price. Selection and
price should be presented to summer Board of Directors
Meeting.
(b) Determine if the hotel will collect
tickets and how.
(c) Arrange for head table to include those
individuals named by the President, generally the awards
chairs, recipients, and spouses.
(10) Make arrangement for coffee breaks and billing
procedures.
(11) Make specific Committee member appointments to
compete the following tasks:
(a) Room arrangements.
1) Signs and easels to indicate
meeting in session.
2) Proper arrangement of
speakers and podium.
3) Water at speaker's table.
4) Microphones adequate for
nature of meetings.
5) Have extra microphones
readily available in case of malfunction.
6) PA system volume control.
7) Heat and ventilation control.
8) Lighting.
9) Know hotel contact person in
case of problems.
10) Be sure section chair knows
who you are and where you can be reached if problems
occur.
(b) Visual Aids.
1) work with Research Project
Chair and individual project chairs to make sure
sufficient computers and LCD projectors are available
for all the sessions. Project chairs are to provide a
laptop computer and LCD projector for their sessions;
contact them to determine whether they are able to meet
this requirement.. Be sure projectors are in rooms when
needed and secured after use. Have backup equipment
available (two or three LCD projectors and laptops
should be sufficient).
2) Extension cords and projector tables in each room:
Hotel employees will normally do this if arrangements
are made in advance.
3) Spare projector bulbs.
4) Screens-insure that screens are large enough for
slides to be easily seen by audience members. The
General Session will normally require two screens and
two LCD projectors connected to a single laptop
computer. Room size will dictate other needs.
6) Laser pointers with extra batteries
7) Other possible needs.
(a)
Overhead projector, slide projector and carousel
(b)
TV/VCR/Projection equipment
(12)
Ensure that an adequate area is available for
registration.
(a) The Treasurer-Business Manager will provide the
following: name badges; registration forms; luncheon
tickets; cash box and change; receipt books; and will
assist with registration and handle all cash.
(b) Locate and set up registration desk in well-lighted,
easily accessible area. Have adequate table (16' length)
and assistants (6).
(c) Blackboard, chalk and eraser for messages.
(d) Provide personnel to assist:
1) Two persons at peak times (first night
and first morning).
2) One person at all times.
(e) Local area literature: restaurants;
scenic attractions; city maps
(13)
Revise the Operating Guide, if needed, and forward
changes to the Constitution and Operating Guide
Representative before the annual meeting.
(14)
Forward records, including the Operating Guide, to the
new chair within six weeks after annual meeting.
* Return to Table of Contents *
FINANCE COMMITTEE
The Finance Committee is comprised of three members and
the second-year member will be Chair.
One of the Members-at-Large is the Board of Directors
contact for this committee.
The Finance Committee shall:
(1) Audit the financial records and records of property
of the Society each year.
(2) Act in an advisory capacity of the Board of
Directors on matters of unusual expenditure.
(3) Analyze the financial situation of the Society and
develop a long-range financial plan.
(4) Revise the operating guide, if needed, and forward
changes to Constitution and Operating Guide
Representative before the annual meeting so the board
can vote on changes.
(5) Report the results of the audit and financial status
of the Society at the Business Meeting and include a
written report in the Society Proceedings.
(6) Forward records, including the Operating Guide, to
the new chair within six weeks after annual meeting.
* Return to Table of Contents *
NOMINATIONS COMMITTEE
The
Nominations Committee is comprised of three members and
the second-year member will be the Chairperson. The
Past-President serves as an ad-hoc member of the
committee and is the Board of Directors contact for this
committee.
The
Nominating Committee shall:
1. Prepare a list of nominees from the active membership of
the Society for the offices of President-Elect,
Chairperson-Elect of the Research Section,
Chairperson-Elect of the Education-Regulatory Section,
and the Secretary (in appropriate years).
2. Committee Chairperson shall contact nominees regarding
their willingness to serve.
3. Present a slate of nominees to the Board of Directors for
their approval at the summer business meeting.
4.
Committee Chairperson will obtain from each nominee a
written resume of the candidate's employment, title,
activities, and awards.
5.
Compile the list of nominees in ballot form with resumes
and forward to the Website Editor for electronic mailing
to the active membership with valid email addresses. A
paper ballot will be mailed by the Treasurer-Business
Manager to members without electronic mail accessibility
or when electronic balloting is not possible. Ballots
will be issued by October 15. Completed ballots will be
returned to the Committee Chairperson. Ballots will due
by January 15.
6.
The Committee Chairperson will tabulate the ballots and
present the results to the Board of Directors after the
ballots are due.
7.
Report the successful nominees to the membership at the
Society annual business meeting and include a brief
written report for the Society proceedings.
8.
Revise the operating guide, if needed, and forward
changes to Constitution and Operating Guide
Representative before the annual meeting so the board
can vote on changes.
9.
Forward records, including the Operating Guide, to the
new Chairperson within six weeks after the annual
meeting
* Return to Table of Contents *
FELLOWS AND HONORARY MEMBERS COMMITTEE
The
Fellows and Honorary Members Committee is comprised of
three previous Fellows. The second-year member serves as
Chairperson. The Immediate Past-President is the Board
of Directors contact for this committee.
The Fellows and Honorary Members Committee shall:
1.
Prepare
a Call for Nominations of Fellows and Honorary Members
and send it to the Society Newsletter Editor for
printing in the spring, summer and fall newsletters.
Also send Call for Nominations to the Treasurer-Business
Manager to be sent with the Call for Papers and for
posting on the Society website.
2.
Accept
submission of nominees for Fellows and Honorary Member.
Packets of the nominees' biographical data and write-ups
will remain in the active file for three (3) years even
if the packets are not updated annually by the
nominator. The committee must encourage nominators to
update nominees’ packets annually. Packets should be
submitted by December 1.
3.
Review
submissions and compile a slate of nominees.
4.
Consider Honorary Member nominees who are largely from
outside of the Society and have contributed
significantly to the field of Weed Science as outlined
in the Constitution, Article III, Section 3.
5.
Consider Fellows nominees who are members of the Society
and have contributed significantly to the field of Weed
Science, regardless of age or length of membership, in
accordance with the Society By-Laws, Article XI,
Sections 1 and 3.
6.
Select
deserving recipients and report the selection(s) before
December 15 to the President and Board of Directors for
approval (a two-thirds majority) as outlined in the
Society By-Laws, Article XI, Section 1. Not more than
two (2) Fellows shall be selected each year in
accordance with Society By-Laws. The selection of
Fellows is not restricted to nor designated as being
from public or private sectors and both recipients may
be from a single sector.
7.
Inform
the Treasurer-Business Manager of the successful
recipients in advance of the annual meeting so that
plaques can be obtained to be presented at the awards
luncheon. Inform the nominators of the status of their
nomination(s) and, if their nominee was not selected,
encourage the nominator to update the packet for the
next year.
8.
Provide
a brief written report regarding the recipients for
presentation at the awards luncheon, the Society annual
business meeting, and for inclusion in the Society
Proceedings.
9.
Revise
the operating guide, if needed, and forward changes to
Constitution and Operating Guide Representative before
the annual meeting so the Board of Directors can vote on
changes.
10.
Forward
records, including the Operating Guide, to the next
chairperson immediately after the annual meeting.
Revised May 2007
* Return to Table of Contents *
AWARDS COMMITTEE
The
Awards Committee is comprised of three members
representing the private and public sectors who have
previously received Distinguished Achievement Awards.
The second-year member will serve as Chairperson. In the
event that this Committee cannot be comprised entirely
of award recipients, the President may appoint another
member of the Society to serve on this Committee. The
member will not be eligible for any of the Distinguished
Achievement Awards while serving on the committee. The
President is the Board of Directors contact for the
Awards committee.
The
Awards Committee shall:
1.
Promote
the value of Distinguished Achievement Awards to members
of the Society to ensure that qualified individuals are
nominated each year.
a.
Outstanding Weed Scientist – Presented to those in each
of either the public or private sectors. Those
“In-Career” with at least 10 years of service from
completion of the terminal degree and those “Early
Career” with less than 10 years from the terminal
degree. Nominees must be members of WSWS. It is not
required that four (4) awards be presented in any given
year.
i.
Outstanding Weed Scientist – Public Sector (1 recipient)
ii.
Outstanding Weed Scientist – Private Sector (1
recipient)
iii.
Outstanding Weed Scientist Early Career – Public Sector
(1 recipient)
iv.
Outstanding Weed Scientist Early Career – Private Sector
(1 recipient)
b.
Professional Staff – Recognizes those who have
demonstrated and provided outstanding and sustained
contributions in support of weed science activities
under the direction of a professional involved in weed
science. Recipient will be selected from those who have
been involved in WSWS for at least 5 years at the time
of nomination. (1 recipient)
c.
Weed
Manager – Recognizes those paid by taxpayers and who are
working in the public sector. The recipient has been
working in weed science and has been a member of WSWS
for at least 5 years. (1 recipient)
2.
Prepare
a Call for Nominations report for the Board of Directors
summer business meeting. This can include creative and
innovative ideas that the Awards Committee would like to
propose to the Board of Directors.
3.
Issue a
Call for Nominations for Distinguished Achievement
Awards in the Society newsletter in September.
4.
Accept
and review nominees for the Distinguished Achievement
Awards. Supporting documents should be submitted to the
Chairperson. The due date for nominations is December
1. Electronic or hardcopies of documents are
acceptable. Unsuccessful nominations will remain active
for three years, even if the documentation is not
updated annually by the nominator. However, the
committee encourages nominators to update the nominees’
documents annually.
5.
Select
a deserving recipient for the Outstanding Weed Scientist
Award from both of the public and private sectors,
Outstanding Weed Scientist – Early Career Award from
both of the public and private sectors, Weed Manager
Award, and Professional Staff Award.
6.
Provide
the Board of Directors with recipients' names in a
punctual manner so that sufficient time is allowed for
the procurement of awards.
7.
Inform
the Treasurer-Business Manager of the successful
recipients so that plaques can be obtained for
presentation at the awards luncheon. Inform the
nominators of the status of their nomination and, if
their nominee was not selected, encourage the nominator
to update the package for the next year.
8.
Announce Distinguished Achievement Awards recipients to
the membership at the Society luncheon.
9.
Provide
a brief written report announcing the recipients for
presentation at the Society business meeting at the
annual meeting and for inclusion in the Society
proceedings.
10.
Revise
the operating guide, if needed, and forward changes to
Constitution and Operating Guide Representative before
the annual meeting so the board can vote on changes.
11.
Forward
records, including the operating guide, to the next
chairperson immediately after the annual meeting.
Revised February 2008
* Return to Table of Contents *
PUBLIC RELATIONS
COMMITTEE
The Public Relations Committee consists of a Chair and
others as needed. The Education and Regulatory Section
Chair is the Board of Directors contact for this
committee.
The Public Relations Committee shall:
(1) Where possible, work through established news
channels such as trade magazines, society and
organization newsletters, radio, television, and
university information services.
(2) Maintain close liaison with Public Relations
personnel associated with organizations with similar
objectives and purposes as the Society.
(3) Arrange news coverage during the Society meetings.
(4) Designate an individual to take pictures of the
Society's activities.
(5) Perform such public relations activities that will
affect and maintain a desirable image of the discipline
of Weed Science.
(6) Send information relative to the Society meetings
and activities to the various news media by sending
complete programs to farm directors of radio and
television stations, farm editors of newspapers, editors
of regional farm journals, and pertinent personnel in
the immediate area of the annual WSWS meeting.
(7) Take every feasible opportunity to inform the
scientific community and the general public of the
activities and benefits of the Society and of Weed
Science in general.
(8) Apply for continuing education (CE) credit from the
member states requiring continuing education for
Licensed Pest Control Advisors, Consultants, and
Credential Holders; and CE credits for the national
Certified crop Advisor program. Monitor sign-up sheets
at the annual meeting and follow-up correspondence with
the appropriate state to confirm CE credits.
(9) Work with the Affiliations Sub-Committee to:
(a) Maintain close liaison with state weed organizations
within the Society's Region.
(b) Send information and an invitation to State Highway
Departments, USDA, Fish and Wildlife Service, SCS, ASC,
County Agents, Weed and Pest Organizations, aerial and
ground applicators, and other agencies.
(10) Forward records, including the Operating Guide, to
the next chair immediately after the annual meeting.
(11) Revise operating guide if necessary and forward
revisions to the Constitution and Operating Guide
Representative before the annual meeting so changes can
be approved by the board of directors.
* Return to Table of Contents *
NECROLOGY COMMITTEE
The Necrology Committee is comprised of three members
and the second-year member will be chair. The Secretary
is the Board of Directors contact for this committee.
The Necrology Committee shall:
(1) Confer with the membership regarding any WSWS member
or individuals within the weed science profession who
passed away during the year.
(2) Obtain a biography or obituary of the individuals
deceased.
(3) Prepare a written report to be presented at the
Society Business Meeting. Forward the report to the
Proceedings Editor for inclusion in the Proceedings.
(4) Forward records, including the Operating Guide, to
the new chair within six weeks after annual meeting.
(5) Revise operating guide if necessary and forward
revisions to the Constitution and Operating Guide
Representative before the annual meeting so changes can
be approved by the board of directors.
* Return to Table of Contents *
STUDENT PAPER
JUDGING COMMITTEE
The Student Paper Judging Committee is comprised of
three members and the second year committee member
serves as chair. The President-Elect is the Board of
Directors contact for this committee.
The Student Paper Judging Committee shall:
(1) Provide criteria and guidelines for the judging of
student papers and posters. These criteria and
guidelines shall be reviewed at the meeting of the
committee during the annual meeting of the WSWS.
Revisions to the criteria and guidelines will require a
majority vote of the committee. The President-Elect
shall be notified of any revisions to the criteria and
guidelines for presentation to the Board of Directors.
(2) Provide advance notice to students concerning paper
and poster judging criteria and guidelines. This notice
shall be included in the annual Call for Papers.
(3) Provide further information by January 15 to those
who submitted abstracts concerning guidelines, date and
time of presentation, and set-up and removal of posters.
(4) Select a panel of judges for each contest. At least
three, more if possible, judges will rate all papers in
a contest. Anyone whose name is on a paper entered in
the contest shall not be a judge. [The individual may
judge posters if the only papers they are co-authoring
are in the oral contest and vice versa.] Committee
members shall serve as judges of both the poster and
oral paper contests, if they are eligible.
(5) Encourage participation in the Student Paper
Contest.
(a) Undergraduate students are welcome to enter the
poster contest and will be judged in a separate section
from graduate students.
(b) Students who are enrolled at the time of the annual
meeting may enter one paper and/or one poster in the
contest.
(c) Students attending institutions in states that are
not WSWS members may enter and receive evaluation but
will not be considered for awards.
(d) Information presented in the contest must be
original and unique. If a topic has been used by the
author in a previous presentation, additional data must
be included to constitute a unique presentation.
(6) Assure that the following requirements of the
contest are met:
(a) The oral paper contest may be split into two
separate sections if more than fourteen students enter.
Poster entries also may be split into sections if more
than fourteen graduate or undergraduate students enter.
(b) In each section, first, second, and third places
will be awarded $100, $75, and $50, respectively, and a
plaque. Only first and second place will be awarded if
five to eight students compete in a section. Only first
place will be awarded if one to four students compete.
(c) First place winners in the oral paper contest are
ineligible for future oral paper contests, but they may
enter the poster contest. The same rule is applied to
the poster contest.
(7) Provide a brief summary report to the membership at
the Society business meeting at the conclusion of the
annual meeting.
(8) Provide the President with the names of participants
in the Student Paper Contest. The president shall write
a letter of congratulations and/or thanks for
participation to those students who participated.
(9) Send a written report of the results of the Student
Paper Contest and Committee activities to the
Proceedings Editor of inclusion in the Society
Proceedings.
(10) Forward records, including the Operating Guide, to
the new chair within six weeks after annual meeting.
(11) Revise operating guide if necessary and forward
revisions to the Constitution and Operating Guide
Representative before the annual meeting so changes can
be approved by the board of directors.
* Return to Table of Contents *
POSTER COMMITTEE
The
Poster Committee is comprised of three members and the
second-year member will be chair. The President-Elect is
the Board of Directors contact for the poster committee.
The
Poster Committee shall:
1.
Be
notified of the Call for Posters that is included in the
annual Call for Papers (coordinate with Society
newsletter editor and webmaster). Included in the Call
for Posters will be the dates for submission of
abstracts, poster criteria, and guidelines for
presenting posters at the annual meeting.
2.
Communicate and coordinate with the Local Arrangements
Committee and the Program Committee concerning the
number of posters to be presented, room size needed, and
the number of easels and poster backboards needed.
3.
Ensure
shipping/transportation of easels and poster backboards
to the meeting site. (Coordinate with drivers and for
storage between annual meeting sites.) Obtain
additional easels and poster backboards from WSSA or
other source (hotel or other regional societies) as
necessary. Notify Board of Directors when purchasing
new posterboards or easels.
4.
Provide
reminder information by January 15 to those who
submitted abstracts, concerning poster guidelines,
set-up time, date and time of poster session, and
removal of posters. (coordinate with Program
Chairperson, Society newsletter editor, and webmaster.)
5.
Coordinate with the Local Arrangements Committee to set
up easels and posterboards in the poster display room at
the annual meeting. Number the posterboards for the
presenters. Provide assistance as needed to the
presenters during setup time prior to the poster
session.
6.
Make
arrangements with incoming chairperson to ship/transport
the easel boxes and posterboards to the next Society
annual meeting site. (three easel boxes, 16 easels per
box for a total of 48 easels) Check on condition of
boards and equipment at the conclusion of the conference
and report to the Board of Directors when replacements
are warranted.
7.
Provide
a brief summary report to the membership at the Society
annual business meeting, Board of Directors meetings,
and a written report for inclusion in the annual meeting
proceedings.
8.
Forward
records, including the Operating Guide, to the new
chairperson within six (6) weeks after annual meeting.
9.
Revise
operating guide if necessary and forward revisions to
the Constitution and Operating Guide Representative
before the annual meeting so changes can be approved by
the Board of Directors.
* Return to Table of Contents *
SUSTAINING
MEMBERSHIP COMMITTEE
The Sustaining Membership Committee is comprised of
three members appointed by the President and the
second-year member will be the Chair. The Immediate
Past-President is the Board of Directors contact for the
Sustaining Members committee.
The Sustaining Membership Committee shall:
(1) Make recommendations to the Executive Board through
the Finance Committee for improving sustaining
membership support.
(2) Solicit the current year Sustaining Membership
contributions.
(3) Provide booth space (approximately 2.5' by 5') for
educational exhibits by sustaining members, in
cooperation with the Local Arrangement Committee.
(4) Prepare a written report to be presented at the
Society Business Meeting and be included in the
Proceedings.
(5) Forward records, including the Operating Guide, to
the new chair within six weeks after annual meeting.
TIME SCHEDULE - SUSTAINING MEMBERSHIP COMMITTEE
August:
(1) Mail a letter to current sustaining members
requesting continued support for the WSWS and the
payment of dues, including an invoice.
(2) Solicit new members by letter, including an
application for sustaining membership.
October:
Send a follow-up letter to those unpaid.
December 1:
Send the Program Chair an alphabetical list of paid
sustaining members for publication in
the Program.
March:
Send the Proceedings Editor a current list of paid
sustaining members for publication in the
Proceedings. Revise operating guide if necessary and
forward revisions to the Constitution and Operating
Guide Representative before the annual meeting so
changes can be approved by the board of directors.
April 1:
Transfer the Operating Guide, committee files and
records to the new Chair.
* Return to Table of Contents *
LEGISLATIVE COMMITTEE
The Legislative Committee consists of a Chair, appointed
to a two-year term with an additional year as
past-chair, and two other members appointed to two-year
terms. Terms of the committee members shall rotate in
alternate years.
The chair shall serve as a member of the Weed Science
Society of America (WSSA) Legislative Regulatory
Committee and as a member of the WSSA Washington, DC
Liaison Committee. Consultants may be appointed by the
President. The WSSA Representative is the Board of
Directors contact for the legislative committee.
The Legislative Committee shall:
(1) Report new information from WSSA Committee
assignments to the WSWS President in a timely manner.
(2) Keep the Board of Directors informed about the
activities of the WSSA liaison in Washington, D.C. and
with organize the Society membership on legislative
issues.
(3) Forward records, including the Operating Guide, to
the new chair within six weeks after annual meeting.
(4) Revise operating guide if necessary and forward
revisions to the Constitution and Operating Guide
Representative before the annual meeting so changes can
be approved by the board of directors.
* Return to Table of Contents *
HERBICIDE
RESISTANT PLANTS COMMITTEE
The Herbicide Resistant Plants Committee is comprised of
six members appointed by the President. The chair shall
be elected by the committee and will serve one year. The
term of office of the committee shall be three years,
established to expire alternately so that at least four
members will continue over each year. One of the
Members-at-Large is the Board of Directors contact for
the Herbicide Resistance Plants committee.
The Herbicide Resistant Plants Committee shall:
(1) Focus on all areas of herbicide resistance including
herbicide resistant crops.
(2) Provide a forum to discuss herbicide resistance
research and foster cooperation among people conducting
herbicide resistance studies.
(3) Coordinate production of information concerning
herbicide resistance.
(4) The chair shall solicit a representative to the
North American Herbicide Resistance Action Committee (NAHRAC)
meeting (often held at the WSSA annual meeting) to
provide a report of WSWS activities and information. The
WSWS representative is a non-voting member of NAHRAC.
Selection of representative should follow certain
guidelines:
a. Preference should be given to continuity of
representation
b. The individual should hold a position in the public
sector
(5) Forward records, including the Operating Guide, to
the new chair within six weeks after annual meeting.
* Return to Table of Contents *
PUBLICATIONS COMMITTEE
The Publications Committee is comprised of six members
appointed by the President. The chair shall be elected
by the committee and will serve one year. The term of
office of each committee member shall be three years;
established to expire alternately so that at least four
members will continue over each year. The
President-elect is the Board of Directors contact for
the Publications committee.
The Publications Committee shall:
(1) Meet at least once annually to discuss activities of
the committee.
(2) Review current WSWS publication activities and
consider any newly proposed publications for their
relevance to the mission of WSWS, excluding the Research
Progress Report and Proceedings.
(3) Serve as an avenue for the WSWS membership to
present publication needs or desires.
(4) Coordinate activities of the ad hoc publication
subcommittees involved in any newly proposed
publications and determining their market potential.
(5) Provide appropriate recommendations to the Board of
Directors regarding existing and potential publications.
(6) Prepare a written report to be presented at the
Society Business Meeting and be included in the Society
Proceedings.
(7) Forward records, including the Operating Guide, to
the new chair within six weeks after annual meeting.
(8) Revise operating guide if necessary and forward
revisions to the Constitution and Operating Guide
Representative before the annual meeting so changes can
be approved by the board of directors.
* Return to Table of Contents *
AD-HOC COMMITTEES
The Ad-Hoc Committees are appointed by the President
when, in the opinion of the President or the Board of
Directors, such committees are deemed necessary to
provide a function for the betterment of the Society.
The President will appoint the Board of Directors
contact for each ad hoc committee.
The Ad Hoc Committees shall:
(1) Function for one year or as long as subsequent
Presidents feel the committee(s) are providing a
necessary service.
(2) Restrict activities to objectives and charges
outlined by the President.
(3) Report findings and activities to the Board of
Directors at the annual Society meetings.
(4) Prepare a brief summary to be presented to the
membership at the Society Business Meeting and to be
included in the Society Proceedings.
* Return to Table of Contents *
PROCEEDINGS EDITOR
The
Proceedings Editor receives abstracts and papers from
the Website Editor and compiles them, with minutes from
the three Board of Directors meetings, the yearly
Society annual meeting, and other information deemed
important by the Board of Directors, into the Society
Proceedings. He/she has the Proceedings printed in a
timely manner and provides copies to the Business
Manager for mailing.
TIMELINE FOR SPECIFIC DUTIES - PROCEEDINGS EDITOR
July
10: Prepare a report for the Summer Business
Meeting to include cost of the annual Proceedings,
number of copies printed, and an estimate of revenue
based on pre-publication sales and past number of copies
sold. Estimate a budget for the fiscal year to include
publication, shipping, and secretarial costs.
February 15: Receive from the Website Editor the
index outline and all abstracts submitted online. Also,
the Website Editor should send an electronic copy of the
program presentation order so titles and authors can be
put into the Table of Content without retyping. Select
secretarial help.
March
1: Send letters to remind selected committee
chairpersons to mail their reports for the Proceedings.
These should include the Program Chair (General Session
and Committee assignments); Research Section Chair
(Project Discussion sections); Necrology Committee
Chair; Education and Regulatory Chair; Symposium Chair
(if any); Secretary (All minutes from Board of Directors
meetings); and Chairs of all committees to include
accurate reports that can be published in the
Proceedings.
Prepare a progress report for
Board of Directors and General Business meeting. The
Board of Directors will determine at the annual meeting
if the Proceedings will be dedicated to a member.
April
1: All submitted papers should be edited
for format and be in final form.
April
10: General Session presentations, all
business meeting minutes, photos of award winners,
project discussion section reports, financial statement
and registration list (from Business Manager) are due.
An estimate of the number of pages and number of copies
needed can now be made and a bid sheet sent to selected
printers. Also, the cover photo and color should be
determined. An 8-inch x 10-inch black and white of the
cover photo must be made. The cover is made using a
"full-bleed" technique.
April
20: Submit the Proceedings to the selected
printer. Allow 10 to 14 days to prep photos, print
copies, collate, and bind. Proof-read blue-line copy
prior to final printing. Ensure that all photos and
figures are on the correct pages with the correct
captions.
May
7: Inspect printed Proceedings copies and
ship to the Business Manager for distribution.
* Return to Table of Contents *
RESEARCH
PROGRESS REPORT EDITOR
The Research Progress Report Editor receives progress
reports and compiles them, with indices on authors,
weeds, crops, and herbicides, into a yearly Society
Research Progress Report. He/she has the Report printed
in a timely manner and provides copies to the Business
Manager for distribution at the annual meeting and for
mailing.
TIME SCHEDULE - RESEARCH PROGRESS REPORT EDITOR
Prior to January 1: Contact a printer and make
arrangements to have the Research Progress Report
published. Receive compiled reports and indices .
January: Make final editorial corrections, prepare
indexes and cover for Report, and deliver to publisher
by January 15. Allow about one month for printing. Make
sure WSWS identification number ISSN 0090-8142 appears
on the title page of the Research Progress Report.
February: Provide for delivery of the Research Progress
Report to the society meeting. Consult with the
Treasurer-Business Manager regarding the number of
Research Progress Reports required for the meeting and
make arrangements for the remainder of the copies to be
sent for storage.
* Return to Table of Contents *
NEWSLETTER EDITOR
The Newsletter Editor works closely with the President
and Board of Directors to include all pertinent Society
information to the membership and provides the
newsletter in hard copy to the Business-Manager to mail
to the membership and to the Web Site coordinator to be
included on the WSWS web page in a timely manner.
TIME SCHEDULE
April: Prepare a newsletter to include: report on annual
meeting; list of officers; announce award winners;
announce new officers; winning student papers; reminder
of Call for Nominations - Fellows & Honorary members;
calendar of events.
July or August [immediately following summer board mtg]:
Prepare a newsletter to include: report on Summer Board
Meeting; Call for Papers; Call for Research Progress
Reports; Call for Nominations - Outstanding Weed
Scientist; preliminary annual meeting information;
calendar of events; any publications [extra Proceedings,
etc] available.
November: Prepare a newsletter to include:
preregistration for annual meeting [include that payment
cannot include credit cards or billing to a company];
tour information; hotel registration cards; special
airfare offers; student paper contest info reminder
[including points]; calendar of events; reminder for
resolutions; elections [include ballot & biographies];
placement committee forms.
January: Prepare a newsletter to include: reminder of
preregistration due date; program highlights;
Call for Nominations - Fellow & Honorary Members;
By-Laws changes; announce time & location of Board
meeting.
* Return to Table of Contents *
WEBSITE EDITOR
The Website Editor is responsible for the content,
layout, and proper functioning of the WSWS website (www.wsweedscience.org).
This individual works closely with the Executive Board,
committee chairs, and individual Society members to
manage online meeting registration, title and abstract
submission, member database, and other interactive
aspects of the website.
TIME SCHEDULE
WEEKLY: Update website with current content. Delete old
information and integrate new components of the website
as necessary.
January-February: Manage the online submission of
abstracts for paper and posters to be presented at the
annual meeting. Submit abstracts and other necessary
information to the Proceedings Editor for timely
development of the Society Proceedings. Post the
newsletter.
March: Update the online meeting registration list to
include members who were not pre-registered.
April-September: Monitor membership database and
integrate new content. Post the newsletter.
October: Setup and monitor the website for annual
meeting pre-registration, title submission, and abstract
uploads. Work closely with the Business Manager and
Program Chair to ensure proper meeting information is
posted.
November: Post the newsletter and continue monitoring
all website activity for the annual meeting.
December: Stop online title submission activity. Prepare
a list of paper and poster titles and send to the
Program Chair for development of the annual meeting
program booklet. Continue to manage abstract submission.
* Return to Table of Contents * |
