SEDAAG Officer Duties

Rev 12/12/2022

All members of the SEDAAG Executive and Steering Committees (President, Vice President, Treasurer, Secretary and State Representatives) are elected by the membership. Nominations to stand for election will be solicited by the nominating committee in the Summer/Fall.

President

The President serves for a term of two years. Each two-year term expires at the conclusion of the annual meeting. The President is expected to serve the organization as Past-President the following two years
The President serves as the chair of the SEDAAG Executive and Steering Committees
The President communicates with AAG to keep them informed of the organization’s activities (e.g., providing announcements of student honors competition winners and updating officer information)
The President works with potential meeting hosts to identify sites for future meetings and prepare meeting contracts
The President works to promote the organization, membership in the organization, and programs within the region
The President is responsible for maintaining the relationship with SEDAAG and the organization responsible for publishing the Southeastern Geographer (this includes contract negotiation)
The President has the responsibility of ensuring committees, officers, editor and executive level positions are fully staffed.

Vice President

The Vice President serves for a term of two years. Each two-year term expires upon transitioning details of our current abstract submission system and program information to the next elected Vice President
The Vice President serves as a member of the Executive Committee. As such the Vice President is expected to attend the Executive, Steering and Business committee events at the annual meeting and provide feedback to the President on issues at hand.
The Vice President is responsible for compiling the annual Call for Papers for the annual meeting (this should occur no later than mid-April)
The Vice President serves as the head of the annual meeting program committee and is responsible for compiling the annual meeting program (a draft should be released to the membership no later than mid-October)
The Vice President is responsible for operating a submission system for papers and posters at the annual meeting and reviewing those submissions to ensure acceptability
The Vice President is expected to provide a report to the membership on the annual meeting program

Treasurer

The Treasurer serves for a term of two years. Each two-year term expires upon transitioning banking authority and records to the next elected Treasurer
The Treasurer serves as a member of the Executive Committee. As such the Treasurer is expected to attend the Executive, Steering and Business committee events at the annual meeting and provide feedback to the President on issues at hand.
The Treasurer is responsible for receiving any monies of the Division and maintaining adequate financial records
The Treasurer is responsible for submitting annual non-profit organization tax information to the IRS (in most years this is simply a postcard)
The Treasurer is responsible for maintaining membership records (or interacting with a contractor, currently UNC/Duke University Press, tasked with maintaining these records)
The Treasurer is responsible for disbursing payments from the organization’s operating and endowment accounts under the direction of the Steering Committee
The Treasurer shall provide copies of banking records and the balance sheet of the organization to the Audit committee on request of the President (audits occur every two years)
The Treasurer may need to serve on financial-related ad-hoc committees of the organization as necessary
The Treasurer shall provide a written report on SEDAAG’s financial condition to the membership at the annual meeting

Secretary

The Secretary serves for a term of two years. Each two-year term expires upon transitioning details of our current communication and file storage systems to the next elected Secretary
The Secretary serves as a member of the Executive Committee. As such the Secretary is expected to attend the Executive, Steering and Business committee events at the annual meeting and provide feedback to the President on issues at hand.
The Secretary’s primary responsibility is communications with the organization’s membership. These communications include:
- Transmitting the Call for Papers for the Annual Meeting to the membership (the Call for Papers is created by the Vice President)
- Keeping minutes from the Steering and Business meetings and publishing them in a location accessible to the membership
- Announcing annual elections, publishing candidate biographies, creating digital ballots, and instructions for voting to the membership
- Completing the annual election no less than one month before the start of the annual meeting
- Maintaining the login information for social media platforms that have been used by the organization
- Maintaining the organization’s electronic file storage and ensuring continuity of access to the next Secretary
- Maintaining the organization’s web site and keeping it up to date with announcements and news

State Representative

State Representatives run for election to two-year terms
State Representatives are responsible for gathering information on the health of academic geography in their respective state’s
State Representatives are responsible for updating the contact information for geography programs in your state and providing those updates to the SEDAAG Secretary.
Serve as a local point of contact for students and faculty who may be interested in joining SEDAAG or attending the annual meeting.
Nominate interested SEDAAG members to stand for election to open officer and executive positions
State Representatives must compile a written report on their findings, provide the report to the President least one week in advance of the meeting and present that report at the Steering Committee meeting
State Representatives are expected to attend the Steering Committee meeting at the annual meeting

Student Representative

The Student Representative to SEDAAG is appointed by the Executive Committee and serves a term of one year. This term expires at the conclusion of the annual meeting.
The Student Representative will serve as a member of the Steering Committee and is expected to attend the Steering and Business Committee meetings
The Student Representative is responsible for gathering feedback from students on the content of the annual meeting and should serve as a point of contact for student questions about the annual meeting.
The Student Representative should encourage students to attend conference social events when possible. The region will also provide resources for a student-only social event should the Student Representative be willing to organize one in conjunction with the local arrangements committee
The Student Representative is encouraged to organize a student-centered session at the annual meeting
The Student Representative will make a report to the Steering Committee compiling student feedback on the annual meeting and the organization, more generally.

Honors Committee

Honors Committee members are elected at the Annual Meeting Business Meeting. They serve a term of two years
The Honors Committee is responsible for creating and publishing a call for graduate honors papers and posters to be published with the broader annual meeting Call for Papers (mid-Spring)
The Honors Committee is responsible for creating and publishing a call for faculty honors awards in mid-April before each annual meeting
The Honors Committee is responsible for reviewing submissions for faculty honors and selecting winners. The Honors Committee chair should notify the President of faculty award winners at least one month in advance of the annual meeting.
The Honors Committee is responsible for reviewing all graduate honors submissions, arranging graduate honors paper and poster sessions and selecting winners for each graduate honors award.
The Honors Committee Chair is responsible for presenting the awards to recipients at the Honors Banquette at the annual meeting
The Honors Committee Chair shall provide a report on winners of the student competitions and faculty awards to the President and Secretary immediately following the annual meeting
It is requested that Honors Committee members minimize their involvement in other conference activities due to the time commitment of this important service

Nominating Committee

Nominating Committee members are elected at the Annual Meeting Business Meeting. They serve a term of two years
Members of the Nominating Committee are responsible for gathering nominations of members to stand for election of SEDAAG officers (President, Vice President, Secretary, Treasurer and State Representatives).
The Nominating Committee is responsible for gathering candidate biographical information before each election.

IDEAL Committee

IDEAL committee members are elected at the Annual Meeting Business Meeting. They serve a term of two years
Members of the IDEAL committee are responsible for gathering data about feelings of inclusion, belonging, and safety for SEDAAG members; making suggestions to the SEDAAG executive committee about organizational practices and inclusion, belonging, and safety; and planning programming for the annual meeting around these themes.

All members of the SEDAAG Honors, Nominating and IDEAL Committees are elected by the membership at the Business meeting. Nominations for these positions will be gathered at the annual meeting (notify a member of the executive committee if you are interested in serving in one of these positions).

Audit Committee

Members of the Audit Committee are appointed by the Executive Committee no less than every two years
Members of the Audit Committee review banking and balance sheet information provided by the Treasurer to verify that the organization’s financial condition is being reported accurately
Members of the Audit Committee will provide report of audit results to the membership one week before annual meeting
Members of the Audit Committee may not serve on any other SEDAAG committees and must be at least two years removed from any SEDAAG officer position

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