CSE ORGANIZATIONAL GUIDE

CSE Organizational GuideOrganization, Administration, and Functions of the Council of Science Editors, Inc.

Contents

1CSE Organizational Guide

1Organization, Administration, and Functions of the Council of Science Editors, Inc.

41.0 Introduction

42.0 Board of Directors/Officers

4Composition

5Term

5Meetings

52.1 President

62.2 President Elect

62.3 Vice President

62.4 Past President

72.5 Secretary

72.6 Treasurer

8Job Description of the Treasurer

92.7 Treasurer Elect

92.8 Directors

92.9 Executive Director

113.0 Committees

113.1 Committee Chairs

123.2 Committee Vice Chairs

123.3 Committee Members

133.4 Administrative Committee

13Composition

13Charge

133.5 Awards and Honors Committee

13Composition

13Charge

14Approvals

14CSE Award for Meritorious Achievement

15CSE Distinguished Service Award

15Certificate of Appreciation

163.6 Editorial Policy Committee

16Composition

16Charge

163.7 Education Committee

16Composition

16Charge

173.8 Executive Committee

17Composition

17Charge

173.9 Finance Committee

17Composition

17Charge

17Other Duties

183.10 Membership Committee

18Composition

18Charge

183.11 Nominating Committee

18Composition

18Charge

19Guidelines for Board Nominations.

193.12 Program Committee

19Composition

19Charge

20Tasks

203.13 Publications Committee

20Composition

20Charge

223.14 Research Committee

22Composition

22Charge

223.15 Sponsorship Committee

22Composition

22Charge

23Sponsorship Policy

233.16 - Web Committee

23Composition

23Charge

243.17 Subcommittees

24Global Theme Issue Subcommittee

24International Scholarship Subcommittee

24Local Arrangements Subcommittee (Annual Meeting)

25Short Course Subcommittee

26Style Manual Subcommittee

263.18 Task Forces and Special Committees

274.0 Other Appointments

274.1 Archivist

274.2 Representatives to Other Organizations

27Organizations

274.3 Science Editor

27Science Editor Editor

28Science Editor Editorial Board

285.0 Guidelines for Board Liaisons to Committees

286.0 Guidelines for Committee Chairs

286.1 Appointment of Chairs

296.2 Appointment of Vice Chairs

296.3 Appointment of Committee Members

296.4 Removals and Replacements

296.5 Reports

296.6 Committee Budgets

306.7 Committee Meetings

306.8 Committee Chair Job Descriptions

30Administrative

30Awards and Honors

30Science Editor

31Editorial Policy

31Education

31Finance

32Membership

32Nominating

33Program (Annual Meeting)

33Local Arrangements Subcommittee (Annual Meeting)

34Publications

34Style Manual Subcommittee

34Sponsorship Committee

357.0 Operating Budget Process

358.0 Reimbursement and Travel

358.1 Reimbursable Expenditures

368.2 Travel Expense Vouchers

379.0 Mailing List Policy

379.1 List Use Policies

37Acceptable Uses

37Unacceptable Uses

37Approval Process

3810.0 Annual Meeting Site Selection Guidelines

3811.0 Press Passes At Annual Meeting

3812.0 CSE Promotional Pieces

3813.0 Use Of The CSE Logo

3814.0 Bonding And Indemnification

3915.0 Signing Authority

39General

40Disbursements

40Contracts

41Appendix A CSE Operating and Annual Meeting Calendars

42Appendix B International Scholarship Program Procedural Guide

63Appendix C Program Committee Procedural Guide

98Appendix D Retention of Records Policy

1.0 Introduction

The purpose of the Council of Science Editors (CSE) is to improve communication in the sciences by educating authors, editors, and publishers; by providing efficient means of cooperation among persons interested in publishing in the sciences; and by promoting effective communication practices in primary and secondary publishing in any form.

CSE was established in 1957 (as the Conference of Biological Editors) by joint action of the National Science Foundation and the American Institute of Biological Sciences. CSE meets annually, usually in May.

Any person interested in the purpose of CSE is eligible for regular membership. Student membership is open to any full-time student in an accredited college or university. Sustaining membership is open to any organization or individual wishing to support the purpose of the Council. CSE maintains emeritus membership status for those individuals who request it and comply with the requirements outlined in the CSE Bylaws, Article III, Section 1, C. Headquarters receives such requests, verifies that the applying member meets the requirements, and informs the Board of Directors at its next meeting. Emeritus members are entitled to all membership benefits and are charged dues roughly equivalent to the cost associated with the minimal expense of serving a member.

This guide defines the policies and general operating procedures of CSE and outlines the roles and responsibilities of the officers, directors, and committees. This information is presented to help members understand the structure of CSE and as a reference for elected officers and committee chairs in carrying out their duties.

It should be noted that this organizational guide is not an official document. The bylaws of CSE constitute the official governing document of the organization and, therefore, take precedence over any statements in the guide.

2.0 Board of Directors/Officers

The membership elects the board of directors and delegates to the board responsibility for CSE operations. The activities of all CSE officers, committees, and representatives are subject to the ultimate authority of the board. All important questions of policy and all requests for expenditure of CSE funds require approval by the board, either by specific action or by the annual budgeting mechanism.

Composition

The board is composed of the president of CSE (who serves as chair of the board), past president, president elect, vice president, secretary (who serves as secretary of the board), treasurer, treasurer elect, 3 at-large directors (1 elected each year for a 3-year term), and an appointed nonvoting executive director. The editors of Science Editor and the CSE Web site are nonvoting ex-officio members. Officers and directors are elected by the membership and take office during the business meeting at the annual meeting that follows their election. Procedures for the nomination and election of officers and directors are described under Nominating Committee.

Term

The official term for each board is 1 year.

Meetings

The board meets at least twice during its tenure. The usual schedule is once following the annual meeting and once in the winter. NOTE: The way of committee chairs to the winter board meeting is paid by CSE only if the presence of the committee chair is required by the board. Other meetings of the board, in person or by telephone, may be called by the president or by a majority of the officers and at-large directors. Committee chairs are also invited to attend all board meetings and task force chairs are invited to attend the board meeting held immediately after the annual meeting.

Between meetings of the board, action can be taken by mail, fax, or e-mail ballot or by telephone conferences. When face-to-face or telephone conference meetings are not possible, the board of directors can agree to vote on a motion by e-mail or fax. In each case, a period of time for discussion, allowing each board member the opportunity to communicate concerns to all other members via e-mail or fax, should precede the call for vote. The results of mail, fax, or e-mail balloting become official when the executive director informs the president of the majority decision of the board.

2.1 President

The president is elected to a 1-year term. The president chairs all meetings of the board of directors and the business meeting held at the annual meeting.

The president, soon after assuming office at the annual business meeting, announces the board-approved reappointments or new appointments of chairs and members of standing committees. The president appoints board liaisons to each committee as well as special committees, task forces, and CSE representatives to other organizations as needed, with the approval of the board.

The president answers correspondence or forwards it to the proper committee chair or the CSE executive director for action, sends pertinent information to the editor of Science Editor and for posting on the CSE website, and consults with committee chairs regarding ongoing CSE activities, requesting interim reports if needed for presentation at board meetings.

The president coordinates government relations activities, including keeping abreast of developments of interest to the members and ensuring Council involvement in pertinent activities.

The president, in conjunction with the program chair, appoints the chair of the Annual Meeting Local Arrangements Committee. The president is the board liaison to that Program Committee, assists in developing the program conten