Responsibilities and Procedures of the Nominating Committee

Transcription

1 SOP No. NO Supersedes SOP No. NO Effective Page 1 of 7 Original Issue 30 October 1995 Retirement 1. Significant Change(s) from Previous Version No change recommended. 2. Purpose This SOP describes the duties and responsibilities of the SQA Nominating. It describes the process whereby the Nominating shall develop a slate of qualified candidates for the annual SQA election of Officers, Directors and elected members. 3. Scope This SOP applies to: SQA Members Nominating Board of Directors SQA Headquarters 4. Responsibilities 4.1 The Nominating () shall be responsible for preparing a slate of nominees according to the procedures detailed in Section 5 of this document. 4.2 The, with the support of SQA Headquarters (HQ), shall solicit Active members to volunteer for consideration for an elected position. (refer to Attachment 1 Election Requirements) 4.3 The shall be responsible for submitting a slate of qualified candidates and biographies to the Board for the upcoming SQA election. 4.4 In accordance with the current version of GA-05.xx, the Chair shall recognize and thank members for their participation in writing in October of each year.

2 Page 2 of 7 5. Procedures 5.1 work shall commence in March and shall follow the election requirements tabulated in Attachment The shall identify potential nominees by: Reviewing the Active member/historical leadership list from at least the last five (5) years. The list shall be maintained by and obtained from HQ; Reviewing current leadership positions (i.e., elected officers from SQA and Regional Chapters, Specialty Section and Chairs and Vice Chairs), including the persons currently in the positions and when their terms expire (if applicable). The list shall be maintained by and obtained from HQ Reviewing names submitted by the members, including the list of prospective nominees from the previous year (i.e., those who accepted but were not elected, who responded with a decline, or who expressed an interest to run in the future). The list shall be provided to HQ by the previous year s Reviewing names submitted by the membership, including self-nominations. 5.3 The shall strive to provide a balanced slate of candidates that represents SQA membership (e.g., GLP with EPA or FDA focus, GCP, or GMP, contract lab/sponsor or consultant). 5.4 The shall take into consideration the prior SQA and Regional Chapter involvement of prospective nominees (e.g., individuals who have served on the SQA Board should be considered for the SQA Vice-President position; individuals who have served on a Regional Chapter Board should be considered for an SQA Board position; individuals who have served as a Regional Chapter Treasurer should be considered for the SQA Treasurer position). 5.5 Upon creating the list of potential candidates, the Chair shall provide the list to HQ to confirm that each individual is qualified to run for an elected position; that is, the candidate is an Active member of SQA in good standing (dues are up-todate), has not exceeded the number of terms permitted, and, if applicable, meets the time lapse interval required before re-election to the same position (see Attachment 2 Qualifications and Recommended Criteria for Election). 5.6 Based on, but not limited to, the criteria discussed in Sections 5.3 and 5.4, the members shall individually rank all qualified prospective nominees in order of preference for each position.

3 Page 3 of The members rankings shall be combined to achieve one ranking order for all potential candidates for each position. It is recommended that the identify at least six (6) potential candidates for the position of Vice-President; at least six (6) potential candidates for the each position of Secretary and Treasurer; at least ten (10) candidates for the Directors to be elected; and at least six (6) candidates for each to three (2-3) members to be elected each year (Refer to Attachment 2 Qualifications and Recommended Criteria for Election). 5.8 The shall forward a proposed listing of qualified prospective candidates, ranked in order of preference for nomination, to the Board of Directors (Board) before its April meeting. The Board shall provide comments within one week after its review. 5.9 When the comments from the Board have been received, the Chair shall finalize the list of potential candidates in order of preference for each position For efficiency and ease of tracking, the Chair shall assign each member an office on the ballot. The assigned member shall be responsible for contacting the respective candidates for that office via telephone and/or in rank order until they have received the minimum number of candidates for the ballot. If the candidate has not responded to the member within a period of weeks, this candidate may be classified by the following phrase: declined nomination. In cases where the nominee has declined the nomination (including by default), the next nominee on the list shall be contacted and offered the nomination. This process shall be followed until the appropriate number of nominees has been selected All responses (i.e., declines, acceptances and other comments such as interested, but not this year ) should be forwarded to the Chair for tracking purposes and forwarded to HQ. On at least a weekly basis, the Chair shall communicate the s progress to HQ. HQ shall provide updates to the Board Upon acceptance of the nomination, nominees shall complete a biographical sketch and forward the document to the Chair. The Chair shall review the biographies to ensure all required components are included and that the document does not exceed one page using Times New Roman 12 point font and 1 margins. The Chair shall forward the document to HQ for formatting (see Attachment 3 Biography Template) On or before 1 July, the, with the assistance of HQ, shall submit to the Board the slate of candidates and accompanying biographies The Board shall review and approve the s slate of candidates. The Board s acceptance shall be communicated to the Chair who shall then notify the. If the Board has any questions or concerns, these shall be communicated to the Chair to be resolved before approval.

4 Page 4 of 7 6. Other Documents to Consider BD-08.xx GA-05.xx SOP Reviewed by: Signature on File Elliott Graham, RQAP-GLP SQA Executive Director SOP Approved by: Signature on File 12 December 2013 Greg Furrow SQA Board President

5 Page 5 of 7 Attachment 1 Election Requirements Office or Term (yrs) Number of terms permitted Time lapse required before re-election to same position Number to serve Minimum number of nominees per position Vice- President three* one one Secretary one (even years only) Treasurer one (odd years only) Director six four for three positions per year Articles of Incorporation and Bylaws three four for positions per election Education three nine three for three positions per year Ethics and Membership Credentials three six for positions per year * Vice-President, President and Past President

6 Page 6 of 7 Attachment 2 Qualifications and Recommended Criteria for Election Minimum Qualifications for All Candidates: Shall be an Active member of SQA in good standing; May not hold elected offices within SQA simultaneously; Shall have been involved and shown leadership skills either on a Regional Chapter or SQA level, as recommended for the elected position (see below); Shall meet the positions requirements as indicated on the position description; Shall be able to commit to the time, expense and/or travel requirements of the office. Vice-President Selection of candidates shall be made, if possible, from past Directors, Secretaries or Treasurers of SQA. These individuals are familiar with the workings of the Board and recognize the tremendous commitment of being a key part of the Presidential chain for three years. The next level of experience for consideration shall be, if possible, the past President or Officer/Director of a Regional Chapter or Chair of an SQA Specialty Section or. Director, Secretary and Treasurer Selection of candidates for these positions shall be made, if possible, from past elected committee members or committee chairs. The next level of experience for consideration shall be, if possible, the past Director, Secretary or Treasurer of a Regional Chapter, or Chair of an SQA Specialty Section or, respectively. Articles of Incorporation and Bylaws Members Selection of candidates for these positions shall be made, if possible, from past Officers and Directors of SQA or Regional Chapters, or Chair of a Specialty Section or. Education Members Selection of candidates for these positions shall be made, if possible, from rosters of past Education Members from Regional Chapters, Program members from SQA or Regional Chapters, or members of an SQA Specialty Section or, or others who have demonstrated solid experience in education and training programs Ethics and Membership Credentials Selection of candidates for these positions shall be made, if possible, from rosters of past nonelected members, Officers and Directors, or Chairs, of Regional Chapters or Specialty Sections.

7 Attachment 3 Biography Template SQA Letterhead Candidate s Biography Please complete each section and format using Times New Roman 12 point font. NAME: YEARS IN QA: TITLE: COMPANY: EDUCATION: CURRENT RESPONSIBILITIES: PREVIOUS/CURRENT SERVICE TO SQA: OTHER PROFESSIONAL SOCIETIES: FURTHER QUALIFICATIONS FOR THE POSITION SLATED AND TESTIMONY AS TO WHAT I HOPE TO GIVE THE SOCIETY: