STANDARD OPERATING PROCEDURES AND BYLAWS OF THE SOUTH CAROLINA SOCIETY FOR CLINICAL LABORATORY SCIENCE

Transcription

1 STANDARD OPERATING PROCEDURES AND BYLAWS OF THE SOUTH CAROLINA SOCIETY FOR CLINICAL LABORATORY SCIENCE Portions of this document were originally written for the SCSCLS (formerly SCSMT) Handbook published in 1977, under the direction of Melba Eason, SCSMT President. Revisions to the original document occurred over time under the guidance of the following Past Presidents: Susan Rawl Heilman ( ), Kathy Barnes ( ), and Steve Rickman ( ). Jane Atkins, Harriet Horton, Ann Smith and John Quinn since revised it in These revisions were adopted as the Standard Operating Procedures for the Society in Further revisions were made in 1998 and subsequent years.

2 SOCIETY PURPOSE...4 SOCIETY CODE OF ETHICS...5 BYLAWS OF THE SC SOCIETY FOR CLINICAL LABORATORY SCIENCE...5 SCSCLS ORGANIZATIONAL CHART...13 SCSCLS (FORMERLY SCSMT) OFFICERS...14 SC COUNTIES AND CITIES IN SCSCLS AREAS...19 CONDUCT OF BUSINESS, BOARD, AND COMMITTEE MEETINGS...25 DUTIES OF THE BOARD OF DIRECTORS...29 DUTIES OF THE BOARD OF DIRECTORS...30 PRESIDENT DUTIES...32 PAST PRESIDENT DUTIES...36 PRESIDENT-ELECT DUTIES...37 PRESIDENT-ELECT ELECT DUTIES...39 SECRETARY DUTIES...40 TREASURER DUTIES...42 AREA DIRECTORS...45 STANDING COMMITTEES...48 AWARDS COMMITTEE...ERROR! BOOKMARK NOT DEFINED. BYLAWS AND SOPS COMMITTEE...49 ELECTIONS COMMITTEE...52 FINANCE COMMITTEE...53 GOVERNMENT LIAISON COMMITTEE...54 MEMBERSHIP DEVELOPMENT COMMITTEE...55 NOMINATIONS COMMITTEE...57 PROFESSIONAL AFFAIRS COMMITTEE...59 SCHOLARSHIP COMMITTEE...ERROR! BOOKMARK NOT DEFINED. SPECIAL APPOINTMENT...61 HISTORIAN AND LIBRARIAN...62 P.A.C.E. ADMINISTRATOR...64 PUBLICATIONS EDITOR...66 WEB MASTER...71 STUDENT COORDINATOR...73 SCIENTIFIC ASSEMBLY...74 PROCEDURES AND GUIDELINES...75 SCSCLS GENERAL MEETING GUIDELINES...76 JOINT MEETING GUIDELINES...83 DELEGATES...95 ELECTION PROCEDURES BUDGET LINE ITEM DESCRIPTION APPENDICES APPENDIX A: GUIDE TO PARLIAMENTARY PROCEDURES APPENDIX B: SCSCLS MOTION FORM APPENDIX C1: SAMPLE FORMAT FOR PRESIDENT S REPORT APPENDIX C2: SAMPLE FORMAT FOR PRESIDENT S REPORT TO REGION III COUNCIL APPENDIX D: SAMPLE OF MINUTES...113

3 APPENDIX E: LOG OF ATTENDANCE APPENDIX F: SAMPLE OF MOTIONS AND RECOMMENDATIONS APPENDIX G1: TREASURER S SUPPLIES APPENDIX G2: SAMPLE FINANCIAL STATEMENT FOR BOARD MEETING APPENDIX H: SAMPLE PAYMENT VOUCHER APPENDIX I: AREA MEETING GUIDELINES APPENDIX J: ELECTIONS COMMITTEE SAMPLE BALLOTS (ABSENTEE AND OFFICIAL) APPENDIX K: ELECTIONS COMMITTEE SAMPLE ELECTION RESULTS APPENDIX L: MEMBERSHIP DEVELOPMENT COMMITTEE SAMPLE LETTER APPENDIX M: MEMBERSHIP DEVELOPMENT COMMITTEE MEMBERSHIP COUPON APPENDIX N: NOMINATIONS COMMITTEE SAMPLE OF ANNOUNCEMENTS OF OFFICES TO BE FILLED APPENDIX O: NOMINATIONS COMMITTEE SAMPLE LETTER OF CANDIDATE NOTIFICATION APPENDIX P: NOMINATIONS COMMITTEE SAMPLE OF RESPONSE TO NOMINATION - SCSCLS APPENDIX Q: PLANNING SCHEDULE APPENDIX R: SPEAKER GUIDELINES APPENDIX S: MLT/MT PROGRAMS IN SC APPENDIX T1: SAMPLE PROFESSIONAL/COLLABORATIVE MEMBER APPLICATION APPENDIX T2: SAMPLE STUDENT MEMBER SCHOLARSHIP APPLICATION APPENDIX U1: SAMPLE VENDOR SERVICE AWARD NOMINATION APPENDIX U2: SAMPLE MEMBER OF THE YEAR NOMINATION APPENDIX V: ASCLS DOCUMENTS APPENDIX W: SAMPLE LETTER TO ELECTED CANDIDATES...141

4 Bylaws & SCSCLS Standard Operating Procedures 4 Society Purpose The purposes from which this Society is formed are: To promote standards in clinical laboratory methods and research, and in affiliated fields; To enhance the professional status and image of its members; To create mutual understanding and cooperation among the Society and its members and all others who are engaged in the interests of individual and public health; To be responsible for providing educational programs in the clinical laboratory and related sciences and defining standards of competence at all levels; To be responsible for determining entry level requirements and providing for appropriate credentialing; To represent the interests of the clinical laboratory and affiliated professions and the members of the Society in all government and other forums that affect those interests; To establish and promote ethical standards for the professions represented; To provide aid and benefit to all members of said professions; To promote the profession of clinical laboratory science and provide beneficial services to those who practice it; and To enable its member to provide quality services for all consumers, the Society is committed to the continuous quest for excellence in all its activities. Society Purpose Revised 8/99

5 Bylaws & SCSCLS Standard Operating Procedures 5 Society Code of Ethics Being fully cognizant of my responsibilities in practice of Clinical Laboratory Science, I affirm my willingness to discharge my duties with accuracy, thoughtfulness, and care. Realizing that the knowledge obtained concerning patients in the course of my work must be treated as confidential, I hold inviolate the confidence placed in me by patient and physicians. Recognizing that my integrity and that of my profession must be pledged to the absolute reliability of my work, I will conduct myself at all times in a manner appropriate to the dignity of my profession. Bylaws of the SC Society for Clinical Laboratory Science ARTICLE I - Name The name of this corporation is South Carolina Society for Clinical Laboratory Science, hereinafter referred to as the "Society". The Society is an affiliated and subordinate organization of the American Society for Clinical Laboratory Science, hereinafter referred to as ASCLS. The Society shall at no time, in any matter, adopt any policy contrary to the policies of the ASCLS except as may be required to abide by the laws of this state. ARTICLE II - Object or Purpose The purposes of this Society are those stated in the Articles of Incorporation of the ASCLS: To promote standards in clinical laboratory methods and research, and in affiliated fields; To enhance the professional status and image of its members; To create mutual understanding and cooperation among the Society and its members and all others who are engaged in the interests of individual and public health; To be responsible for providing educational programs in the clinical laboratory and related sciences and defining standards of competence at all levels; To be responsible for determining entry level requirements and providing for appropriate credentialing; Society Code of Ethics Revised 11/96

6 Bylaws & SCSCLS Standard Operating Procedures 6 To represent the interests of the clinical laboratory and affiliated professions and the members of the Society in all government and other forums that affect those interests; To establish and promote ethical standards for the professions represented; and To provide aid and benefit to all members of said professions. The procedures of this Society to fulfill these purposes are defined in the Standard Operating Procedures, hereinafter referred to as SOPs. The Board of Directors shall determine these procedures. Dissolution In the event of the dissolution of the South Carolina Society for Clinical Laboratory Science, after the discharge of its debts and the settlement of its affairs, any funds and properties of this Society remaining thereafter will be held in escrow by the ASCLS for a maximum of three (3) years. If a constituent society of the ASCLS is not reorganized in the State of South Carolina by the end of said three (3) years, these funds are conveyed to the ASCLS Education and Research Fund, Inc. ARTICLE III Members Section 1. - Membership A. The membership of this Society shall consist of the following classes: Professional, Collaborative, Student, Inactive, Emeritus and Honorary. B. The applicant shall be considered for membership in the class appropriate to the maximum qualifications he possesses. An exception will be made for a professional member who requests student membership while enrolled full-time in a graduate program. C. The qualifications of each class of membership shall be defined: 1. Professional Member: Any person who meets the requirement for professional membership in the ASCLS and who resides or is employed in the State of South Carolina. 2. Collaborative Member: Any person who meets the requirements for collaborative membership in the ASCLS and who resides or is employed in the State of South Carolina. 3. Student Member: Any person who meets the requirements for student membership in the ASCLS and who resides or is a Bylaws - SC Society for Clinical Laboratory Science Revised 8/00 and Adopted 9/7/00

7 Bylaws & SCSCLS Standard Operating Procedures 7 student in the State of South Carolina. 4. Inactive Member: The inactive member shall be eligible for professional or collaborative membership but not gainfully employed. The extent of employment shall be defined by ASCLS or less of full time employment within a twelve month period. 5. Emeritus Member: Any member of this Society who becomes an emeritus member of the ASCLS. Members applying for emeritus status shall have reached the age defined by ASCLS or be disabled at the time of application. Emeritus members who have returned to active employment shall be able to reapply for emeritus status subsequent to one year of professional membership prior to making such reapplication. 6. Honorary Member: Any person who meets the requirements for honorary membership in ASCLS and who resides or is employed in the State of South Carolina. D. Student members holding elective office, professional, and emeritus members are entitled to vote, hold office and serve on any board or committee of this Society. Collaborative members are entitled to serve on any standing or special committee, but not as Chairman. Collaborative members are not entitled to the privileges of holding office. All other rights, benefits, and privileges of this Society shall be extended to all members. E. Members shall maintain their membership in this Society through membership in the ASCLS F. Members in good standing in the ASCLS who change residence or place of employment to the geographical area of this Society may transfer membership to this Society with neither payment of additional dues nor refund of dues for the remainder of their membership year. G. Members may be expelled for conduct detrimental to the ASCLS as prescribed by the Bylaws of the American Society for Clinical Laboratory Science. H. Membership with all rights and privileges shall be forfeited by any member who is in arrears in the payment of gifts, as defined by the Board of Directors. Bylaws - SC Society for Clinical Laboratory Science Revised 8/00 and Adopted 9/7/00

8 Bylaws & SCSCLS Standard Operating Procedures 8 Section 2. - Finances A. Fiscal Year. The fiscal year for this Society shall be from July 1st through June 30th. B. Dues. Annual dues for membership in this Society shall be based on the applicable category of membership. The SCSCLS Board of Directors shall determine the State amount due for each category and the procedure for paying these dues. C. Source of Funds. In addition to dues, the Board of Directors may accept, on behalf of the Society, contributions, gifts or bequests for the general purposes or for any special purpose of the Society, and may conduct such fund raising activities as it determines to be appropriate. D. Financial Records. The Board of Directors shall determine: 1. Schedule and type of review of financial records and release of review results to the general membership 2. Location and types of accounts 3. Procedures for handling checks and deposits 4. A mechanism for selecting and bonding appropriate individuals. ARTICLE IV Officers Section 1.- Society officers The officers of this Society shall consist of the President, President-Elect, Immediate Past President, Secretary and Treasurer. Section 2. - Election of officers Professional, student, or emeritus members of the ASCLS shall be eligible to hold office provided they have been professional, student, or emeritus members for at least one (1) year immediately prior to the election. The officers shall be elected at the annual meeting by plurality vote of the student members and the professional and emeritus members. Elected officers, with the Bylaws - SC Society for Clinical Laboratory Science Revised 8/00 and Adopted 9/7/00

9 Bylaws & SCSCLS Standard Operating Procedures 9 exception of the President-Elect, shall be eligible for re-election to their respective offices for no more than one (1) additional term. Elected officers will take their posts in July of that year. The procedures for filling vacancies in these offices are to be defined in the SOPs. Section 3 - Duties and terms of office The duties and terms of the officers shall be defined in the SOPs, with this exception for the Secretary and Treasurer. (The Secretary and Treasurer shall be elected in alternated years for a three (3) year term each.) Section 4. - Board of Director A B C D Authority. The Board of Directors shall govern the affairs of the Society. These actions shall be consistent with the constitutional codes and with any action taken by the membership at business meetings of this Society. All business transacted by the Board of Directors shall be reported to the membership at the next annual meeting. Composition. The Board of Directors shall be comprised of the President, President- Elect, Secretary, Treasurer, and Immediate Past President, three (3) elected Area Directors representing state areas as defined in the SOPs, the Publications Editor, the Web Master, the Finance Committee Chairman, and the Student Forum President. The President, President-Elect, and Immediate Past President shall serve a term of two years in their respective offices. The Publications Editor shall serve a term of two years. Area Directors, Secretary, and Treasurer will serve a term of three years. All shall serve their respective terms or until a successor is elected. Method of election and qualifications. The method of election and qualifications of members of the Board of Directors of this Society shall be defined in the SOPs except as otherwise stated in these Bylaws. Quorum. A quorum shall be a majority of voting members of the Board of Directors. ARTICLE V Meetings Section 1. - Board meetings Bylaws - SC Society for Clinical Laboratory Science Revised 8/00 and Adopted 9/7/00

10 Bylaws & SCSCLS Standard Operating Procedures 10 There shall be at least two (2) meetings of the Board of Directors held annually; the first of which shall be conducted within ninety (90) days prior to the Annual Session of the ASCLS. Three (3) members of the Board of Directors or the President may authorize meetings of the Board of Directors as best serves the interests and needs of the Society. Section 2. - Meetings of the membership There shall be at least one meeting of the membership of this Society held annually to include a general business meeting and an educational meeting. This meeting will also serve as the final elections of outgoing Board members and officers will take their posts in July of that year. The Board of Directors shall determine the time and place of the meeting as best serves the interests and needs of the Society. The meetings of this Society shall be open to all members upon proper identification. Student members and professional and emeritus members of this Society shall be entitled to one vote each. The privilege of the floor shall be granted to non-voting members by consent of the membership. A quorum for business meetings of this Society shall be 10% of the professional and emeritus members. Notice of meetings of the membership shall be sent to all members of this Society at least thirty (30) days prior to the meeting. Section 3. - Representation to the ASCLS House of Delegates A. Delegates. This Society is represented at the annual meeting(s) of the ASCLS House of Delegates by the number of delegates and alternates as provided in the Bylaws of the American Society for Clinical Laboratory Science. B. Selection. The Board of Directors of this Society shall define the mechanism for selection of delegates and alternates. Section 4. - President's Council Representatives to the President's Council of the ASCLS shall be the President and President- Elect of this Society or their designated alternates. Section 5. - Regional Council Representatives of this Society to the Regional Council shall be as defined in the regional guidelines. Bylaws - SC Society for Clinical Laboratory Science Revised 8/00 and Adopted 9/7/00

11 Bylaws & SCSCLS Standard Operating Procedures 11 Section 6. - Official representation The Board of Directors shall have the authority to appoint members of the Society to represent the Society in other organizations. Members of the Society so selected shall be responsible to the Board of Directors and shall be representative of the Society to such other organizations. Section 7. - Committees A. Standing committees. There shall be the following standing committees: Membership Development, Finance, Government Liaison, Awards, Bylaws and SOPs, Professional Affairs, Nominations, Education, Scholarship and Elections. B. Special committees. The President may appoint special committees as best serves the interests and needs of the Society. The Board of Directors may appoint such other committees it deems necessary to conduct business. Section 8 - Publication(s) Official publication. The official publication of this Society shall be The Probe and shall be available to each member of this Society. The Editor shall be appointed by the Board of Directors for a term of two years and may be reappointed, but may not serve more than two consecutive terms. The Editor shall be a member of the Board of Directors. ARTICLE VI - Parliamentary Authority Robert's Rules of Order, Newly Revised (current edition), will govern the business proceedings of this Society, except when otherwise specified in these Bylaws. ARTICLE VII Amendment Bylaws amendments. The Bylaws of this Society may be amended as follows A. Proposed Bylaws amendments may be submitted in writing to the Bylaws Committee by any member of this Society, or may be written by the Bylaws Committee itself. B. The Bylaws Committee shall make such changes as may be necessary for conformity without altering the intent of the proposed amendment and shall submit the amendment to Bylaws - SC Society for Clinical Laboratory Science Revised 8/00 and Adopted 9/7/00

12 Bylaws & SCSCLS Standard Operating Procedures 12 the Board of Directors for approval C. If approved, the Chairman of the Bylaws Committee shall submit the proposed amendment in context to the ASCLS Bylaws Committee in the manner prescribed by the Board of Directors of the ASCLS. D. If approved by the ASCLS Bylaws Committee, the Bylaws Committee of this Society shall submit proposed amendments to the members of the Society no less than thirty (30) days prior to the scheduled business meeting of the Society. E. Adoption of proposed amendments to the Bylaws shall require a two-thirds vote of the professional members present at the scheduled business meeting of the Society F. In lieu of prior publication, adoption of proposed amendments shall require a unanimous vote of the professional members present. G. Within ninety (90) days of adoption of amendments to these Bylaws, the Secretary shall send an official copy of the amended Bylaws to the Executive Office of the ASCLS and to the ASCLS Bylaws Committee. H. The Bylaws Committee of this Society shall have the responsibility and authority to initiate amendments in accordance with established procedures when necessary to be consistent with the Bylaws of the American Society for Clinical Laboratory Science Bylaws - SC Society for Clinical Laboratory Science Revised 8/00 and Adopted 9/7/00

13 Bylaws & SCSCLS Standard Operating Procedures 13 SCSCLS Membership ASCLS SCSCLS President President-Elect Treasurer Publication Ad Hoc Committees Finance Chairman Immed Past President Area I, II, III Directors Publication Editor SCSCLS Newsletter Web Page State Meeting Secretary Special Appointments Scientific Assembly Reps PACE Administrator Historian Librarian Student Coordinator Administration/Consultant Chemistry/Urinalysis Education Hematology/Hemostasis Immunology Immunohematology Industry Microbiology Phlebotomy Standing Committees Awards/Scholarship Bylaws/SOPs Elections Finance Government Liaison Membership Development Nominations Professional Affairs Leadership Development Spring Meeting SCSCLS Organizational Chart SCSCLS Organizational Chart Revised 6/05

14 Bylaws & SCSCLS Standard Operating Procedures 14 SCSCLS (formerly SCSMT) Officers President Pres-Elect Secretary Treasurer Alice Cole Myrtle Phelps Paula Bird Virginia Williams President Pres-Elect Secretary Treasurer Mary Graham Graham Harris Jo Ann Coleman Ann Campbell President Pres-Elect Secretary Treasurer Myrtle Phelps Virginia Williams Catherine Hendrix Wylie Burns President Pres-Elect Secretary Treasurer Graham Harris Jo Ann Coleman Sarah Blanton Helen Mims President Pres-Elect Secretary Treasurer Virginia Williams Sarah Bates Charlotte Williams Mary Eileen Leonard President Pres-Elect Secretary Treasurer Jo Ann Coleman Lucia Moody Barbara Bomar Rosa Ellen Proctor President Pres-Elect Secretary Treasurer Sarah Bates Mary Eileen Leonard Mary Graham Charlotte Hutchison President Pres-Elect Secretary Treasurer Barbara Bomar Mary Eileen Leonard Helen Mims Rosa Ellen Proctor President Pres-Elect Secretary Treasurer Mary Eileen Leonard Charlotte Hutchison Dorothy Watson Vivian Young President Pres-Elect Secretary Treasurer Mary Eileen Leonard Vivian Young Peggy Morgan Hellen Waldrep President Pres-Elect Secretary Treasurer Charlotte Hutchison Mary Graham Virginia Williams Graham Harris President Pres-Elect Secretary Treasurer Vivian Young Bobby Hart Rosa Ellen Proctor George Finley SCSCLS (formerly SCSMT) Officers Revised 7/11

15 Bylaws & SCSCLS Standard Operating Procedures President Pres-Elect Secretary Treasurer Bobby Hart Vera Hyman Mary Vaseliades Katherine Sherer George Finley President Pres-Elect Secretary Treasurer George Finley Ted Ivey Carol Jane Brannon Nancy DeHart Clem President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer Vera Hyman Bobby Hart Peggy Morgan Rosa Ellen Proctor Jo Luray Smith George Finley Rosa Ellen Proctor Lonnie Pitts Julia Cooner George Finley Rosa Ellen Proctor Lonnie Pitts Julia Cooner George Finley Lonnie Pitts Mary Callahan Myrtis Mango George Finley Mary Callahan George Finley Ann Carothers Nancy DeHart President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer Ted Ivey Jerry Bodkins Carol Jane Brannon Gloria Wicker Jerry Bodkin Jimmy Pruitt Susan Cheatham Gloria Wicker Jimmy Pruitt Susan Cheatham Dorothy Anne Bowers Gloria Wicker Susan Cheatham Kaye Little Sarah Robinson Gloria Wicker Kaye Little Jimmy Pruitt Carolyn Crawford Dorothy Anne Bowers SCSCLS (formerly SCSMT) Officers Revised 7/11

16 Bylaws & SCSCLS Standard Operating Procedures President Pres-Elect Secretary Treasurer Jimmy Pruitt Gloria Wicker Carolyn Crawford Dorothy Anne Bowers President Pres-Elect Secretary Treasurer Joan Savage Beth Wehlitz Kathy Barnes Ruby Sonnett President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer Gloria Wicker Melba Eason Ruby Sonnett Dorothy Anne Bowers Melba Eason Jim Campbell Ruby Sonnett Dorothy Anne Bowers Jim Campbell Becky Yarborough Edith Anne Hawkins Bruce Burnett Becky Yarborough Anne Thompson Joan Savage Bruce Burnett Anne Thompson Jerry Daniels Joan Savage Beth Wehlitz Jerry Daniels Joan Savage Hugh Batson Beth Wehlitz President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer Beth Wehlitz Susan Rawl Kathy Barnes Ruby Sonnett Susan Rawl Kathy Barnes Ryan Parker Ruby Sonnett Kathy Barnes Steve Rickman Shirley Adams Ruby Sonnett Steve Rickman Mary Jansen Karen Uzzell Clara Ellisor Mary Jansen Shirley Adams Becky LaFarr Clara Ellisor Stone SCSCLS (formerly SCSMT) Officers Revised 7/11

17 Bylaws & SCSCLS Standard Operating Procedures President Pres-Elect Secretary Treasurer Shirley Adams Diane Gebhart Joyce Carruthers Melissa Spinopoli President Pres-Elect Secretary Treasurer John Quinn Ann Smith Elizabeth Curry Rita Creasman President Pres-Elect Secretary Treasurer Joyce Carruthers Robbie Poole Mary Pinson Melissa Spinopoli President Pres-Elect Secretary Treasurer Ann Smith Roxianne Snodgrass Elizabeth Curry Rita Creasman President Pres-Elect Secretary Treasurer Robbie Poole Ann Cleveland Mary Pinson Melissa Spinopoli President Pres-Elect Secretary Treasurer Roxianne Snodgrass Liesha Huffstetler Terri Leszczyszyn Beth LaGrange President Pres-Elect Secretary Treasurer Ann Cleaveland Harriet Robinson Cathy Valand Melissa Spinopoli President Pres-Elect Secretary Treasurer Liesha Huffstetler Bonita Gossett Terri Leszczyszyn Beth LaGrange President Pres-Elect Secretary Treasurer Harriet Robinson Jane Atkins Cathy Valand Rita Creasman President Bonita Gossett Pres-Elect Terri Leszczyszyn (12/98) Secretary Terri Leszczyszyn Treasurer Beth LaGrange President Pres-Elect Secretary Treasurer Jane Atkins John Quinn Mary Anne Player Rita Creasman President Pres-Elect Secretary Treasurer Terri Leszczyszyn Bonnie Fanning Flossie Rose Beth Ziegler SCSCLS (formerly SCSMT) Officers Revised 7/11

18 Bylaws & SCSCLS Standard Operating Procedures President Pres-Elect Secretary Treasurer President Pres-Elect Secretary Treasurer Bonnie Fanning Mary Breci Flossie Rose Beth Ziegler Mary Breci Michelle Mantooth Flossie Rose Terri Leszczyszyn President Pres-Elect Treasurer Secretary President Pres-Elect Treasurer Secretary Tiffany Whittle Crystal Atkinson Terri Leszczyszyn Sandy Mott Crystal Atkinson Breedlove Deborah Brock Janis Livingston Sandy Mott President Pres-Elect Secretary Treasurer Michelle Mantooth Vivian Smith Flossie Rose-Drociuk Terri Leszczyszyn President Pres-Elect Treasurer Secretary Crystal Breedlove Deborah Brock Janis Livingston Karen Pearson President Pres-Elect Secretary Treasurer Vivian Smith Michelle Mantooth Flossie Rose-Drociuk Terri Leszczyszyn President Deborah Brock Pres-Elect Joanna Baker Treasurer Janis Livingston Secretary Karen Pearson? President Pres-Elect Secretary Treasurer Michelle Mantooth Tiffany Whittle Flossie Rose-Drociuk Terri Leszczyszyn President Pres-Elect Treasurer Secretary Deborah Brock Joanna Baker Janis Livingston Karen Pearson President Pres-Elect Treasurer Secretary Tiffany Whittle Crystal Atkinson Terri Leszczyszyn Sandy Mott President Pres-Elect Treasurer Secretary Joanna Baker Jessica Smith Janis Livingston Karen Pearson and Jessica Watkins SCSCLS (formerly SCSMT) Officers Revised 7/11

19 Bylaws & SCSCLS Standard Operating Procedures 19 SC Counties and Cities in SCSCLS Areas Area I: Abbeville McCormick Anderson Newberry Cherokee Oconee Edgefield Pickens Greenville Saluda Greenwood Spartanburg Laurens Union Area II: Aiken Florence Allendale Kershaw Bamburg Lancaster Barnwell Lee Calhoun Lexington Chester Marion Chesterfield Marlboro Clarendon Orangeburg Darlington Richland Dillon Sumter Fairfield York Area III: Beaufort Georgetown Berkeley Hampton Charleston Horry Colleton Jasper Dorchester Williamsburg The cities in each county as of 5/9/99. SC Counties and Cities in SCSCLS Areas Revised 5/99

20 Bylaws & SCSCLS Standard Operating Procedures 20 City Abbeville Aiken Allendale Anderson Andrews Arcadia Lakes Arial Atlantic Aynor Bamberg Barnwell Batesburg-Leesville Beaufort Belton Belvedere Bennettsville Berea Bethune Bishopville Blacksburg Blackville Blenheim Bluffton Blythewood Boiling Springs Bonneau Bowman Branchville Briarcliffe Brookdale Brunson Bucksport Buffalo Burnettown Burton Calhoun Camden Cameron County and any additional Counties that may be Assigned to the city Abbeville Aiken Allendale Anderson Georgetown Richland Pickens Horry Horry Bamberg Barnwell Lexington & Saluda Beaufort Anderson Aiken Marlboro Greenville Kershaw Lee Cherokee Barnwell Marlboro Beaufort Richland Spartanburg Berkeley Orangeburg Orangeburg Horry Orangeburg Hampton Horry Union Aiken Beaufort Abbeville Kershaw Calhoun Campobello Carlisle Cayce Centerville Central Pacolet Central Chapin Chappells Charleston Charleston Height Cheraw Cherryvale Chesnee Chester Chesterfield City View Clearwater Clemson Clinton Clio Clover Columbia Conway Cope Cordova Cottageville Coward Cowpens Cross Hill Darlington Denmark Dentsville Dillon Donalds Due West Duncan Dunean Easley East Gaffney East Sumter Eastover Edgefield Spartanburg Union Lexington Anderson Spartanburg Pickens Lexington Newberry Charleston Charleston Chesterfield Sumter Spartanburg Chester Chesterfield Greenville Aiken Pickens Laurens Marlboro York Richland Horry Orangeburg Orangeburg Colleton Florence Spartanburg Laurens Darlington Bamberg Richland Dillon Abbeville Abbeville Spartanburg Greenville Pickens Cherokee Sumter Richland Edgefield SC Counties and Cities in SCSCLS Areas Revised 5/99

21 Bylaws & SCSCLS Standard Operating Procedures 21 Edisto Edisto Beach Ehrhardt Elgin Elgin Elko Elloree Estill Eureka Mill Eutawville Fairfax Florence Folly Beach Forest Acres Forestbrook Fort Lawn Fort Mill Fountain Inn Furman Gaffney Gantt Garden Gaston Gayle Mill Georgetown Gifford Gilbert Gloverville Golden Grove Goose Creek Govan Gray Court Great Falls Greeleyville Greenville Greenwood Greer Hampton Hanahan Hardeeville Orangeburg Colleton Bamberg Kershaw Lancaster Barnwell Orangeburg Hampton Chester Orangeburg Allendale Florence Charleston Richland Horry Chester York Greenville& Laurens Hampton Cherokee Greenville Horry Lexington Chester Georgetown Hampton Lexington Aiken Greenville Berkeley Bamberg Laurens Chester Williamsburg Greenville Greenwood Greenville & Spartanburg Hampton Berkeley Jasper Harleyville Hartsville Heath Springs Hemingway Hickory Grove Hilda Hilton Head Island Hodges Holly Hill Hollywood Homeland Park Honea Path Hopkins India Hook Inman Inman Mills Irmo Irwin Isle of Palms Iva Jackson James Island Jamestown Jefferson Joanna Johnsonville Johnston Jonesville Judson Kershaw Kiawah Island Kingstree Kline Ladson Lake City Lake Wylie Lake View Lamar Lancaster Lancaster Mill Landrum Dorchester Darlington Lancaster Williamsburg York Barnwell Beaufort Greenwood Orangeburg Charleston Anderson Anderson Lexington York Spartanburg Spartanburg Lexington Lancaster Charleston Anderson Aiken Charleston Berkeley Chesterfield Laurens Florence Edgefield Union Greenville Lancaster Charleston Williamsburg Barnwell Berkeley & Charleston Florence York Dillon Darlington Lancaster Lancaster Spartanburg SC Counties and Cities in SCSCLS Areas Revised 5/99

22 Bylaws & SCSCLS Standard Operating Procedures 22 Lane Latta Laurel Bay Laurens Lexington Liberty Lincolnville Little River Little Mountain Livingston Lockhart Lodge Loris Lowndesville Lowrys Lugoff Luray Lyman Lynchburg Manning Marion Mauldin Mayesville Mayo McBee McClellanville McColl McConnells McCormick Meggett Millwood Monarch Mill Moncks Corner Monetta Mount Croghan Mount Carmel Mount Pleasant Mulberry Mullins Murrells Inlet Myrtle Beach Neeses Williamsburg Dillon Beaufort Laurens Lexington Pickens Charleston Horry Newberry Orangeburg Union Colleton Horry Abbeville Chester Kershaw Hampton Spartanburg Lee Clarendon Marion Greenville Sumter Spartanburg Chesterfield Charleston Marlboro York McCormick Charleston Sumter Union Berkeley Aiken Chesterfield McCormick Charleston Sumter Marion Georgetown Horry Orangeburg New Ellenton Newberry Nichols Ninety Six Norris North North Augusta North Charleston North Hartsville North Myrtle Beach Northlake Norway Oak Grove Oakland Olanta Olar Orangeburg Pacolet Pacolet Mills Pageland Pamplico Parker Parksville Parris Island Patrick Pawley's Paxville Peak Pelion Pelzer Pendleton Perry Pickens Piedmont Pine Ridge Pinewood Plum Branch Pomaria Port Royal Aiken Newberry Marion Greenwood Pickens Orangeburg Aiken Berkeley, Charleston & Dorchester Darlington Horry Anderson Orangeburg Lexington Sumter Florence Bamberg Orangeburg Spartanburg Spartanburg Chesterfield Florence Greenville McCormick Beaufort Chesterfield Georgetown Clarendon Newberry Lexington Anderson Anderson Aiken Pickens Anderson & Greenville Lexington Sumter McCormick Newberry Beaufort SC Counties and Cities in SCSCLS Areas Revised 5/99

23 Bylaws & SCSCLS Standard Operating Procedures 23 Prosperity Quinby Ravenel Red Bank Red Hill Reevesville Richburg Ridge Spring Ridgeland Ridgeville Ridgeway Rock Hill Roebuck Rowesville Ruby Salem Salley Saluda Sans Souci Santee Saxon Scotia Scranton Seabrook Island Sellers Seneca Seven Oaks Sharon Shell Point Silverstreet Simpsonville Six-Mile Slater-Marietta Smoaks Smyrna Snelling Socastee Society South Congaree South Sumter Southern Shops Spartanburg Newberry Florence Charleston Lexington Horry Dorchester Chester Saluda Jasper Dorchester Fairfield York Spartanburg Orangeburg Chesterfield Oconee Aiken Saluda Greenville Orangeburg Spartanburg Hampton Florence Charleston Marion Oconee Lexington York Beaufort Newberry Greenville Pickens Greenville Colleton York Barnwell Horry Darlington Lexington Sumter Spartanburg Spartanburg Springdale Springdale Springfield St. Andrews St. George St. Matthews St. Stephen Starr Stuckey Sullivan's Island Summerton Summerville Summit Sumter Surfside Beach Swansea Sycamore Tatum Taylors Tega Cay Timmonsville Travelers Rest Trenton Troy Turbeville Ulmer Union Utica Valencia Heights Valley Falls Vance Wade Hampton Wagener Walhalla Walterboro Ward Ware Shoals Waterloo Watts Mills Lexington Lancaster Orangeburg Richland Dorchester Calhoun Berkeley Anderson Williamsburg Charleston Clarendon Berkeley, Charleston & Dorchester Lexington Sumter Horry Lexington Allendale Marlboro Greenville York Florence Greenville Edgefield Greenwood Clarendon Allendale Union Oconee Richland Spartanburg Orangeburg Greenville Aiken Oconee Colleton Saluda Abbeville & Greenwood Laurens Laurens SC Counties and Cities in SCSCLS Areas Revised 5/99

24 Bylaws & SCSCLS Standard Operating Procedures 24 Welcome Wellford West Columbia West Pelzer West Union Westminster Whitmire Wilkinson Heights Williams Williamston Greenville Spartanburg Lexington Anderson Oconee Oconee Newberry Orangeburg Colleton Anderson Williston Windsor Winnsboro Winnsboro Woodford Woodruff Yemassee York Barnwell Aiken Fairfield Fairfield Orangeburg Spartanburg Beaufort & Hampton York SC Counties and Cities in SCSCLS Areas Revised 5/99

25 Bylaws & SCSCLS Standard Operating Procedures 25 Conduct of Business, Board, and Committee Meetings I. Parliamentary authority The rules contained in Robert's Rules of Order, Revised will govern the business proceedings of this Society, except when otherwise specified in the "Bylaws". Traditionally, SCSCLS business meetings are more informal than outlined in Robert's. This is to allow open discussion and participation of all members in our Society's business. However, Robert's should be used as a reference when questions of order arise or when there is need to maintain order. In such cases, the President-Elect serves as the parliamentarian. It is recommended that at least one board meeting each year be conducted formally to give members experience. (See Appendix A: Guide to Parliamentary Authority.) II. Who may attend meetings A. Board and General Business Meetings 1. SCSCLS members 2. Members of other ASCLS constituent societies may attend; however, they may be excluded by majority vote of the Board of Directors and/or membership. 3. Non-ASCLS/SCSCLS members may be seated at Board and/or business meetings only by majority vote of the Board of Directors or membership, respectively. Voting should be done without those in question being in the room. B. Committee meetings 1. SCSCLS members 2. Appropriate persons invited by the committee chairmen. III. Motions A. Who may make motions 1. Any member of an assembly may make a motion. Members of the Board of Directors may make motions at Board meetings. Any SCSCLS member may make a motion at a general business meeting. 2. Members or committees wishing to have the Board consider an issue must submit a request for action to a Board member, who will present the issue to the Board in the form of a motion. Conduct of Business, Board, and Committee Meetings Revised 5/99

26 Bylaws & SCSCLS Standard Operating Procedures 26 B. Who may vote on motions Any member of the assembly may vote on motions at general business meetings. Board members may vote on motions at Board meetings. C. How motions are made 1. All motions, except those to adjourn, must be written down. The Secretary will supply motion forms. (See Appendix B for example.) 2. A motion is always introduced in the form, "I move that..." followed by a statement of the proposal. D. Progression of a motion 1. After a member introduces a motion, another member must second it. This indicates that the member seconding the motion wishes the matter to come before the assembly for consideration, not that he/she is in favor of the motion. The name of the person seconding the motion is also recorded on the motion form. Before any motion may be debated, it must be seconded. If a motion is not seconded, the motion falls to the ground or is not considered for the lack of a second. The motion does not appear in the minutes. 2. After a motion is seconded, the President/Chairman states the motion. Then, the issue may be debated. 3. At the conclusion of the debate/discussion, the President/Chairman proceeds to take the vote by announcing, "All those in favor of the motion say 'AYE'." Following response from the assembly, the President/Chairman says, "Those opposed say 'NO'." If the President/Chairman cannot determine from the volume of voices which way the majority has voted, he/she may ask members to indicate their votes by raising hands or standing. 4. The President/Chairman then states whether the motion has passed or has failed and what action is to be done if the motion passes. E. The President/Chairman's Vote The President/Chairman should vote whenever his/her vote will affect the result. The President/Chairman can vote at the same time as everyone else but he/she doesn t have to. The President/Chairman s vote can break a tie vote or cause one. A tie vote will cause the motion to fail. F. Modification/Amendment of a motion Conduct of Business, Board, and Committee Meetings Revised 5/99

27 Bylaws & SCSCLS Standard Operating Procedures 27 In informal sessions a motion may be modified at any time before the vote is taken. If the assembly cannot reach a consensus, Robert's Rules of Order will be followed. IV. Quorum A. Board meetings: Bylaws, Article VI.D. "A quorum shall be a majority of voting members of the Board of Directors." If there is no a quorum, motions may be made and votes recorded. The President/Chairman will poll the absent members. This vote will be recorded in the minutes. B. Business meetings: Bylaws, Article VII.B. "A quorum for business meetings of this Society shall be 10% of the professional and emeritus members." If there is no quorum, no official business may be conducted; however, items may be presented for information. V. Sample agenda For the annual Business meeting, the minute s approval should be handled by a minute s committee or hold them until the next Board meeting rather than hold them to the next year s Business meeting. A. Call to order B. Introductions: acknowledgments of officers, invited guest and members. C. Announcements D. Approval of minutes 1. May be done by acclamation rather than formal motion 2. Minutes do not have to be read aloud as long as the members have enough time to read them 3. The President/Chairman should solicit corrections and the Secretary should make them before the minutes are approved. E. President s report if there is one F. Treasurer's report: See Treasurer's duties for format G. Committee reports 1. Agenda should list all committees with bylaws first then finance then awards and then others 2. Reports should be in writing using suggested format. Conduct of Business, Board, and Committee Meetings Revised 5/99

28 Bylaws & SCSCLS Standard Operating Procedures 28 H. Special appointment chairs and their reports 1. Agenda should list all committees 2. Reports should be in writing using suggested format. I. P.A.C.E. Administrator 1. Reports should be in writing using suggested format 2. Reports should include titles, dates, locations, co-sponsors, etc. of programs. J. Special reports 1. Reports should include temporary positions, events task force, and ad hoc committee reports, such as spring and fall meetings. 2. Reports should also include regional and national meetings, events, and concerns. 3. Reports should include any other state concerns. K. Unfinished business and general orders: any unresolved matters or general orders postponed from the last meeting which have not been covered in reports L. New business: matters not covered in reports which require action M. Adjournment VI. Suggested report format A. To whom the report is directed, i.e. Board of Directors, SCSCLS Membership, specific committees, title of person, etc. B. Date submitted C. Summary of plans and/or activities, including dates, explanation and summary of results. D. Concerns, problems, and/or issues. E. Requests for action from the SCSCLS Board of Directors or membership F. Signature, office and title of person submitting report Conduct of Business, Board, and Committee Meetings Revised 5/99

29 Bylaws & SCSCLS Standard Operating Procedures 29 DUTIES OF THE BOARD OF DIRECTORS

30 Bylaws & SCSCLS Standard Operating Procedures 30 Duties of the Board of Directors I II Composition: The Board of Directors are empowered to act for the organization and is composed of the President, President-Elect, Past President, Secretary, Treasurer, Area Directors, Publications Editor, Web Master, Student Representatives from each Area, and Finance Chairman. The Board of Directors may appoint such other committees it deems necessary to conduct business. Duties A. Governance 1. Directs the day-to-day business of the Society to meet its purpose 2. Assures compliance with Bylaws and Operating Procedures of the Society 3. Presents proposed Bylaws changes to the membership for approval 4. Follows Robert's Rules of Order in conducting business and voting motions at Board meetings 5. Approves changes to the SCSCLS Standard Operating Procedures 6. Makes motions in response to recommendations for action by the members 7. Supports functions of the Society by their presence and participation 8. Serves as liaison between the Board of Directors and two or more of the following committees and positions Student Coordinator Government Liaison Professional Affairs Spring Meeting Historian Librarian Scientific Assemblies Elections Leadership Development Membership Development Awards/Scholarship Publications - newsletter & Web Finance PACE Administrator Bylaws/SOPs Nominations (The President shall appoint the liaison from the Board of Directors.) 9. Submits written reports of liaison assignments to the Board at its meetings

31 B. Fiscal 10. Selects city for general membership meeting(s) (may be held in conjunction with spring meeting). 1. Is responsible for the financial status of the Society 2. Presents budget to membership for approval 3. Amends the budget during the fiscal year as needed to serve the interests of the Society 4. Determines investiture of funds 5. Approves advancement/reimbursement of non-budgeted expenses 6. The annual use of per diem limits and mileage rates each year as resources are available and at the discretion of the board. You may receive more or less reimbursement depending on the need or location of the event. C. Communications 1. Inform members of national and regional occurrences, concerns, and calls for action. 2. Responds to concerns of the members 3. Determines appearance, frequency of publication, and content of the SCSCLS newsletter. 4. Approves all official Society logos, letterheads, or other items using the Society name. D. Education: Provides mechanism for continuing education opportunities for members E. Appointments 1. Approves appointment of Publications Editor, Web Master and committee chairmen 2. Fills vacancies of elected positions 3. Assists the President with national and state Omicron Sigma nominations and state Certificate of Recognition nominations. 4. The Board of Directors may appoint such other committees it deems necessary to conduct business. Duties of the Board of Directors Revised 7/11

32 Bylaws & SCSCLS Standard Operating Procedures 32 I. State President Duties A. Board and business meetings 1. Prepares an agenda for all meetings and presides over those meetings or designates another to preside performing the duties generally understood to be presidential 2. Calls special meetings of or holds conference calls with the Board and calls general business meetings in an emergency 3. Appoints Chairmen for Scientific Assemblies and committees as outlined in SOPs. Appoints committee members (including Chairman of conventions) for committees as necessary. 4. Advises and/or consults with general chairmen on overall arrangements for state meetings 5. Requests annual reports from each officer and committee chairman; compiles and edits these reports into an annual report of this Society to be presented to the membership at the annual business meeting in the spring. The annual report is also to include: financial statements, motions passed by the Board of Directors, minutes from general business meetings, and names of members and nonmembers honored by the Society. (See Appendix C1.) 6. Conducts the induction ceremony for the newly elected officers, Board members, and representatives B. Communications 1. Apprises officers and committee chairmen of their duties and responsibilities 2. Apprises President-Elect of activities and suggestions for the coming year so as to acquaint him/her with societal matters 3. Forwards information and concerns to appropriate officers and committee chairmen 4. Sends a copy of all official communications (written on SCSCLS stationery) to SCSCLS officers and, when necessary, the remaining SCSCLS Board members and committee chairmen. 5. Prepares President's column for publication in the SCSCLS newsletter. Sends information to the membership through the President's Letter. President Duties Revised 5/1/08

33 Bylaws & SCSCLS Standard Operating Procedures Prepares and mails President's Letter with a minimum of 2 letters per term of office. This letter should alternate with the newsletter publication. 7. Apprises the Regional Director and the ASCLS Executive Office of matters concerning this Society. C. Miscellaneous 1. Is the Chief Executive and represents the Society at all times (or appoints a representative where appropriate) for a term of two years and takes office. The President-Elect will preside over meetings in the absence of the President. The President-Elect for the remainder of the unexpired term shall fill a vacancy in the office of President. The office of President-Elect shall remain vacant until the next annual meeting of this Society when a President-Elect shall be elected for a two-year term. In the event of the simultaneous removal of the President and President-Elect during their term of office, the immediate Past President shall become the President for the remainder of the unexpired term. The office of President-Elect shall remain vacant until the next annual meeting of this Society when a President and President-Elect shall be elected for a two-year term. 2. Consults when necessary with advisors or counselors (financial, legal, etc.), other SCSCLS officers, and when appropriate, ASCLS officers, before making significant decisions. 3. Assigns Board of Director liaison positions and appoints committee chairmen, with the exception of the Nominations, Elections, and Bylaws and SOPs Committees. With the approval of the Board of Directors or the membership, he/she shall appoint such special committees as needed. 4. Keeps abreast of all committee activities and serves as an ex-officio member of all committees except the Nominations and the Elections Committees 5. Sends expression of sympathy as needed, not to exceed $35.00 (memorials are preferred). 6. Coordinates State Omicron Sigma and other nominations and awards (see Awards Committee) 7. Completes signature cards for signing checks when the Treasurer is not available 8. Submits budget requests for the next fiscal year to the Finance Committee by January 15th 9. Becomes familiar with the Bylaws and SOPs of this Society. President Duties Revised 5/1/08

34 Bylaws & SCSCLS Standard Operating Procedures 34 II. 10. Acts with the Membership Development Chair as Leadership Development cochair, sending letters etc. to newspapers, ASCLS and employers as the LDC sees fit. Regional A. Serves as a voting member of Region III Council B. Attends the Region III Council meetings and submits written reports on state activities. (See Appendix C2.) C. Obtains invoices from Region III Treasurer for the payment of Region III dues. Sends invoices to SCSCLS Treasurer for payment. D. Informs Region III Director of all officers and committee chairmen E. Sends a copy of all official communications with ASCLS National office/officers to Region III Director F. Submits an annual report to Region III Director for inclusion in report to the House of Delegates G. Promotes Region III meetings and seminars, assisting with meetings when possible. III. National A. Serves as Chairman of the state delegation at the ASCLS national meeting. (Refer to Delegate Handbook in the Appendix.) B. Attends President's Council meetings at the ASCLS national meeting C. Informs delegates of duties for the ASCLS national meeting D. Informs ASCLS of all officers and committee chairmen E. Submits to ASCLS forms for 1. Omicron Sigma nominees 2. Member of the Year nominee 3. State Leadership list 4. Keys to the Future. F. Serves as state contact person for the ASCLS national office. G. Authorizes treasurer to send $50 PAC to ASCLS for the White Elephant gift President Duties Revised 5/1/08

35 Bylaws & SCSCLS Standard Operating Procedures 35 from SC each year for the national meeting. President Duties Revised 11/05

36 Bylaws & SCSCLS Standard Operating Procedures 36 I. State Past President Duties A. Serves as a consultant to the President B. Serves as Chairman of the Nominations Committee C. Serves as Chairman of the Bylaws and SOPs Committee D. Writes "thank you" letters to out-going committee chairmen and others as appropriate E. Works with Awards Committee Chairman to budget and secure a plaque or memento to be presented to the President at the spring meeting F. Submits budget requests for the next fiscal year to the Finance Committee by January 15 th for the Nominations Committee and the Bylaws and SOPs Committee G. Submits an annual report to the President H. Serves as Board liaison to committees designated by the President I. Becomes familiar with the Bylaws and SOPs of this Society. II. Regional None III. National None. Past President Duties Revised 11/96

37 Bylaws & SCSCLS Standard Operating Procedures 37 I. State President-Elect Duties A. Board and business meetings 1. Studies the Bylaws, SOPs, and reports of past meetings. 2. Serves as parliamentarian 3. Presides at general business meetings and Board of Director meetings in the absence of the President or when the President otherwise relinquishes the chair. (Note the attendance rule that applies to members of the Board of Directors - Duties of the Board of Directors.) 4. Serves as Board liaison to the committees designated by the President 5. Chairs the Elections Committee 6. Submits budget requests for the next fiscal year to the Finance Committee by January 15 th 7. Submits an annual report to the President 8. Appoints General Chairman for the annual meeting(s) to be held during his or her term as President 9. Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) 10. Becomes familiar with the Bylaws and SOPs of this Society. B. Preparation for Presidency to take office in July 1. Makes as many plans as possible for the ensuing year by becoming familiar with the duties of the office of President 2. Succeeds to the office of President in the event the President vacates because of his/her death, resignation, or total disability. Should this occur, the office of President-Elect would remain vacant until the next annual meeting of this Society when both a President and President-Elect would be elected for terms of two years. President-Elect Duties Revised 11/07

38 Bylaws & SCSCLS Standard Operating Procedures Becomes familiar with the activities of the various committees. Considers members for committee appointments for the ensuing year. 4. Becomes familiar with the services and materials available from the ASCLS national office II. Regional A. Becomes familiar with Region III goals and Region III Council guidelines B. Serves as a voting member of the Region III Council C. Attends Region III Council meetings. III. National A. Serves as a member of the state delegation at the ASCLS national meeting B. Attends ASCLS Board meetings and President's Council at the ASCLS national meeting. President-Elect Duties Revised 11/07

39 Bylaws & SCSCLS Standard Operating Procedures 39 President-Elect Elect Duties I II III IV Attends President s Council at the ASCLS national meeting and sits in the gallery with the other members Serves as an automatic delegate to the ASCLS national meeting in the year of election Meets with President, President-Elect, and other officers to learn current goals, objectives, activities, and protocol of state and national organizations. Becomes familiar with the Bylaws and SOPs of this Society. President-Elect Elect Revised 5/99

40 Bylaws & SCSCLS Standard Operating Procedures 40 I. State A. Board Member Secretary Duties 1. Serves a three year term as Secretary at all meetings of the Board of Directors and membership of this Society or and takes office. (Note the attendance rule that applies to members of the Board of Directors - Duties of the Board of Directors.) In the event of a vacancy in the office, the President shall appoint an interim Secretary with Board approval. The Board of Directors shall elect the replacement by a majority vote to serve until the next annual meeting when the membership shall elect a member to fill the unexpired term. (See Election procedures) 2. Keeps in permanent form a record of minutes taken at meetings of the Board of Directors and of the membership of this Society 3. Becomes familiar with the Bylaws and SOPs of this Society 4. Serves as Board liaison to committees as designated by the President 5. Keeps abreast of national concerns and activities 6. Submits budget requests for the next fiscal year to the Finance Committee by January 15th 7. Coordinates with the President to make arrangements for Board meetings, including announcements, facility, and refreshments. B. Scribe duties 1. Prepares and maintains a file of Board and general business meeting minutes with attachments (See Appendix D) 2. Forwards a copy of the general business meeting minutes to the President for inclusion in the annual report 3. Maintains a record of attendance of all official meetings (See Appendix E) 4. Requires motion forms to be submitted as motions are entertained. (See Conduct of Business, Board, and Committee Meetings.) 5. Mails or s minutes of Board meetings at least thirty (30) days prior to the next Board meeting to the Board of Directors and committee chairmen. Also, Secretary Duties Revised 5/05

41 Bylaws & SCSCLS Standard Operating Procedures 41 prepares sufficient number of copies for distribution at the meeting. 6. Writes all correspondence as requested by the Board or President. (Official correspondence shall be written on SCSCLS stationery using the official SCSCLS logo.) 7. Maintains file of all official correspondence 8. Maintains listing of all motions and recommendations from the Board and general business meetings. At the end of the fiscal year, he/she gives this list to the outgoing President (Chairman of the Bylaws and SOPs Committee). 9. Provides to the Librarian at the end of the fiscal year, original copies of all minutes and attachments in chronological order. 10. See Robert s Rules of Order for further explanation of required duties. II. Regional None III. National None. Secretary Duties Revised 5/05

42 Bylaws & SCSCLS Standard Operating Procedures 42 I. State A. Board member Treasurer Duties 1. Serves a three year term as a Board member or and takes office. (Note the attendance rule that applies to members of the Board of Directors - Duties of the Board of Directors.) In the event of a vacancy in the office, the Board of Directors shall consider a candidate from the slate of nominees from the preceding election or the President will appoint an interim Treasurer in their selection for a replacement. The Board of Directors shall elect or approve replacement by a majority vote to serve until the next annual meeting when the membership shall elect a member to fill the unexpired term. 2. Becomes familiar with the Bylaws and SOPs of this Society 3. Serves as Board liaison to committees as designated by the President 4. Keeps abreast of national concerns and activities 5. Is assisted and advised by the Finance committee on financial matters of the Society. Assists also in setting per diem expense limits for next fiscal year with approval at the winter Board meeting 6. Submits budget requests for the next fiscal year to the Finance Committee by January 15th 7. Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) 8. Serves as an ex-officio member of the Finance Committee to assist in preparing and monitoring the budget. B. Accounting 1. General a. Be under such bond as established by the Board of Directors b. Assures the receipt and expenditure of funds only in accordance with the approved annual budget and directives established by the Board of Directors Treasurer Duties Revised 9/08

43 Bylaws & SCSCLS Standard Operating Procedures 43 c. Maintains a ledger of the running balance of each line item budgeted d. Arranges for an annual review of the financial records if appropriate by a committee composed of the Chairman of the Finance Committee and two SCSCLS members (not on the Board) appointed by the Finance Committee Chairman. This shall be done in place of annual audit; however, any member of this Society with the approval of the Board of Directors may call for an audit at any time during the fiscal year. The Finance Committee will arrange the audit. The audit will cover the Treasurer s term of office. e. Provides a written financial statement to the Board of Directors at each regular meeting (see Appendix G2) f. Presents a written financial statement for the year to the membership at the annual business meeting (see Appendix G2) g. Pays all authorized debits upon presentation of a SCSCLS payment voucher form with receipts (see Appendix H) h. Provides advance payment for authorized debits upon receipt of SCSCLS payment voucher form. Advanced payment must be followed by return of the designated form with all receipts to the Treasurer. i. Assists the incoming Treasurer with the preparation of the financial records of this Society. All pertinent papers, forms, records, and information shall be transferred to the incoming Treasurer. (See Appendix G1.) j. Investigates investment options for money above the amount necessary for cash flow. Makes recommendations to the Board of Directors of SCSCLS. 2. Accounts a. General checking (1) Deposits in proper account all funds received. This includes gifts, contributions and monies from seminars. (2) Assures that the signature card for the general checking account is completed by the President and the Treasurer (3) Reconciles bank statements with checkbook and ledger as soon as bank statements are received Treasurer Duties Revised 9/08

44 Bylaws & SCSCLS Standard Operating Procedures 44 b. Special checking (state meeting[s]) (1) Assures that the signature card for the President, State Meeting General Chairman and the Treasurer complete the special checking account. (2) Secures fidelity bonding for the President, State Meeting General Chairman, and the Treasurer. (3) Assists State Meeting Chairman in the administration of the special account (4) Arranges as necessary for an internal audit of the special account following the closing of the books for each meeting. c. Special accounts or funds (1) Any excess moneys shall be put into a CD, bond, mutual fund, money market, or other account in an attempt to gain interest on the money. (2) We have lost monies from invested funds in the past when the economy went bad, and there were delays in the approval for moving the money to a safer account. In an effort to curtail this and have immediate action, it will only require approval of the current President, President Elect, Treasurer and Secretary to move these invested funds from account to account. Paperwork regarding the approval shall be maintained for seven (7) years at which point it can be destroyed. II. Regional Submits dues to Region III Treasurer upon receipt of invoice from the President III. National Deposits state dues received from ASCLS within five (5) days of receipt. Treasurer Duties Revised 9/08

45 Bylaws & SCSCLS Standard Operating Procedures 45 Area Directors I A Composition For the purpose of representation on the Board of Directors and to encourage District interest in Clinical Laboratory Science, the state is divided into three (3) geographic areas. 1. Area I shall consist of the following counties: Abbeville, Anderson, Cherokee, Edgefield, Greenville, Greenwood, Laurens, McCormick, Newberry, Oconee, Pickens, Saluda, Spartanburg, and Union. 2. Area II shall consist of the following counties: Aiken, Allendale, Bamburg, Barnwell, Calhoun, Chester, Chesterfield, Clarendon, Darlington, Dillon, Fairfield, Florence, Kershaw, Lancaster, Lee, Lexington, Marion, Marlboro, Orangeburg, Richland, Sumter, and York. 3. Area III shall consist of the following counties: Beaufort, Berkeley, Charleston, Colleton, Dorchester, Georgetown, Hampton, Horry, Jasper, and Williamsburg. B II. A One Director from each area is elected by the entire membership for a 3 year term or and takes office. In the event of a vacancy in the office of Area Director due to a change in residence to another area, or for other causes, the Board of Directors shall consider a candidate from the slate of nominees from the preceding election in their selection for a replacement. The Board of Directors shall elect by a majority vote a replacement to serve until the next annual meeting when the membership shall elect a member to fill the unexpired term. Responsibilities Board member 1. Becomes familiar with the Bylaws and SOPs of this Society. (Note the attendance rule that applies to members of the Board of Directors - Duties of the Board of Directors.) 2. Works closely and consults with the President 3. Serves as standing member of Membership Development Committee. Also acts as Liaison to other committees as designated by the President. 4. Keeps abreast of national concerns and activities Area Directors Revised 5/05

46 Bylaws & SCSCLS Standard Operating Procedures Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) 6. Selects national and state Omicron Sigma honorees 7. Submits annual report to the President 8. Submits budget request for the next fiscal year to the Finance Committee by January 15th 9. Transfers pertinent information concerning the Area and Board activities to his/her successor. This information should include previous annual reports, current listings of laboratories and members within the area, resource persons, program directors/education coordinators, Area meeting guidelines, and SCSCLS Bylaws and SOPs. 10. Becomes familiar with the Bylaws and SOPs of this Society. B Area 1. Plans Area continuing education a. Coordinates alone or with Area AHEC at least 2 area meetings/programs each year b. Provides Area meeting guidelines to local meeting coordinators. Specific Area Directors will organize, publicize, and implement the local meetings. (See Appendix I) c. Maintains communications with AHEC coordinators d. Contacts Program Directors/Education Coordinators regarding their needs e. Works with Scientific Assembly sections to plan continuing education programs 2. Communicates Area members' concerns to the leadership 3. Contacts new members in the area to encourage involvement in Societal activities 4. Contributes articles concerning area interests and activities to the Society's Area Directors Revised 5/05

47 Bylaws & SCSCLS Standard Operating Procedures 47 newsletter 5. Maintains current listings of laboratories and members within the area 6. Assists National Medical Laboratory Week coordinator. Area Directors Revised 5/05

48 Bylaws & SCSCLS Standard Operating Procedures 48 A committee is a miniature assembly of one or more persons that must meet together in order to transact business and usually one of its members should be appointed its clerk. A committee may appoint a subcommittee of its own members, unless the assembly determines otherwise. STANDING COMMITTEES

49 Bylaws & SCSCLS Standard Operating Procedures 49 Bylaws and SOPs Committee I Composition The Bylaws and Standard Operating Procedures (SOPs) Committee shall consist of three (3) professional or emeritus members. The Chairman shall be the immediate Past President of the Society or, in the case of his or her inability to serve is appointed by the President from Past Presidents. The term of the Chairman is one year. The President appoints the other two (2) members annually. II Responsibilities A. Maintains a current copy of the SCSCLS and ASCLS Bylaws and the master copy of the SCSCLS SOPs B. Keeps the SCSCLS Bylaws in compliance with ASCLS (The state has two years in which to revise the Bylaws after amendments are adopted at the ASCLS House of Delegates) C. Becomes familiar with the SCSCLS and ASCLS Bylaws in order to answer questions quickly and accurately D. Be responsible for printing and supplying copies of the SCSCLS Bylaws and SOPs to the membership at all meetings E. Submits budget requests for the next fiscal year to the Finance Committee by January 15th F. Amends Society Bylaws (Reference Bylaws Article XIV) 1. Amendments proposed by the membership a. A proposed amendment may be submitted in writing by any professional member and/or members of this Society, provided it is endorsed by at least three (3) professional or emeritus members. b. Six copies of all proposed amendments must be submitted to the SCSCLS Chairman of the Bylaws and SOPs Committee c. The Bylaws and SOPs Committee will make such changes as necessary to put the proposed amendment in proper form without effecting any change in the original meaning d. The proposed amendment is submitted with the Bylaws and SOPs Committee recommendation to the Board for approval Bylaws and SOPs Committee Revised 8/99

50 Bylaws & SCSCLS Standard Operating Procedures 50 e. Once approved by the Board, the Chairman of the Bylaws and SOPs Committee will submit four (4) copes to the Chairman of the ASCLS Bylaws Committee for review ninety (90) days before such approval is desired. f. In lieu of approval of proposed amendment(s) by the Board of Directors, at the request of the proponents, the Chairman of the Bylaws Committee shall submit such proposals to the ASCLS Bylaws Committee in accordance with the provisions of section (e) above. g. Upon receipt of approval by ASCLS Bylaws Committee, copies of the proposed amendment(s) shall be distributed to the membership at least thirty (30) days and not more than ninety (90) days before the scheduled business meeting at which the proposed amendments will be presented. h. Adoption of amendments to the Bylaws shall require two-thirds vote of the professional and emeritus members present at a scheduled business meeting of the Society. In lieu of prior publication, amendments to the Bylaws shall require unanimous vote for adoption. i. Within ninety (90) days of adoption of amendments to the Bylaws, the Secretary of SCSCLS shall transmit an official copy of the amended Bylaws to the Executive Office of ASCLS and the Chairman of the ASCLS Bylaws Committee. 2. Amendments proposed by the Bylaws Committee a. The Bylaws and SOPs Committee will submit proposed amendments to the Board for approval b. Once approved by the Board, the Chairman of the Bylaws and SOPs Committee will submit four (4) copies to the Chairman of the ASCLS Bylaws Committee for review ninety (90) days before such approval is desired. c. Upon receipt of approval by ASCLS Bylaws Committee, copies of the proposed amendments shall be distributed to the membership at least thirty (30) days and not more than ninety (90) days before the scheduled business meeting at which the proposed amendments will be presented. d. Adoption of amendments to the Bylaws shall require two-thirds vote of the professional and emeritus members present at a scheduled business meeting of the Society e. Within ninety (90) days of adoption of amendments to the Bylaws, the Secretary of SCSCLS shall transmit an official copy of the amendments Bylaws and SOPs Committee Revised 8/99

51 Bylaws & SCSCLS Standard Operating Procedures 51 G. Modifies Society SOPs to the Executive Office of ASCLS and the Chairman of the Bylaws Committee of ASCLS. 1. Reviews all Bylaws amendments to assure changes that impact the Standard Operating Procedures are incorporated into SOP revisions 2. Reviews all motions and recommendations from the previous fiscal year to assess their impact upon the SOPs 3. Takes direction from the Board of Directors on needed revisions to the SOPs 4. Presents all revisions of the SOPs to the Board of Directors for approval 5. Is responsible for printing and supplying copies of revisions to the Board of Directors and to the membership. H. Submits annual report to the President I. Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) J. Turns over all records to the President so that the new Chairman may have the benefit of the Committee's previous experience. Bylaws and SOPs Committee Revised 8/99

52 Bylaws & SCSCLS Standard Operating Procedures 52 I. Composition Elections Committee The Elections Committee shall consist of three (3) professional or emeritus members. The Chairman shall be the President-Elect of the Society. After the slate of officers has been determined, the Chairman shall appoint the other two members of the committee. These appointees cannot be nominees for office. In the case of the President-Elect's inability to serve, the President shall appoint, as Chairman, a Past President whose name is not on the ballot. II. Responsibilities A. Prepares official ballots after the slate of officers is determined by the Nominations Committee (See Appendix J) B. Conducts elections, including absentee balloting, as outlined in the election procedures. (See Appendix K.) C. Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) D. Maintains possession of the ballot box and passes it to the new Chairman as soon as the elections are final E. Coordinates with the Spring Meeting Chairman the time(s) for voting which are published for the membership F. Submits a written annual report to the President G. Becomes familiar with the Bylaws and SOPs of this Society. Elections Committee Revised 8/99

53 Bylaws & SCSCLS Standard Operating Procedures 53 Finance Committee I Composition A. The Finance Committee shall consist of three (3) professional or emeritus members appointed by the President, one member annually, each member to serve a three-year term. The President shall appoint the Chairman. B. The Society Treasurer shall serve as an ex-officio member of this committee. II Responsibilities A. Assists and advises the Treasurer and Board of Directors on financial matters of the Society. Assures that per diem expense limits for next fiscal year are approved at the winter Board meeting. B. Submits budget requests for the next fiscal year by January 15th C. Prepares a proposed budget for the forthcoming fiscal year. All financial requests must be submitted to the committee prior to January 15th each year. The committee will then consider all requests and formulate a proposed budget to be presented to the Board of Directors at the winter Board meeting. The budget shall be reviewed by the Board, which will make any additions, deletions, or recommendations, and then approve the proposed budget. D. Distributes proposed budget (approved by the Board) to the membership in the newsletter or in other mailings E. Presents the proposed budget (approved by the Board) to the general membership at the annual spring meeting for approval F. Reviews annually the financial records of the Society. Reviews are conducted by the Chairman of the Finance Committee and SCSCLS members (not on the Board) appointed by the Chairman. This review is done in place of an annual audit and will be reported only at the annual meeting. This should be noted on the Treasurer s report forms whether or not they are correct. G. Maintains and transfers to each new Chairman all applicable records H. Submits annual report to the President I. Becomes familiar with the Bylaws and SOPs of this Society Finance Committee Revised 8/99

54 Bylaws & SCSCLS Standard Operating Procedures 54 I. Composition Government Liaison Committee The Government Liaison Committee shall consist of three (3) professional or emeritus members appointed by the President. The President shall appoint the Chairman. II. Responsibilities A. Maintains and disperses all correspondence from ASCLS about Federal legislation concerning all phases of clinical laboratory science B. Maintains constant contact with the state legislature to maintain awareness of any legislation affecting all phases of clinical laboratory science C. Assures a representative of this Society is available to testify at appropriate state legislative committee or subcommittee meetings D. Forwards to ASCLS all pertinent legislative information at the state level E. Advises the President of contacts that should be made F. Submits budget requests for the next fiscal year to the Finance Committee by January 15th G. Submits annual report to President H. Chairman attends Board meetings and submits a written report to the Board I. Contributes articles for publication in the Society newsletter J. Becomes familiar with the Bylaws and SOPs of this Society K. Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) Government Liaison Committee Revised 8/99

55 Bylaws & SCSCLS Standard Operating Procedures 55 I. Composition Membership Development Committee The Membership Development Committee shall consist of at least three (3) professional or emeritus members appointed by the President. The President shall appoint the Chairman. The Area Directors are standing members of the Membership Development Committee and may fill the designated terms. II. Responsibilities A. The Chairman of the Membership Development Committee will maintain an up-to date record of the members of SCSCLS and their status. Sends a copy of membership listing/updates to Publications Editor as they are received. B. The Membership Development Committee Chairperson will assist the Area Director with mailing lists of members in each Area. The Membership Development Committee will provide ASCLS/SCSCLS applications and material to be distributed at the local meetings and provide certificates confirming attendance. C. The Membership Development Committee will provide to the members each year a directory of the members, their addresses, and membership categories. The directory may be distributed at Area or State meetings, in the newsletter, or in other mailings. The directory will include a listing of the SCSCLS leadership with telephone numbers, S.C. Education Coordinators' Program Directors with the addresses of their schools offering courses in clinical laboratory science. Assists Nomination Committee with this membership information. D. The Membership Development Committee is to encourage new and continuous membership through letters (see Appendixes L and M) to: 1. Students 2. Prospective members 3. Lapsed members 4. Members for recruitment of their fellow workers for membership and participation in SCSCLS activities 5. Welcome new members E. The Membership Development Committee will maintain a table or booth at meetings of the membership with information about ASCLS, membership applications, and SCSCLS Bylaws and SOPs. Membership Development Committee Revised 10/99

56 Bylaws & SCSCLS Standard Operating Procedures 56 F. Follows up on all nationally and regionally initiated membership programs G. The Chairman will submit a budget request for the next fiscal year to the Finance Committee by January 15th H. Maintains and transfers to the new Chairman all applicable records I. Submits annual report to the President. Report should include information on membership gain or loss, and activities sponsored to enhance membership. J. Becomes familiar with the Bylaws and SOPs of this Society K. Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) L. Contributes articles for publication in the Society's newsletter or on the web. M. The Chairman attends Board meetings and submits written reports to the Board. N. Acts with the President as Leadership Development co-chair, sending letters etc. to newspapers, ASCLS and employers as the LDC sees fit. Membership Development Committee Revised 10/99

57 Bylaws & SCSCLS Standard Operating Procedures 57 I. Composition Nominations Committee The Nominations Committee shall consist of at least three (3) professional or emeritus members. The Chairman shall be the Immediate Past President of the Society or, in the case of his or her inability to serve, appointed by the President from Past Presidents. The term of the Chairman is one (1) year. The other two (2) members are elected one year prior to serving on the committee for a one-year term. II. Responsibilities A. Announcement of offices Distributes nomination forms to the general membership in the newsletter or in another mailing at least sixty (60) days prior to the date of election (see Appendix N). B. Determination of eligible nominees 1. Verifies eligibility of nominees by using the most recent ASCLS membership listing or by calling the ASCLS Executive Office. A professional, student, or emeritus member of this Society shall be eligible to hold office. (See Membership Development Committee) 2. The newsletter Editor is appointed by the Board of Directors and may not hold an elected office, except as a member of the Nominations Committee, during the time he/she is Editor. Should the Editor be nominated, accept the nomination, and be elected to an office, he/she must resign the position of Editor. Another Editor will be appointed by the Board of Directors to serve a full, two-year term. 3. Submits names of nominees for consideration in the event of failure to obtain eligible nominees from the membership. C. Notification and obtaining of written consent of nominees prior to list of official candidates 1. Contacts all eligible nominees by mail indicating offices for which they may choose to become an official candidate (see Appendix O) 2. Obtains a written consent to run for office. Candidates may also be asked to send qualifications for office to be compiled and sent to the membership along with the official slate (see Appendix P). D. Presentation of official slate of candidates to membership Nominations Committee Revised 8/99

58 Bylaws & SCSCLS Standard Operating Procedures Presents to the general membership the official slate of candidates and their qualifications at least thirty (30) days prior to the date of election 2. Verifies eligibility of nominees when nominations are taken from the floor. Notifies the Election Committee of necessary revisions of the ballot. E. Submits a written annual report to the President F. Becomes familiar with the Bylaws and SOPs of this Society. Nominations Committee Revised 8/99

59 Bylaws & SCSCLS Standard Operating Procedures 59 I. Composition Professional Affairs Committee The Professional Affairs Committee shall consist of at least three (3) professional or emeritus members appointed by the President. The Chairman shall be appointed by the President and can be reappointed indefinitely. II. Responsibilities A. Personnel relations 1. Maintains a constant free flow of information from ASCLS to the membership concerning all phases of personnel relations, i.e., union activities, and employee/employer relations. 2. Makes available to any who desire, materials available from ASCLS to assist in helping to improve personnel relationships 3. Maintains contact with other Allied Health professional societies to improve relationships with other health care professionals 4. Maintains contact with the Government Liaison Committee and assists in communication of their activities for the membership. B. Public relations 1. Promotes and develops community understanding of the profession of clinical laboratory science 2. Develops and implements programs of action which will inform the public of the benefits derived from this profession and the health care field 3. Clarifies important health issues for both the membership and the community 4. Makes the news media aware of Clinical Laboratory Professionals and ASCLS by printing news releases concerning society activities and professional contributions of members who are part of the health care team 5. Forwards to ASCLS all publications, notices, proclamations and articles concerning clinical laboratory science and its relationships to the community and other health care professions. 6. Makes certain that a photographer is arranged for at spring meeting and otherwise when necessary. Coordinates with the Hospitality Chairman of Professional Affairs Committee Revised 8/99

60 Bylaws & SCSCLS Standard Operating Procedures 60 the spring State meeting. C. National Medical Laboratory Week (NMLW) 1. Acts as state NMLW Coordinator 2. Organizes statewide activities 3. Refers to the current A Guide to the Promotion of Your Profession and National Medical Laboratory Week for specific responsibilities (Guide provided by ASCLS to the state President.) 4. Submits to the ASCLS National Office the NMLW evaluation form. D. Career recruitment 1. Develops and provides career recruitment materials and maintains these materials for use at exhibits 2. Attends or assists schools with their career days 3. Maintains an up-to-date listing of schools of laboratory medicine in S.C. with names of the coordinators. III. General A. Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) B. Submits annual report to the President C. Submits budget request for next fiscal year to Finance Committee by January 15 th D. Becomes familiar with the Bylaws and SOPs of this Society. Professional Affairs Committee Revised 8/99

61 Bylaws & SCSCLS Standard Operating Procedures 61 SPECIAL APPOINTMENT

62 Bylaws & SCSCLS Standard Operating Procedures 62 I. Composition Historian and Librarian An active SCSCLS member from any category of membership selected by the President to serve a term of at least two (2) years and can be reappointed as determined by the existing President II. Responsibilities as Historian A. Maintains a roster of officers, including dates of office, and a copy of each issue of the newsletter. B. Writes a narrative each year of the previous year's Society activities. The President's annual report may be used for reference. III. Responsibilities as Librarian A. Maintains current lists of all equipment and important documents purchased by, donated to, or obtained by the Society. 1. The equipment list should include 2. Name of item 3. Date of purchase or donation (include name of donor) 4. Serial number 5. Location. B. Provides a copy of these lists to the Treasurer for inclusion in the annual report C. Stores and maintains records when necessary (SCSCLS charter, Board meeting minutes, copies of newsletter, etc. D. Relinquishes all records and material to the next Librarian at the appropriate time IV. Other duties A. Submits budget request for the next fiscal year to the Finance Committee by January 15 th B. Submits a written annual report to the President Historian and Librarian Revised 5/05

63 Bylaws & SCSCLS Standard Operating Procedures 63 C. Becomes familiar with the Bylaws and SOPs of this Society. V. SCSCLS supplies and documents A. SCSCLS Charter B. SCSCLS Board/Business meeting minutes C. Listing of SCSCLS (formerly SCSMT) Past Presidents which is in the Bylaws and SOPs book Historian and Librarian Revised 5/05

64 Bylaws & SCSCLS Standard Operating Procedures 64 P.A.C.E. Administrator I Composition A. Selection and term of service The SCSCLS President for a minimum of two years appoints a professional or emeritus member of SCSCLS and reappointment is possible for an indeterminate number of years. Appointment to the state position is also an appointment to a subcommittee of State Provider Administrators of the ASCLS P.A.C.E. Committee. B. Qualifications 1. The Administrator should have experience with behavioral objectives and must have a primary interest in the provision of continuing education to clinical laboratory personnel 2. Provider Administrator must complete the Provider Application form and submit the required documentation to the P.A.C.E. Committee prior to assuming any responsibilities 3. The Administrator must meet criteria outlined in the current Criteria and Procedures for Provider Status Approval (Guideline provided by ASCLS). II Responsibilities A. Maintains the state's Provider status according to P.A.C.E. current guidelines B. Serves as a resource person regarding P.A.C.E. policies and procedures. Answers questions and assists members of the state Society with the P.A.C.E. program. C. Serves as a communication link between SCSCLS members, program presenters, and the Region III representative. D. Maintains a supply of P.A.C.E. material for use by SCSCLS as appropriate E. Maintains an updated Policy and Procedure manual F. Follows guidelines below when a program is submitted for approval 1. Reviews program request according to established criteria 2. Decides if P.A.C.E. credit can be granted 3. Assigns a Program Number P.A.C.E. Administrator Revised 5/99

65 Bylaws & SCSCLS Standard Operating Procedures Logs in programs periodically as required in current guidelines. 5. Completes instructions for moderators and provides signature forms 6. Mails the following to the Program Chairman or to the person sponsoring the program: a. CEU recording forms b. Provider signature form c. Instructions for moderators d. Program title/number cards 7. After the program is given a. Receives the signature form and CEU recording forms b. Reviews evaluations. Any program receiving an unusual number of unsatisfactory marks must be brought to the attention of the Regional Representative. c. Keeps records of CEU recording forms d. Mails a copy of the log to the Regional Representative on a quarterly basis e. Mails CEU forms to ASCLS Executive Office no later than 30 days after completion of the program. The signature form must accompany all CEU forms sent for recording. G. Submits a written annual report to the President H. Becomes familiar with the Bylaws and SOPs of this Society. P.A.C.E. fees should be a yearly line item on the budget. P.A.C.E. Administrator Revised 5/99

66 Bylaws & SCSCLS Standard Operating Procedures 66 Publications Editor I Composition An active SCSCLS member from any category of membership selected by the President and approved by the Board of Directors to serve for a term of two (2) years and may be reappointed for one term, but may not serve more than two consecutive terms. II Responsibilities A. Board member 1. Serves as a member of the Board of Directors 2. Becomes familiar with the Bylaws and SOPs of this Society 3. Keeps abreast of national concerns and activities 4. Takes notes at business and Board meetings and assists the Secretary with the preparation of minutes. (See the Secretary duties) B. Collection of information Each officer of this Society is charged with the responsibility of communicating to the membership. The editor may assist in this communication process by allowing these officers to contribute articles to the newsletter. However, the editing of all news items is the responsibility of the Publications Editor. It is recommended that the following information submitted by the officers be included in the newsletter throughout the year. 1. State Society business a. Nominations Committee Chairman (Past President) provides (1) Nominations form for officers and delegates (at least 60 days prior to annual business meeting) (2) Slate of officers (at least 30 days prior to annual business meeting) b. Election Committee Chairman (President-Elect) provides election winners c. President provides Publications Editor Revised 05/05

67 Bylaws & SCSCLS Standard Operating Procedures 67 (1) Officers with addresses and phone numbers (2) President's column (3) Annual report d. Area Directors provide Area Directors' reports e. General Chairman provides Fall and Spring meeting publicity f. Membership Development Committee Chairman provides (1) Membership directory (2) Membership statistics and campaigns g. Past President provides proposed Bylaws and/or SOP changes h. Finance Committee Chairman provides proposed and final annual budgets i. Awards and Scholarship Committee Chairmen provide awards and scholarship announcements, applications and winners. Submits names of recipients for all awards to the Publication Editor and distributes award information to the Publication Editor. (See Appendix U1 and U2 for examples.) j. Professional Affairs Committee Chairman provides professional relations activities to include: 1) employee-employer relations, 2) union activities, 3) relations with other allied health societies, 4) career recruitment activities and 5) National Medical Laboratory Week activities and form for ordering supplies. 2. Board meetings a. Secretary and Editor will provide minutes or listing of motions and recommendations passed and summary of major concerns, discussion and/or activities. b. Treasurer will provide Treasurer's report c. Committee Chairmen will provide their Committee reports 3. Education Publications Editor Revised 05/05

68 Bylaws & SCSCLS Standard Operating Procedures 68 C. Editing a. Coordinators will provide any pertinent education from their schools b. Area Directors and Chairman of the Education Section of the Scientific Assembly will provide continuing education programs being presented in the state. 4. Region III 5. ASCLS a. President, President-Elect and Regional Directors will provide council meeting reports and a seminar (every three years) b. Regional Director will provide Director's report. a. President and President-Elect provides announcements and business b. Delegates provide delegate reports from national meeting c. Government Liaison Committee Chairman provides government activities. The Editor and his/her staff will set priorities of items to publish and re-write articles as space indicates D. Publishing 1. Efforts should be made to publish The Probe as inexpensively as possible while maintaining a quality appearance 2. Budgets for the next fiscal year should always be submitted to the Finance Committee by January 15th for presentation to the Board and acceptance by the membership at the annual business meeting. The number of issues must be determined before a budget request is made so that estimates can be as exact as possible. It is recommended that there be at least four (4) issues each year. E. Distributing 1. Continuous up dating of the mailing list is essential. As the Membership Development Chairman from ASCLS receives membership listings, they will be sent to Publications Editor and used to update the mailing list. (See ASCLS web Publications Editor Revised 05/05

69 Bylaws & SCSCLS Standard Operating Procedures 69 F. General site for list via password from MDC) 2. Newsletters are distributed to: a. All members of SCSCLS b. President of ASCLS c. Executive Director for ASCLS d. All clinical laboratories (hospitals, private offices, blood banks, etc.) in S.C. e. Regional Director f. Members of Region III Council g. SCSCLS Librarian and Historian 3. When finances allow, newsletters should be sent to a. Schools of clinical laboratory science (sent in bulk to Education Coordinators for distribution) b. Presidents of all constituent societies (names and addresses available from the President) c. Editors of all state publications (names and addresses available from the President) 4. Yearly bulk mail permit must be renewed in January. 1. Compiles a notebook of activities, expenses, and assorted tricks of the trade for passing on information to the next Editor. It is suggested that at the change of terms, the two Editors work together for the new editor's first issue. 2. Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) Publications Editor Revised 05/05

70 Bylaws & SCSCLS Standard Operating Procedures Keeps a copy of all issues and turns them over to the next Editor (The Librarian and Historian also keep past issues of the newsletter) 4. Submits annual report to the President Publications Editor Revised 05/05

71 Bylaws & SCSCLS Standard Operating Procedures 71 Web Master I Composition An active SCSCLS member from any category of membership selected by the President and approved by the Board of Directors to serve for a term of two (2) years and reappointment is possible for an indeterminate number of years II Responsibilities A. Board member 1. Serves as a member of the Board of Directors 2. Becomes familiar with the Bylaws and SOPs of this Society 3. Keeps abreast of national concerns and activities 4. Takes notes at business and Board meetings and assists the Secretary with the preparation of minutes. B. Collection of information Each officer of this Society is charged with the responsibility of communicating to the membership. The web master may assist in this communication process by allowing these officers to contribute articles to the web page. However, the editing and updating of the web page is the responsibility of the Web master. It is recommended that the following information submitted by the officers be included on the web page throughout the year. 1. State Society business a. Election Committee Chairman (President-Elect) provides election winners b. General Chairman provides Fall and Spring meeting publicity c. Past President provides proposed Bylaws and/or SOP changes d. Awards and Scholarship Committee Chairmen provide awards and scholarship announcements, applications and winners. 2. Education Web Master Revised 8/99

72 Bylaws & SCSCLS Standard Operating Procedures 72 C. Editing Area Directors and Chairman of the Education Section of the Scientific Assembly will provide continuing education The Web master and his/her staff will set priorities of items to publish on the web page and re-write articles as space indicates D. Publishing E. General 1. Efforts should be made to publish The SCSCLS Web Page as inexpensively as possible while maintaining a quality appearance 2. Budgets for the next fiscal year should always be submitted to the Finance Committee by January 15th for presentation to the Board and acceptance by the membership at the annual business meeting. It is recommended that the page be updated with in 72 hours after the information is received. 1. Compiles a notebook of activities, expenses, and assorted tricks of the trade for passing on information to the next Web master. It is suggested that at the change of terms, the two Web masters work together for the new web master's first update of the web page. 2. Sends a copy of all official correspondence he/she has (with SCSCLS members; SCSCLS committee chairmen; and appropriate ASCLS Officers, Executive office, and committees) to the SCSCLS President. (Official correspondence shall be written on SCSCLS stationery.) 3. Submits annual report to the President. Web Master Revised 8/99

73 Bylaws & SCSCLS Standard Operating Procedures 73 I. Composition Student Coordinator The SCSCLS President for a minimum of one year appoints a professional or emeritus member of SCSCLS and reappointment is possible for an indeterminate number of years II. Responsibilities A. Contacts Education Coordinators at all MT and MLT schools in South Carolina B. Educates students in MT and MLT schools to ASCLS and SCSCLS C. Recruits student members D. Coordinates activities for student Fall Fest and Student Bowl. President may appoint another member to serve as Chairman for these activities. E. Authorized to spend budgeted amount of funds for student events following coordination with President and Treasurer F. Submits annual written report to the President. Student Coordinator Revised 5/99

74 Bylaws & SCSCLS Standard Operating Procedures 74 Scientific Assembly I. The President of SCSCLS has the authority to appoint, with the approval of the Board of Directors, Chairmen for the following Scientific Assembly sections: Administration/Consultation, Biochemistry/Urinalysis, Education, Hematology/Hemostasis, Immunology, Immunohematology, Industry, Microbiology, and Phlebotomy II. Duties and Responsibilities: A. Identify members with expertise in their specialty B. Develop list of educational materials. May obtain assistance or materials from technical and technology programs. May work with Area Directors and area AHECs C. Work with Area Directors to provide and publicize opportunities for continuing education D. Maintain a talent bank file and section notebook E. Serve as a facilitator for the sharing of information regarding rules and regulations pertaining to the various specialties F. Establish a communication system through the Society newsletter G. Serve as a source for and provide input as needed for questions for student bowl, speakers for annual meetings, etc H. Submit goals and activities to the President I. Provide documented nominations for Scientific Assembly Award to State Award Chairman J. Becomes familiar with the Bylaws and SOPs of this Society K. Submits a written annual report to the President. Scientific Assembly Revised 8/99

75 Bylaws & SCSCLS Standard Operating Procedures 75 PROCEDURES AND GUIDELINES

76 Bylaws & SCSCLS Standard Operating Procedures 76 SCSCLS General Meeting Guidelines Purpose: To define the composition and function of the committees and the duties and responsibilities of the committee Chairmen. In the event of a joint meeting with another organization, joint-meeting guidelines shall be used. See Appendix Q for planning schedule. Convention Committee I General Chairman A. Shall be a member of SCSCLS and shall be appointed by the SCSCLS President serving during the meeting. (It is suggested that this appointment be made during his/her tenure as President-Elect.) All efforts should be made to select a Chairman residing within a fifty-mile radius of the meeting site. B. Shall also be responsible for appointing the chairmen of the remaining committees C. Administers the special convention checking account D. Completes application for binding supplies by the Treasurer E. Selects a facility with adequate space for exhibits, scientific sessions, workshops, business meetings, social events, and coffee breaks. F. Negotiates a contract with the facility covering the following areas 1. Sleeping room (rates and numbers reserved to include complimentary rooms, advance registration cards, room reservation deadline, check-in and check-out times). 2. Meeting rooms (number available must be at least 6, room style, furniture available, combination of break-outs, complimentary A/V equipment available, fee schedule for the space). 3. Exhibit space (space and layout available - 8 x 10 with aisles, decorating service, power requirements, additional fees for power needs, signs for the booths, loading dock availability, times and dates for set-up and breakdown of exhibits, security). SCSCLS General Meeting Guidelines Revised 05/05

77 Bylaws & SCSCLS Standard Operating Procedures Catering: Corkage fee for wine, menus, relationship of number of food functions and the fee for the meeting rooms, does the number of people attending influence the fee, tax and gratuities of food. 5. Signs hotel contract and approves all expenditures 6. Coordinates activities of all committees and works with the Chairmen to establish exhibitor and registration fees 7. Prepares a budget based on input from all committees. Previous years' meeting expenses may be used as a guideline. 8. Sends the President progress reports 9. Prepares a final report for presentation to the Board. Also assists the Treasurer in reconciling the books and bank statements. II Program Chairman A. Determines topics for scientific sessions and workshops. Works with other committee Chairmen to establish a theme for the meeting. B. Schedules scientific sessions and workshops C. Arranges for keynote speaker D. Arranges for speakers (See Appendix R) E. Obtains for the speakers all audio-visual needs and desired room arrangements F. Identifies limited enrollment programs G. Applies for P.A.C.E. approval if appropriate and works with the state P.A.C.E. Administrator where needed. Programs and workshops with P.A.C.E. approval should be identified appropriately in the preliminary program (if possible) and final program. H. Supplies all necessary forms for P.A.C.E. participants I. Arranges exhibit times J. Determines times for lunch and coffee breaks SCSCLS General Meeting Guidelines Revised 05/05

78 Bylaws & SCSCLS Standard Operating Procedures 78 K. Provides time and space for student sessions L. Provides time and space for elections (spring meeting only). Election time and location of poll shall be printed in the preliminary and final program. M. Provides time and space for business meeting to accept nominations and time and space for general business meeting N. Coordinates registration times with the Registration Committee and all social functions with the Hospitality Committee O. Supplies the Registration Committee with the names of all workshop speakers, keynote speaker, and exhibitors for the preparation of their registration packets. All pertinent information including reimbursement forms shall be included in this packet. P. Designs preliminary and final program and interfaces with the printer Q. Works with the Exhibit Chairman to assure signs are provided to identify workshop locations R. Arranges for the introduction of state officers at the opening session S. Arranges for moderators at all sessions to introduce speakers, distribute P.A.C.E. forms, and aid speakers with handouts, etc. T. Coordinates the purchase of token gifts for speakers and workshop coordinators. III Exhibit Chairman A. Compiles a list of potential exhibitors using information form past state, regional, and national meetings. B. Sends initial exhibitor information ten (10) months in advance of the meeting. The letter should include 1. Date and site of meeting 2. Exhibit fee 3. Floor plan of exhibit area 4. Statement of exhibitor policies SCSCLS General Meeting Guidelines Revised 05/05

79 Bylaws & SCSCLS Standard Operating Procedures Attendance at previous meetings and anticipated attendance 6. Exhibit hours 7. Set-up and dismantling time 8. Check payment instructions 9. Reply date for inclusion in printed program. C. Contracts services with exhibit hall decorator to include 1. Set-up date and time 2. Price for booth construction, 3. Price for additional chairs, tables, etc. 4. Price for sign construction 5. Dismantling date and time. D. Acknowledges receipt of exhibitor fees. Turns checks over to the General Chairman. E. Obtains a plan and description of exhibit area from site facility to include electrical capabilities F. Coordinates plans with the Hospitality Chairman for social event at exhibit opening G. Provides name of exhibitors to program Chairman for inclusion in preliminary and final printed program H. Coordinates exhibit hours with Program Chairman to prevent conflicts between seminar hours and exhibit hours I. Obtains vendor ranking from Industry Scientific Assembly Chairman. Vendors are assigned choice booth locations in the exhibit hall based upon this ranking. J. Provides exhibit booth location layout to Program Chairman for the inclusion in the final program SCSCLS General Meeting Guidelines Revised 05/05

80 Bylaws & SCSCLS Standard Operating Procedures 80 K. Arranges for twenty-four (24) hour security coverage for the exhibit hall if not provided by the facility L. Provides exhibitor names to Registration Chairman for the preparation of registration packets M. Welcomes each exhibitor and helps them to locate their assigned booth N. Provides exhibitors with number of registrants for their reports O. Writes letters of appreciation to exhibitors and includes dates and site of next meeting if available. IV Registration Chairman A. Designs a registration form to be printed in the preliminary program. The form shall include 1. Registration fee for members, nonmembers, students, and others. 2. Advance registration deadline 3. Workshop titles and fees (limited enrollment workshops must be identified) 4. Meal function fees 5. Fees for special events 6. Instructions for check payment. B. Receives, logs, and accounts all registration receipts. All monies are to be turned over to the General Chairman. C. Prepares registration packets for pre-registrants, speakers, and exhibitors to include name badge, special function tickets, meal tickets, final program, meeting evaluation form, etc. D. Coordinates registration time with the Program Chairman E. Staffs registration desk F. Compiles a summary of registration information to include: number of registrants SCSCLS General Meeting Guidelines Revised 05/05

81 Bylaws & SCSCLS Standard Operating Procedures 81 for each workshop, number of registrants for each food function, etc. G. Provides the Hospitality Chairman with pre-registration figures for luncheons and other special events H. Provides the Program Chairman with workshop pre-registration numbers. V Hospitality Chairman A. Writes newsletter and web page article to publicize upcoming meeting B. Operates information center C. Arranges for photography and newspaper coverage D. Makes arrangements for social activities 1. Luncheons 2. Breakfasts 3. Banquet or party 4. Coffee breaks. E. Develops menus for all meals F. Works with Exhibit Chairman to coordinate social event at the exhibit opening G. Provides to the hotel caterer breakfast, luncheon and banquet attendance figures hours in advance of the meal. H. Coordinates the purchase of speaker s gifts with the Program Chairman. VI Audio-Visual Chairman A. Obtains for the Librarian a complete listing of audio-visual equipment owned by SCSCLS. Arranges for the equipment to be available for use at the meeting. B. Works with the Program Chairman to determine room arrangement and audiovisual needs for each workshop session C. Contacts local AHECs and hospitals for the loan of additional audio-visual SCSCLS General Meeting Guidelines Revised 05/05

82 Bylaws & SCSCLS Standard Operating Procedures 82 equipment if needed. If all needs cannot be met through these contacts, equipment may be rented through the hotel or an outside contractor. D. Assures that extra supplies (i.e. light bulbs, slide carrousels, etc.) are available in each workshop. SCSCLS General Meeting Guidelines Revised 05/05

83 Bylaws & SCSCLS Standard Operating Procedures 83 Joint Meeting Guidelines (new version) A. North Carolina State Society of American Medical Technologists (NCSSAMT) North Carolina Society of Clinical Laboratory Scientists (NCSCLS) South Carolina State Society of American Medical Technologists (SCSSAMT) South Carolina Society of Clinical Laboratory Scientists (SCSCLS) I General Considerations A. North Carolina and South Carolina laboratory professionals listed above shall hold at least one joint educational convention annually. The state hosting the convention rotates annually between the two states. B. General locations of the meetings shall be decided upon preferably one year in advance. Actual meeting sites are determined by the hosting state. C. The boards of the convention hosting state societies appoint co-chairs. At the first meeting of the convention committee, one of the co-chairs is elected chair and the other serves as a co-chair. D. The co-chairs or boards select the convention committee. Non-members may serve and student participation is encouraged. If other state organizations are invited to participate, at least one member of each sponsoring society serves on the convention committee or the seed money and distribution of profit revenue shall be lessened by 50%. The current chair should tell the treasurer by the CCC event of that year if any groups are to be halved. The treasurer should send the group a letter that says that this is to happen. E. Planning sessions are to begin well in advance of the actual meeting date. The chair calls the meetings. The frequency of general planning meetings and subcommittee meetings are at the discretion of the chair and sub-committee chairs. F. Lists of vendors and exhibitors, attendees, participating organizations, and speakers as well as a copy of the final categorized in/outflows financial report Joint Meeting Guidelines Revised 05/05

84 Bylaws & SCSCLS Standard Operating Procedures 84 from the previous joint convention shall be made available to the chair of the current convention committee by the chair of the previous year convention committee. G. Information about the meeting is submitted to publication editors of each society as soon as the place and date have been set. Information is made available to the membership well in advance of the meeting date. H. Program registration materials should reach members at least six weeks in advance of the meeting. Early bird registration incentives are recommended. Mailing labels (electronic or paper) should be obtained from each society publication editor or other sources (i.e., AHEC, NC & SC Hospital Associations). The bulk mail permit from one of the societies should be used. II Financial Considerations A. Each participating organization contributes "seed money" by a specified date determined by the convention committee to a fund used by the convention committee for expenses incurred during the planning and implementation process. The societies listed above contribute $ each. Other participating societies contribute $ each. Seed monies are credited to each society when meeting finances are settled. B. The chair shall appoint one person to act as treasurer for the convention committee. The treasurer is responsible for maintenance of the bank account and financial records for the convention. A bank account may need to be set up for the convention. This is the responsibility of the hosting state societies. Tax identification number should be gotten first (usually AMT s number is used.. The Treasurer is responsible for all deposits and expenditures and maintaining appropriate and accurate records of all financial transactions. Only the chair, treasurer, and co-chair will have authority to write checks on the account and must be bonded. C. Convention committee members are expected to provide financial reports to their society on a regular basis during the planning process. D. Profit or loss is shared by each participating society based on the percentage of attending members for each society. 1. If a participant belongs to multiple organizations, they are counted in each. Joint Meeting Guidelines Revised 05/05

85 Bylaws & SCSCLS Standard Operating Procedures A student member is a full-time student enrolled in a clinical laboratory related curriculum and a member in good standing of one of the sponsoring societies. Student members are charged a reduced registration fee determined by the planning committee for each meeting. Student members are not counted for the purpose of disbursement of funds. 3. A student non-member is a full-time student enrolled in a clinical laboratory related curriculum and is not a member of one of the sponsoring organizations. Student non-members shall be charged a reduced rate determined by the convention planning committee. Student non-members are not counted for purpose of disbursement of funds. 4. A non-member is any person registering to attend the convention that is not a member of any of the sponsoring organizations. Non-members are not counted when calculating profit or loss distribution. 5. A member is a laboratory professional that is a member of one of the sponsoring societies. The number of members attending determines the participation percentage of each sponsoring society for the purpose of distribution of funds. 6. Members serving as speakers are counted with their respective society if the speaker and the society membership information are provided and a completed registration form is received. E. The committee determines registration rates. The differences between member and non-member fees reflect the value of membership. F. Separate fees may be set for workshops, tours, banquets, breakfasts, lunches, and other special events not included in the general registration fee. G. Expenses incurred for officers and special guests invited without prior approval of the convention committee are the responsibility of the society inviting the person, not the convention. H. Speakers complete a Speakers Form (See attachment). I. Speakers requiring compensation typically receive: Joint Meeting Guidelines Revised 05/05

86 Bylaws & SCSCLS Standard Operating Procedures $500 maximum reimbursement for travel unless approved by the convention planning committee. Reimbursement is determined according to the following: a. Mileage at the current IRS rate. b. Travel from the airport at the current shuttle rate. 2. One night's lodging at the convention rate. 3. Per Diem of $35.00 on the date of session for meals. 4. Meeting registration fee (a registration form must be completed) 5. A commemorative gift. J. Speaker honorariums are paid from the joint meeting funds with approval of the convention committee. K. Special attention should be paid to limiting expenses by encouraging sponsorship of speakers III Convention Arrangements: The chair, the co-chair and/or the treasurer should conduct the following activities. A. When contracting with a hotel or facility, check for: 1. Policy on the number of free sleeping, hospitality of meeting rooms awarded in relation to number of participant room nights rented and meal functions attended. 2. Rate for use of meeting rooms not awarded free. 3. Cost of session room set-up and the use of AV equipment. 4. Curfews, if any, for social events. 5. Policy on sign or poster placement that shall specify CCC only. Joint Meeting Guidelines Revised 05/05

87 Bylaws & SCSCLS Standard Operating Procedures Hotel capacity for breakfast and lunch for participants. B. 7. Costs of meal functions (be sure you know what you are getting). Block enough rooms to accommodate projected exhibitors, speakers, and participants. C. Base projected attendance on historical data from prior meetings in the same location. IV V Subcommittees: The convention committee establishes subcommittees to plan and implement the work of the committee. Traditionally five subcommittees (program, registration, social, and exhibits) are appointed by the chair or by the convention committee. Subcommittees may be redesigned or title changed in the best interest of each planning committees specific needs. Typical duties of each subcommittee are as follows: Program Committee A. Selection and scheduling of topics and speakers are the responsibility of the program committee. Suggestions for programming are solicited from each participating society. Officers of each participating society are consulted as to their needs for board and other committee meetings. Student organizations are allowed to schedule business and educational meetings directed toward their needs. B. A standard format is used to collect information from speakers (See attachment) pertaining to the title of their presentation, biographical information, financial arrangements, audio-visual requirements, length of presentation, etc. Appropriate continuing education credits (i.e., AMTIE, PACE) are available to participants for all sponsoring societies. The appropriate officer in each organization is contacted early in the planning process in order to meet deadlines for CE credits. C. The convention committee establishes a refund policy. The policy is published on the meeting registration form. D. Schedule society activities (i.e., board meetings, business meetings, awards, presentations, leadership development conferences, etc.). Joint Meeting Guidelines Revised 05/05

88 Bylaws & SCSCLS Standard Operating Procedures 88 E. Have programming in all laboratory disciplines. F. Make contact with potential speakers preferably one year in advance. G. When selecting speakers, first consider sponsored speakers, or those living in close proximity to the convention, and/or educators in an effort to contain cost. H. Arrange airport transport for speakers. I. Collect brief curriculum vitae on each speaker to be used for publicity and introducing the speaker. J. Determine the audiovisual equipment needs of speakers and procure them at the best price available in the local area. K. Confirm dates, topics, times, and financial arrangements in writing with all speakers. L. Arrange for moderators for each session to introduce speakers, present continuing education information and forms, distribute session evaluation forms, and present speaker gifts. M. Consider having drawings or contests for door prizes at banquets and in the exhibit area. N. Prepare the convention program for printing assuring that the following is included: 1. Place and dates of the meetings 2. CCC name and log, theme and location of meeting on cover of program 3. Speaker names, topics, date, time and room 4. Capacity of session if limited 5. Social activity schedules 6. Registration fees, early bird rates, deadlines 7. Hotel registration information and room rates 8. Map to the meeting site 9. List of convention committee members 10. Continuing education information 11. List of exhibitors Joint Meeting Guidelines Revised 05/05

89 Bylaws & SCSCLS Standard Operating Procedures Location and room number of all events 13. List of organization officers if room permits O. Registration Committee: Publish the program and mail to potential participants. P. Set registration fees. Q. Establish registration nametags that identify the various types of participants readily (i.e., student members, members, exhibitors, speakers, officers). R. Provide a convention bulletin board for messages and announcements in the registration area or in the proximity to the meeting rooms. S. Schedule registration personnel for adequate coverage (especially at the registration table) to supply participants and exhibitors with information. T. Provide membership tables in the registration area for participating organizations to display their application and membership information. U. Restrict admission to sessions and exhibits to registrants only. Include statement to vendors that exceptions can be made upon the vendor s request to the Registration Committee during the meeting. V. Provide tickets for social events and limited attendance sessions. W. Provide posters or signs for sessions and social events. X. Prepare registration packets to include: 1. Nametags 2. Receipts 3. Final program 4. Tickets 5. Favors 6. Convention evaluation forms 7. Continuing education forms Joint Meeting Guidelines Revised 05/05

90 Bylaws & SCSCLS Standard Operating Procedures 90 Y. Have a cash box available at the registration table. Z. Have information on local restaurants, points of interest at registration or in the registration packets. VI Social Committee A. Make arrangements within the facility for rooms to accommodate breaks, banquets, luncheons, receptions, exhibits, registration, and entertainment. B. Schedule social activities and breaks in the exhibit area when possible. VII. Exhibit Committee A. Invite potential exhibitors preferably one year in advance in order for them to include their fee in their annual budget. (See attachment) B. Set reasonable deadlines as well as fee amounts for receipt of exhibitor registration fees. Decide how many special events and meal tickets the registration fee includes and inform exhibitors. Decide if exhibitors must pay registration fees to attend education sessions, including workshops. C. Consider using a display service for setting up the exhibit hall, making signs, covering tables, and helping exhibitors set up and tear down. D. Supply exhibitors with a floor plan well in advance of the meetings. Also, include exhibit hours. Establish a plan for storage of exhibit materials that arrive early. E. Schedule exhibits to be open at times when no sessions are scheduled. Inform exhibitors of these times when you invite them. F. Establish a list of exhibitors for each booth so messages can be delivered. G. Make nametags for exhibitors that identify their affiliation and their exhibitor status. Joint Meeting Guidelines Revised 05/05

91 Bylaws & SCSCLS Standard Operating Procedures 91 H. Provide the exhibitors with a meeting evaluation form. I. Arrange for security for exhibits after hours. VIII FOLLOWING THE MEETING A. The convention chair or designee should write thank you notes to all speakers, exhibitors, moderators, and other helpers. B. Prepare a final report to include attendance, number of exhibits, distribution of revenue and expenses based on percentage of participants from each organization. C. Present the final report to the Board of Directors of all organizations sponsoring the convention. ************************************************************* Joint Meeting Guidelines Revised 05/05

92 Bylaws & SCSCLS Standard Operating Procedures 92 *What hotel, city, state *Date letter *Who *Address Theme Carolinas Clinical Connection 20** Annual Meeting *Date Dear *who: Thank you for accepting our invitation to speak at the Carolinas Clinical Connection 20** Annual Meeting to be held in *city, state from *date through *date. Your presentation is scheduled for *date at *time. To meet our publication deadline, I would appreciate it if you would complete the enclosed CCC Presentation Form and return it by FAX (*number) by November 15, 20**. Handouts, should you have any, will be reproduced by the *who print shop. Originals should be received no later than March 2, 20**. We ask that you make your hotel and travel arrangements as soon as possible to accommodate your preferences. In order to receive reimbursement for expenses, please complete the CCC Reimbursement Form and return it to me by April 20, 20**. The following are allowable expenses unless prior approval is given: Lodging for 1 night at the *hotel (phone number) Meals for 1 $32.00/day Travel Round trip by $0.40/mile or airfare (not to exceed $500.00) Airport parking (not to exceed $30.00) Taxi/Limousine if flying in (not to exceed $30.00 round trip) Miscellaneous (tips, etc.) not to exceed $15.00 Registration Sincerely, Enclosures *Name Program Chair Important Date/Deadlines November 15, 20** March 2, 20** Please FAX the CCC Presentation Form to *phone number (cover Letter not required) by this date Handout originals must be received by this date. Mail to: *who and address, phone, fax, April 20, 20** CCC Reimbursement Form must be received by this date ********************************************************************* Joint Meeting Guidelines Revised 05/05

93 Bylaws & SCSCLS Standard Operating Procedures 93 CCC Reimbursement Form Carolinas Clinical Connection 20** Name Daytime Phone Mailing Address B. Lodging $ /day $ C. Meals $ /day $ D. Travel By Car $ /mile $ By air OR Airfare $ Not to exceed $ (Copy of receipt required) Airport/Hotel Transportation $ Not to exceed $30 round trip (Copy of receipt required) Airport Parking $ Not to exceed $30.00 (Copy of receipt required) E. Miscellaneous (tips, etc.) $ Not to exceed $15.00 F. Registration.@ $ G. TOTAL $ Joint Meeting Guidelines Revised 05/05

94 Bylaws & SCSCLS Standard Operating Procedures 94 CAROLINAS CLINICAL CONNECTION *Dates *Hotel *Hotel address EXHIBIT APPLICATION Please complete application and return with booth rental fee. Checks should be made payable to Carolina Clinical Connection 20** 1. Exact Name of firm for corporate sign: Address: Phone: () 2. Contact Person: Phone: () Address: 3. Number of Booths Requested (Booth fee $675 per booth. This DOES include 1 electrical hookup.) Special location requirements: Yes No If yes, please specify: Electrical needs: (If more than one outlet required) Yes # No Main product being displayed: 4. Number of Representatives Attending: Names for badges: 5. Please indicate if your company is interested in sponsoring/providing a speaker or social event or Coffee/Coke Break: Speaker (Sponsor) and/or PROVIDE SPEAKER Social Event (Sponsor) (Type ) Coffee/Coke Break (sponsor) 6. Will you be providing a door prize Yes No Authorized Signature: Return Application and check to: *Name CCC 20** Exhibitor Chair *Address, phone Joint Meeting Guidelines Revised 05/05

95 Bylaws & SCSCLS Standard Operating Procedures 95 I. Composition Delegates and Student Delegate A. Minimum representation of this Society at the annual meeting of the House of Delegates of ASCLS shall include the President, President-Elect, and Student Delegate, or their alternates. B. This Society is entitled delegates mentioned in A. We are also entitled to an additional delegate determined by the total number of Professional I and II, First Year Professional (FYP), and Emeritus 1 and 2 members in the state society. For every fifty (50) members or majority thereof, the state receives one delegate. The first of these positions shall be designated for the President-Elect Elect. Any further delegates shall be elected by the membership according to Elections Committee guidelines. C. The quota of delegates and alternates shall be filled in order according to the number of votes cast (either by paper ballot or ). D. For example, order of delegates when the state professional and emeritus members are (The student delegate is automatically included.) 1. Student Delegate 2. President 3. President-Elect 4. President-Elect Elect 5. Delegate nominee with most votes 6. Delegate nominee with next most votes 7. Delegate nominee with next most votes 8. As Alternate - Delegate nominee with next most votes 9. As Alternate - Delegate nominee with next most votes Note: Ranking of all candidates by votes cast will be maintained. E. Alternates 1. If a delegate determines that he/she will be unable to serve and the President has not yet submitted the delegate listing (in priority order) to the national office, delegates below that position will move up in priority. 2. If a delegate determines that he/she will be unable to serve and the President has already submitted the delegate listing to the national office, the President will follow the election ranking of alternates to appoint a substitute. 3. If a delegate cannot serve (for whatever reason) just prior to or during the national meeting, the President may appoint an alternate to serve at that time. If the elected alternate does not attend the national meeting, the appointed alternate may be any member of SCSCLS attending the meeting who would be willing to Delegates Revised 3/07

96 Bylaws & SCSCLS Standard Operating Procedures 96 serve in that capacity. F. The official SCSCLS delegation may consist at most of the President, President-Elect, student delegate, number of additional delegates allotted (one of which is the President- Elect-Elect) and one alternate. The Board may choose not to send a full delegation. G. An attempt should be made to have nominees for delegates from the three (3) areas of the state. Area Directors should be aware of members in their areas who are planning to attend the ASCLS National meeting and encourage them to run for delegate. H. The SCSCLS Board of Directors will select a student delegate. Student Delegate will be selected based on involvement in the Society at Board meetings and other functions. You cannot substitute another member for this delegate position. I. Each delegate must prove he/she is a member in good standing with ASCLS and SCSCLS by the Credential Committee. If the name is not found in the ASCLS database, the individual must show his or her membership card, or a canceled check or credit card receipt as proof of ASCLS dues payment. II Responsibilities A. Prior to ASCLS meeting 1. Nominees and those considering nomination should familiarize themselves with state and national concerns by attending SCSCLS Board and business meetings during the year, by reading SCSCLS and ASCLS publications, and by assessing the feelings of the members. 2. After election, delegates must familiarize themselves with their responsibilities at the national meeting, including issues and candidates to be voted on, and sessions they should attend. Delegates are expected to attend the SCSCLS Board meeting where these issues will be reviewed. B. At the ASCLS National meeting 1. Your chief duty at the ASCLS national meeting is to represent the attitudes and opinions of your constituent Society. Your prime responsibility is to consider all sides of the issues and act in a manner that will bring the greatest benefit to the patient, your profession, and our Society. 2. For further responsibilities, see ASCLS Delegate Guide. C. Following the National meeting 1. The President should make reports of all major actions of the House of Delegates to the Board of Directors at the first Board meeting following the ASCLS national meeting. The President may assign specific topics or sessions on which Delegates Revised 3/07

97 Bylaws & SCSCLS Standard Operating Procedures 97 delegates will report. 2. Reports of major actions of the House should be made to the membership in the first SCSCLS newsletter following the ASCLS national meeting or in a separate mailing (or put on the SCSCLS web site) if prompt dissemination of information is needed. 3. Reports of discussions occurring during the Reference Committee meeting may be made. 4. Student Delegate will make a report at the first Board meeting and in the first newsletter following the convention. D. Reimbursement of delegate expenses 1. Any policy of reimbursement is dependent on the status of the SCSCLS Treasury and the action of the Board of Directors at the Board meeting immediately prior to the ASCLS national meeting. (At times, additional monies may be allotted for travel expenses.) 2. Members of the SCSCLS delegation, excluding the student delegate, are entitled to reimbursement for days spanning the opening to the closing of the House of Delegates. The President, President-Elect and President-Elect-Elect or their alternates may be reimbursed for attending the Pre-House Board meeting, Leadership conference and the Post-House Board meeting. The Board may consider reimbursement for attendance at other functions on a case-by-case basis. Members of the delegation, including the student delegate, are entitled to the current per diem. Members of the delegation, including the student delegate, are entitled to the following. $400 for meetings held in these states: Maine, New Hampshire, Vermont, New York, Pennsylvania, Michigan, Indiana, Ohio, West Virginia, Virginia, Massachusetts, Connecticut, Rhode Island, New Jersey, Delaware, Maryland, Kentucky, North Carolina, South Carolina, Georgia, and Florida. $500 for meetings held in these states: North Dakota, Minnesota, Wisconsin, South Dakota, Nebraska, Iowa, Illinois, Kansas, Missouri, Oklahoma, Arkansas, Tennessee, Texas, Louisiana, Mississippi, and Alabama. $600 for meetings held in these states: Montana, Idaho, Wyoming, Utah, Colorado, Arizona, and New Mexico. $700 for meetings held in these states: Washington, Oregon, California, and Nevada. $800 for meetings held in these states: Alaska. $900 for meetings held in these states: Hawaii. Delegates Revised 3/07

98 Bylaws & SCSCLS Standard Operating Procedures The President will send the Treasurer verification of the number of days attended by each delegate. Each delegate must submit an SCSCLS Payment Voucher with appropriate receipts in order to be reimbursed by the Treasurer. (Delegates requiring advance payment must make arrangements with the President.) 4. SCSCLS will reimburse up to 100% (hotel or room at meeting site, travel either by air or car there, travel to and from meeting or airport, and registration) of the estimated expense of the student delegate not to exceed the delegate total amount. They will also receive the current per diem for the span of the meeting. Even though all reasonable expenses for the student delegate will be paid by SCSCLS, it is understood that the Board of Directors may refuse to pay unreasonable expenses. This may even require that the student delegate reimburse SCSCLS for monies advanced. 5. The President and President-Elect are encouraged to room with a delegate (or student delegate). This will reduce expenses of the delegate (or student delegate) by allowing he/she not to incur room expenses. Reimbursement will depend on the current budget and where the annual meeting is held. Delegates Revised 3/07

99 Bylaws & SCSCLS Standard Operating Procedures 99 Advance and Reimbursement Procedure Budgeted Expenditure Expenditures outlined in the SCSCLS annual budget or in the annual spring meeting budget do not require further action by the Board of Directors. The Board of Directors will consider expenditures not covered in either budget on a case-by-case basis. Requests for such expenditures must be directed to a Board member, who will present it to the Board for action. (Note: The Board of Directors reserves the right to revise the budget during the year as necessary.) Examples of approved expenditures include, but are not limited to: 1. Scholarships and Awards 2. Newsletter 3. National Medical Laboratory Week 4. Delegates Delegates, two alternate delegates, student delegate and student alternate delegate are entitled to a per diem (see Duties of Board) or each day of attendance at the ASCLS national meeting in which they are officially representing SCSCLS. The President will send the Treasurer verification of number of days attended by each delegate. Each delegate must submit an SCSCLS Payment Voucher Form with appropriate receipts in order to be reimbursed by the Treasurer. (Delegates requiring advance payment must make arrangements with the President.) 5. Convention/meetings All meeting and Area meeting expenses are provided for in the general budget. The Chairman and/or Area Director must approve expenses for these meetings before the Treasurer can make payment. Expenditures are paid from the general checking account. 6. Treasurer's Expenses - income tax, accountants, and bonding fees. Authorization for Payment of Invoice Advancement and Reimbursement Procedure Revised 11/96

100 Bylaws & SCSCLS Standard Operating Procedures 100 Authorized persons incurring expenses on behalf of SCSCLS should forward to the Treasurer a copy of the invoice of the expense attached to a completed SCSCLS Payment Voucher Form. The Treasurer will mail a check directly to the business and mail the designated copy of the form to the SCSCLS requestor. Advance Payment of Expenses Persons incurring authorized expenses, which must be paid before the product or service is delivered, should forward to the Treasurer a completed copy of the SCSCLS Payment Voucher Form. The Treasurer will return the designated copies of the form along with a check. Upon delivery of the product or service, a receipt attached to the designated copy of the form must be sent to the Treasurer. The President may approve advances for delegate expenses. A request for advance of non-budgeted expenses should be forwarded to the President, who will approve it or take it to the Board of Directors for approval. Approval may be obtained by a phone or vote. Reimbursement of Expenses Authorized persons incurring budgeted expenses on behalf of SCSCLS should forward to the Treasurer a copy of the receipt for product or service delivered attached to a completed copy of the SCSCLS Payment Voucher Form. The Treasurer will mail the check and the designated copy of the form to the requestor. Non-Budgeted Expenditures Request for approval prior to expending monies for non-budgeted expenses must go to the President. The President will forward all receipts/forms for expenditures up to $200 to the Treasurer who will then mail the check and the designated copy of the form to the requestor. The Board of Directors must approve reimbursement or advancement of non-budgeted expenses Advancement and Reimbursement Procedure Revised 11/96

101 Bylaws & SCSCLS Standard Operating Procedures 101 I. Ballots Election Procedures A. Ballots shall be mailed to the membership at least thirty (30) days prior to the date of the election B. Ballots shall be returned to the Chairman of the Elections Committee no less than seven (7) days prior to the first day of the spring meeting C. Ballots will be checked for voter authenticity. II. Nominations from the floor Nominations from the floor shall be accepted at a brief business meeting prior to the official election time. Ballots must be revised as necessary. III. Election Day A. Plans and publicizes times(s) and booth for voting prior to the general business meeting at the spring meeting with official slate of candidates presented to membership and in the meeting program B. Mans the voting booth, or schedules others, for the entire time of voting. Anyone who oversees voting must not be named on the ballot. C. Furnishes materials at the voting booth 1. Ballot box 2. Adequate numbers of ballots 3. Most recent ASCLS state membership (alpha) listing 4. Pens 5. Several copies of qualifications and written statements of candidates (photographs would be helpful). D. Verifies membership of those requesting ballots by ASCLS membership card or appearance of name on most recent ASCLS state membership listing. E. Allows members to place ballots in ballot box and adds ballots received in mail to ballots contained in ballot box. Election Procedures Revised 11/96

102 Bylaws & SCSCLS Standard Operating Procedures 102 IV. Determination of election results A. The President and President-Elect will count the votes as soon as possible after voting has ended. The President and President-Elect will separately count the number of ballots and number of votes for each office. If both sets of tallies do not agree, the counting is repeated until they do agree. B. Candidates who may be nominated for more than one Board position and who may receive a plurality of votes for both positions will be considered elected for the highest office for which he/she is running. The hierarchy for Board positions is 1) President- Elect, 2) Area Director, 3) Treasurer, and 4) Secretary. When there are two nominees for the lesser office, and the nominee with the plurality of votes is elected to a higher office, the remaining nominee is elected. If there are more than two nominees for the less office, a run-off election between the remaining nominees will be held at the business meeting. C. In the case of a tie vote, a run-off election will be held at the general business meeting. A quorum for all meetings for this Society shall be 10% of the professional membership (Bylaws Article VI.D.) The candidate receiving the majority or quorum of the votes will be considered elected D. Delegates and alternates (see Delegate section of SOPs) will be ranked according to the number of votes received E. The two nominees for the Nominations Committee with the greatest number of votes shall be elected. V. Announcement of election results Results of the election will be announced at the general business meeting in following format A. Total number of ballots cast B. Number of absentee ballots C. Total number of votes for each office D. Number of abstentions for each office E. Number of votes for each candidate F. Person elected for each office G. Explanation of run-off elections, if necessary. Election Procedures Revised 11/96

103 Bylaws & SCSCLS Standard Operating Procedures 103 EXPENSES Budget Line Item Description CATEGORY CODE # AMOUNT $ OFFICERS (non-postage, incidentals) President 110 President Elect 120 Secretary 130 Treasurer 140 Bond 141 Taxes 142 Tax Preparation 143 Past President 150 COMMITTEES Membership Development 210 Pins 211 Student Board member 213 Constitution & Bylaws 220 Student Forum 230 Student Board dues 231 Student Bowl 232 Fall Fest 233 P.A.C.E. 240 Finance 250 Awards 260 Scholarships 261 Publications 270 Newsletter 271 Operating procedures 272 Nominations 273 Government Affairs 280 DUES/SUBSCRIPTIONS Region III dues 401 GIFTS Region III Council 441 National 442 SOCIETY MERCHANDISE Pins for sale 451 Budget Line Item Descriptio Revised 7/96

104 Bylaws & SCSCLS Standard Operating Procedures 104 TRAVEL/MEETINGS Pres-Region III 501 Pres Elect-Region III 502 National Delegates 503 Student Delegate 504 MEETING PREPARATIONS Spring meeting seed 601 National Lab Week 602 Student Bowl (Spring) 603 Student Day (Fall Fest) 604 Triennial Expense 605 Host Region III 610 Area I 620 Area II 630 Area III 640 POSTAGE/OFFICE SUPPLIES Postage 710 President 711 President Elect 712 Secretary 713 Treasurer 714 Membership 715 Publications 716 Nominations 717 General supply 750 Stationery 751 MISCELLANEOUS EXPENSE TOTAL INCOME CATEGORY CODE # AMOUNT $ Dues Professional Members 210 Student 230 Organizational gifts MT Today 410 Merchandise Pins 451 Meetings Budget Line Item Descriptio Revised 7/96

105 Bylaws & SCSCLS Standard Operating Procedures 105 Spring meeting 601 Region III Interest/Dividends Checking interest 701 Investments 702 Miscellaneous income 900 TOTAL Budget Line Item Descriptio Revised 7/96

106 Bylaws & SCSCLS Standard Operating Procedures 106 APPENDICES

107 Bylaws & SCSCLS Standard Operating Procedures 107 Appendix A: Guide to Parliamentary Procedures See the most current version of Robert s Rules of Order. Appendix A Revised 8/99

108 Bylaws & SCSCLS Standard Operating Procedures 108 Appendix B: SCSCLS Motion Form SCSCLS MOTION FORM Date Meeting MOTION: I move that Originator Title Seconded by Title Motion carried [] Motion defeated [] Appendix B Revised 11/96

109 Bylaws & SCSCLS Standard Operating Procedures 109 Appendix C1: Sample Format for President s Report The President shall prepare an annually written report to the ASCLS House of Delegates. This report should highlight all SCSCLS activities that have occurred during his/her term of office. This can be done in any format and users should look at the last House of Delegates booklet for the current format. Region III State: South Carolina President: -Name Annual State Report I II III Major objectives A. Annual goals and objectives established by the President and Board Meetings and Activities A. Annual Phlebotomy seminar 1. Dates: 2. Meeting objectives: B. Fall meeting 1. Dates: 2. Meeting objectives: C. Annual spring meeting 1. Dates: 2. Meeting objectives: D. Leadership retreat 1. Dates: 2. Meeting objectives: Committee Activities A. Awards - Accomplishments B. Finance - Accomplishments C. Student Coordinator - Accomplishments D. Bylaws - Accomplishments E. Elections - Accomplishments F. Government Liaison - Accomplishments G. Leadership Development - Accomplishments H. Membership Development - Accomplishments I. Nominations - Accomplishments J. Professional Affairs - Accomplishments K. Spring meeting - Accomplishments Appendix C1 Revised 8/99

110 Bylaws & SCSCLS Standard Operating Procedures 110 IV Requests for action (Motions): Specific issues brought to the ASCLS House of Delegates from SCSCLS. Must be stated in the form of a formal motion. Appendix C1 Revised 8/99

111 Bylaws & SCSCLS Standard Operating Procedures 111 Appendix C2: Sample Format for President s Report to Region III Council The President shall prepare a written report for each Region Council meeting. The report should include all SCSCLS activities that have occurred since the last Region Council meeting. Sufficient copies of this report should be available at the Council meeting for distribution to each Council member. Memorandum To: -Name- Director, Region III From: -Name- President, SCSCLS Date: Re: I II -Date of meeting- Report to the Region III Council Goals and Objectives A. Annual goals and objectives established by the President and Board Activities A. Meetings 1. Board meetings a. Dates: 2. Area meetings a. Dates: 3. Meeting objectives: 4. Annual spring meeting a. Dates: b. Location: c. Meeting theme: d. Unique aspects: 5. Leadership retreat a. Dates: 6. ASCLS National Convention: Appendix C2 Revised 8/99

112 Bylaws & SCSCLS Standard Operating Procedures 112 a. State officers: b. Committee chairs: c. Number of members in attendance: 7. Fall Seminar: a. Dates: b. Location: B. Committees 1. Bylaws and SOPs a. Date b. Location 2. Membership Development a. Date b. Location c. Activities 3. Professional & Public Relations (Newsletter) a. Date b. Location 4. Spring Meeting a. Date b. Location III IV Concerns for Regional Council from SCSCLS Requests for action (Motions) Appendix C2 Revised 8/99

113 Bylaws & SCSCLS Standard Operating Procedures 113 Appendix D: Sample of Minutes The following example is given to provide the correct format and content in which minutes of SCSCLS Board and general business meetings should appear. SCSCLS BOARD MEETING MINUTES Held: October 5, 1996 CALL TO ORDER MINUTES The fall meeting of the SCSCLS Board was called to order at 10:00 by Roxianne Snodgrass, President, in Bldg. K in the Board Room of Orangeburg-Calhoun Technical College at Orangeburg, S.C. The secretary, Terri Leszczyszyn was present. The minutes from the Spring Meeting, 1996 Board Meeting were not ready yet, but Leisha Huffstetler will complete and it will be sent out as an attachment with these minutes. (See Attachment #1.) PRESIDENTIAL REMARKS We need to get the society back together, with more involvement and cohesiveness. There are positions on the Board still open. We also need to get the society name into the public. TREASURER'S REPORT Bonnie Fanning handed out Beth LaGrange s report. (See attachment #1.) There was a previous $10,000 CD cashed in and a new CD was opened for a total balance of $10, ($13.76 was interest on the old CD fund). This CD will have a rate of 5.60% annual yield with renewal in 11 months. A new 3-month CD for $5,000 was opened at an annual interest of 4.16%. COMMITTEES Bylaws and SOP Jane Atkins said that she and John went through the bylaws and SOPs and made recommendations. National has not sent their documents and she will request again. Terri will type up for her review and it will be passed out at the next meeting. Appendix D Revised 8/99

114 Bylaws & SCSCLS Standard Operating Procedures 114 Government Liaison Awards and Scholarship P.A.C.E. Elections Finance Membership Development SCIENTIFIC ASSEMBLY AREA DIRECTOR'S REPORTS Case Studies for Legislators. Roxianne related an experience of poor training and asked the Board to give her any such experiences that they have had. We need to talk to legislators regarding the society's desire for good patient care. This is one step toward bringing the level of practice and professionalism up. Report should be sent to Ruby. Marcia reported $200 with payment to One-day meetings in January or February cause easier paperwork regarding this. Ann motioned with Liesha seconding that the PACE money be paid for the whole year. Liesha has the box. She will count the ballots. Bruce needs final number from Rita. Jane reported 137 professional members as of June. Nationals send Roxianne the address changes that will be given to Ann so that a final list can be developed. Betty Jo Metts present and will get speaker and sponsors for Biochemistry and Urinalysis. Other areas had no report. Education, industry, hematology/hemeostasis, and microbiology are open. All three Directors wanted direction, a list of their members and better communication between them, the Board and their members. SPECIAL REPORTS National ASCLS Meeting Fall Fest Roxianne presented a gift watch to Ann Smith who was unable to receive her gift at the meeting for Region III leadership. Liesha, Roxianne and Bonnie attended meeting held in Chicago. The report of the Reference Committee (See Attachment #2) was passed as is however a National's version is still needed. Florence Wright with Liesha will put this on for students and lab personnel. (See Attachment #4 for general outline.) AHEC will provide the publicity and will try for P.A.C.E. credit. We will sell leftover T-shirts provided by Jay Blanton and reported a $270 profit from T-shirt sells. Appendix D Revised 8/99

115 Bylaws & SCSCLS Standard Operating Procedures 115 Student Bowl 1997 NEXT MEETING ADJOURNMENT Nancy Westbrook will do this, however no date has been set. Harriet Horton suggested that Liesha revise the questions given. Roxianne will provide copies of questions to Liesha. Point values will also be addressed. To get additional help, contact of registry review, Mississippi, Texas and Louisiana societies should also occur. It will be on January 18 at 10:00 a.m.at Orangeburg- Calhoun Technical College. The meeting after this will be the Spring meeting. President Roxianne Snodgrass adjourned the meeting at 1:00. Terri J. Leszczyszyn, Secretary Roxianne Snodgrass, President Appendix D Revised 8/99

116 Bylaws & SCSCLS Standard Operating Procedures 116 Appendix E: Log Of Attendance LOG OF ATTENDANCE FOR SCSCLS MEETING MEETING DATE: MEETING LOCATION: FUNCTION: Appendix E Revised 11/96

117 Bylaws & SCSCLS Standard Operating Procedures 117 Appendix F: Sample of Motions and Recommendations The following is given to very briefly provide an example of the correct format and content in which the SCSCLS Motions Made and Carried and Recommendations listings should appear. This document should be filed and precede the minutes as a summary for the year, perhaps being included with the annual report to ASCLS. SCSCLS MOTIONS MADE AND CARRIED AND RECOMMENDATIONS Date Presented By Motion Action 8 /6 /77 1. SCSCLS authorize the membership Jan Sinclair committee be provided with $200 "seed" money to underwrite the Groupe-to-Troupe project. 10/02/77 2. The Bylaws change involving election Ruby Sonnett methods be a general statement. Date Presented By Recommendation Action 12/03/77 1. Have the SCSCLS charter Jan Sinclair framed or laminated and stored permanently Jim Campbell in the library. Appendix F Revised 8/99

118 Bylaws & SCSCLS Standard Operating Procedures 118 Appendix G1: Treasurer s Supplies The following is a list of supplies and documents that are passed to the newly elected Treasurer from the outgoing Treasurer. This is done at the time the newly elected Treasurer assumes office. Ledger of income and expenses SCSCLS checkbook Previous Tax records Certificates of Deposit Information relative to Certificates of Deposit Financial records from previous years Payment Voucher forms Postage stamps Signature cards for check writing privilege Appendix G1 Revised 11/07

119 Bylaws & SCSCLS Standard Operating Procedures 119 Appendix G2: Sample Financial Statement for Board Meeting Financial Status Of the South Carolina Society for Clinical Laboratory Scientists For -DATE- through -DATE- Balance on hand as of -date $-AMOUNT- Receipts: Checking Interest SCSCLS Dues (For) Other: $-AMOUNT- $-AMOUNT- $-AMOUNT- $-AMOUNT- Total Receipts $-AMOUNT- Disbursements: $-AMOUNT- Total Disbursements $-AMOUNT- Reserve Accounts: Certificate of Deposit $-AMOUNT- Certificate of Deposit $-AMOUNT- Total CDs $-AMOUNT- Balance on hand as of -date $-AMOUNT- Board and Membership Report for -WHEN- -WHO- Treasurer Appendix G Revised 8/99

120 Bylaws & SCSCLS Standard Operating Procedures 120 Appendix H: Sample Payment Voucher SOUTH CAROLINA SOCIETY FOR CLINICAL LABORATORY SCIENCE PAYMENT VOUCHER REQUEST FOR (check one): [ ] ADVANCE PAYMENT [ ] REIMBURSEMENT PAYEE: NAME: ADDRESS: PHONE: (work): (home): ITEMIZE EXPENSES AND ATTACH RECEIPTS. SUBMIT ALL WITHIN 30 DAYS TO STATE TREASURER. EXPLANATION OF EXPENSE: AMOUNT $ PROVIDED IN BUDGET [] YES [] NO If yes, BUDGET CATEGORY APPROVAL Committee Chair's Signature (if applicable) Date President's Signature Date PAYMENT Check Number Date Treasurer's Signature Appendix H Revised 05/05

121 Bylaws & SCSCLS Standard Operating Procedures 121 Appendix I: Area Meeting Guidelines I Goals of the Area continuing education meetings are A. To provide ongoing, local continuing education for laboratorians B. To increase visibility and awareness of SCSCLS C. To provide membership accessibility to the Society D. To promote membership and involvement in the Society E. To increase laboratorians' awareness of neighboring laboratories in the Area and to promote communication between neighboring laboratories. II Responsibilities A. Area Director Specific Area Directors organize, publicize, and implement the local meetings B. Membership Development Committee The Membership Development Committee Chairperson will assist the Area Director with mailing lists of members in each Area. The Membership Development Committee will provide ASCLS/SCSCLS applications and material to be distributed at the local meetings and provide certificates confirming attendance. C. Host Facility 1. Provides adequate meeting space 2. Provides map and/or directions to locate facility meeting room 3. Coordinates room arrangements with Area Director a. Ascertains expected participants and provides adequate seating b. Determines classroom or theater room arrangements 4. Obtains A/V requirements from Area Director and provides, if possible, needed equipment (ex: slide projector, overhead projector, microphone, blackboard). Note that Area Director will provide needed A/V equipment that might not be available at the host facility. Appendix I Revised 11/96

122 Bylaws & SCSCLS Standard Operating Procedures Coordinates refreshment/dinner arrangements with Area Director a. Number of participants b. Food/beverage requirements c. Room/serving arrangements d. Method of reimbursement. Appendix I Revised 11/96

123 Bylaws & SCSCLS Standard Operating Procedures 123 Appendix J: Elections Committee Sample Ballots (Absentee and Official) OFFICIAL AND ABSENTEE BALLOT SCSCLS OFFICERS 20_-20_ Instructions: Place an X on the line beside the name of the person for whom who you wish to vote for. PRESIDENT-ELECT: vote for one AREA III DIRECTOR: vote for one Candidate's name Candidate's name Candidate's name Candidate's name SECRETARY: vote for one NOMINATIONS COMMITTEE: vote for two Candidate's name Candidate's name Candidate's name Candidate's name TREASURER: vote for one Candidate's name Candidate's name Candidate's name Candidate's name DELEGATES: vote for three AREA I DIRECTOR: vote for one Candidate's name Candidate's name Candidate's name Candidate's name Candidate's name AREA II DIRECTOR: vote for one Candidate's name Candidate's name Candidate's name Candidate's name Candidate's name Appendix J Revised 8/99

124 Bylaws & SCSCLS Standard Operating Procedures 124 SCSCLS Elections for 20_-_ were held -DATE-. For the office of President: _# Ballots were cast. Candidate's name Candidate's name For the office of Treasurer: _# Ballots were cast. Candidate's name Candidate's name For the office of Director Area II: _# Ballots were cast. Candidate's name Candidate's name Appendix K: Elections Committee Sample Election Results This document should be reported in the newsletter. received # received # received # received # received # received # REPORT OF THE ELECTIONS COMMITTEE The signatures of the members of the Nominations and Elections Committees appear below and attest to the validity of the election results recorded above. Date Chairman Appendix K Revised 8/99

125 Bylaws & SCSCLS Standard Operating Procedures 125 Appendix L: Membership Development Committee Sample Letter This is not a form letter. It should be typed for each new ASCLS/SCSCLS member. -DATE- -ADDRESS -PHONE No. Dear -NAME-: Welcome to membership in SCSCLS! By joining and participating in this Society you help promote the professions in laboratory medicine, which need your active support. Enclosed is a copy of the most current SCSCLS official newsletter, The Probe. It contains a list of the officers and committee chairmen, additional information concerning meetings, seminars, and news of state members. It is published quarterly. You have indicated an interest in the area of -WHAT AREA-. The Chairman of the Scientific Assembly is -NAME & ADDRESS- and he/she will be contacting you about the activities of the section. All members are encouraged to attend the meetings of the Board of Directors. The next scheduled meeting is for -DATE & TIME- at -WHERE-. SCSCLS sponsors two continuing education meetings annually, in the spring and fall. You will receive registration information about these meetings. The next one will be -DATE & PLACE-. If you have any questions about benefits or experience any problems, state or national, please contact me. Again, welcome and thank you for your support. Sincerely, -NAME- Chairman, Membership Development Committee cc: President Newsletter Editor Registration Chairman of next meeting Appropriate Scientific Assembly Chairman Appendix L Revised 11/96

126 Bylaws & SCSCLS Standard Operating Procedures 126 Appendix M: Membership Development Committee Membership Coupon ASCLS/SCSCLS New Member Coupon Applicant Name (First) (Middle) (Last) Address: (No.) (Street) (City) (State) (Zip Code) (Home Phone No) Employed: (Institution) (Business Phone No) $ (Difference between non-member registration & member registration will be applied toward Professional Member dues to ASCLS.) Total ASCLS/SCSCLS dues = $. Date Issued: Application for ASCLS Membership is attached. Check for $ ($ - coupon value) is attached. Make check payable to SCSCLS. Signature of Membership Chairman/Registration Chairman: ************************************************************************ Return coupon, check and completed application to: -NAME & ADDRESS- Coupon good through -DATE-. The SCSCLS Treasurer will mail completed application with check for full amount to ASCLS. Appendix M Revised 11/96

127 Bylaws & SCSCLS Standard Operating Procedures 127 Appendix N: Nominations Committee Sample of Announcements of Offices to be filled NOMINATION OF STATE OFFICERS FOR - DATE-DATE- Consider whom you would like to have as leaders of our state organization. Any professional member of our Society is eligible to hold office provided he/she has been a professional member for at least one (1) year prior to election. Use this form for nominations and return to the address below. President-Elect: 1-year term Automatically becomes President for a one-year term. Name: Address: Secretary: 1-year term Present Secretary is eligible for re-election. Name: Address: Area II Director: 2-year term (Area II is Aiken, Allendale, Bamburg, Barnwell, Calhoun, Chester, Chesterfield, Clarendon, Darlington, Dillon, Fairfield, Florence, Kershaw, Lancaster, Lee, Lexington, Marion, Marlboro, Orangeburg, Richland, Sumter, and York.) Name: Address: Nomination Committee: 1-year term Two positions are to be filled. The current President shall not be nominated since he will serve automatically as Chairman. Name: Address: Name: Address: Delegates: (minimum of 4 to be elected) Go to national meeting. Name: Address: Name: Address: Name Address: Name: Address: Name: The aforementioned professional members have been nominated by: Your Name (Signature) ASCLS # Address Phone # The Chairman of the Nominations Committee must receive nominations no later than DATE-. Mail to: -NAME & ADDRESS Appendix N Revised 05/05

128 Bylaws & SCSCLS Standard Operating Procedures 128 Appendix O: Nominations Committee Sample Letter of Candidate Notification Dear -NAME-: -DATE- You have been nominated by the SCSCLS Nomination Committee to the following position(s) -WHATfor the upcoming year -WHEN TO WHEN-. Elections for this office will be held at the SCSCLS spring meeting in -NAME OF CITY & DATE OF ELECTION-. You may allow your name to be run for all of the offices to which you have been nominated. Should you receive the greatest number of votes for more than one of the positions to which you have been nominated, you will be elected to the highest office according to the following hierarchy: President-Elect, Area Director, Treasurer, then Secretary. Please indicate your acceptance/no acceptance of the nomination(s) on the attached response form. A brief summary of all candidates' qualifications will be included in the next issue of the SCSCLS newsletter. Please detail for the committee the qualifications you have for the nomination(s) you accept. Please return your response form(s) to me no later than -DATE- for inclusion in the newsletter and for membership certification of the slate. Again, congratulations on your nomination. We look forward to hearing from you. Please do not hesitate to contact me if you have any questions about the office to which you have been nominated. We sincerely hope you will consider becoming a candidate. Sincerely, -NAME- Chairman SCSCLS Nominations Committee Mail response to: -NAME, ADDRESS & PHONE NUMBER-. Appendix O Revised 8/99

129 Bylaws & SCSCLS Standard Operating Procedures 129 Appendix P: Nominations Committee Sample of Response to Nomination - SCSCLS RESPONSE TO NOMINATION - SCSCLS ( ) I accept the nomination for ( ) I decline the nomination for If you accept a nomination, please fill out the remaining portion. EDUCATION: CERTIFICATION EMPLOYMENT SCSCLS ACTIVITIES ASCLS MEETINGS: STATEMENT: \ (Signature & Date) Appendix P Revised 8/99

130 Bylaws & SCSCLS Standard Operating Procedures 130 Appendix Q: Planning Schedule Planning should start as soon as the meeting site has been selected. The following schedule is offered as a guide for planning pre-meeting activities. Eighteen to twelve months before the meeting: 1. Appoint a General Chairman 2. Meeting dates and site selected - sign preliminary contracts for facilities. (May contract for meal functions now or later.) 3. Obtain appropriate block of rooms and exhibit space (if necessary) for participants. Twelve to eight months before the meeting: 1. Select Committee Chairmen 2. Hold first Committee meeting 3. Get history of past meetings, budgets, and attendance numbers. 4. Decide of exhibitor (if necessary) and registration fees 5. Establish preliminary budget. Ten to six months before the meeting: 1. Send exhibitor invitations 2. Prepare preliminary layout of the exhibit hall 3. Decide program topics 4. Develop a list of potential speakers 5. Contract for the entertainment 6. Contract for prices on banquet dinner, coffee breaks, buffet lunches, and breakfasts. 7. Contract for exhibit decorator 8. Contract for keynote speaker. Eight to five months before the meeting: Appendix Q Revised 11/96

131 Bylaws & SCSCLS Standard Operating Procedures 131 Contract speakers by phone and follow-up with a letter asking for curriculum vitae, audio-visual requirements, and workshop objectives (if P.A.C.E. approval is desired). Five to three months before the meeting: 1. Purchase the following: tickets, ribbons (for speakers, committee members, and other officers), awards, prizes, decorations, etc. 2. Send follow-up letters to invited speakers who have not replied, or letters to back-up speakers for those who have declined. 3. Plan and confirm entertainment. Three months before the meeting: Deliver preliminary program to the printer and plan for advance notice and registration material to be included in the SCSCLS newsletter Two months before the meeting: 1. Mail reminder letters to speakers if necessary 2. Review all contractual agreements Last month: 1. Determine workshop room assignments as registration is received 2. Confirm exhibit layout for inclusion in the final printed program 3. Confirm room arrangements for business meetings and social functions 4. Send a card to speakers estimating attendance (for handouts, etc.) two weeks before the meeting 5. Print final program. Appendix Q Revised 11/96

132 Bylaws & SCSCLS Standard Operating Procedures 132 Appendix R: Speaker Guidelines I The following will be paid by SCSCLS A. Transportation B. Car (Federal rates) C. Plane (Coach class) D. Other II Room A. Single occupancy B. Overnight stay in correlation with the time of scheduled presentation III IV V Meals: Luncheon and coffee breaks on the day of the presentation Workshop expenses: Materials such as kodachromes, handout sheets, etc. requiring reimbursement must be approved by the Program Chairman prior to the meeting Honorarium A. Every effort should be made to obtain speakers who require expenses only B. External funding for honorariums should be sought (e.g. AHEC and vendors) C. If speaker expenses exceed $700, SCSCLS Board of Directors must approve the expenditure Appendix S: MLT/MT Programs in SC Medical Laboratory Technician Programs in South Carolina (updated July 2009 by TJL) Florence-Darlington Technical College P.O. Box Florence, SC Kathleen Hanrahan, MHA, MT (ASCP) Appendix R Revised 11/96

133 Bylaws & SCSCLS Standard Operating Procedures 133 Program Director/Allied Health Dept. Head Greenville Technical College Box 5616, Station B Greenville, SC Tommie Whitt, MT (ASCP) Program Director tommie.whitt@gvltec.edu Midlands Technical College P.O. Box 2408 Columbia, SC Mary Breci, MT (ASCP) Program Director brecim@midlandstech.edu Spartanburg Technical College P.O. Drawer 4386 Spartanburg, SC Ellen Romani, MHSA, MT, BB, DLM(ASCP) Department Head/Program Director romanie@stcsc.edu Tri-County Technical College P.O. Box 587 Pendleton, SC Polly Kay, Program Coordinator , Ext pkay@tctc.edu Trident Technical College Admissions Office, AM-M (Student Center, Bldg. 410, Room 110) P.O. Box Charleston, SC Donna Donaldson Program Coordinator, Medical Laboratory Technology York Technical College 452 S. Anderson Rd. Appendix S Revised 05/05

134 Bylaws & SCSCLS Standard Operating Procedures 134 Rock Hill, SC Lynne Fantry, MLA, MT (ASCP) Dept. Manager MLT Program Medical Laboratory Technology Programs in South Carolina Baptist Medical Center at Columbia School of Medical Technology 1519 Marion St. Columbia, SC Jennifer Gray Program Director McLeod Regional Medical Center School of Medical Technology 555 E. Cheves St. Florence, SC Vicki Anderson, MT (ASCP) Program Director Lexington Medical Center Laboratory 2720 Sunset Boulevard West Columbia, SC Ann Beaman, MT (ASCP) SH Program Director School of Medical Technology Phone: (803) Appendix S Revised 05/05

135 Bylaws & SCSCLS Standard Operating Procedures 135 Appendix T1: Sample Professional/Collaborative Member Application Professional/Collaborative Member Application Mail to: Scholarship Committee Chairman Please type or print. 1. Name 2. ASCLS No. Membership Category Yrs. 3. Address 4. Employer 5. Home Phone Business Phone 6. Please give all pertinent information concerning your activity in SCSCLS, ASCLS, committee memberships, contributions to your field, presentation of papers, workshops, statement of purpose and two professional references. Attach to this application. I agree that the scholarship money will be used only if I maintain professional membership in SCSCLS. I will return all money, which has not been used after a 1-year period, which commences on the date of the presentation of the scholarship. I will submit proper forms to Scholarship Committee showing the use of the money for continuing education programs. Signed Name (printed) Date Appendix T1 Revised 11/96

136 Bylaws & SCSCLS Standard Operating Procedures 136 Appendix T2: Sample Student Member Scholarship Application Student Member Scholarship The South Carolina Society for Clinical Laboratory Science (SCSCLS) is now accepting applications from student members for a $500 scholarship. The deadline for entry is March 5, The Scholarship Committee will judge all entries, and the winner will be notified in writing as well as announced in the SCSCLS Newsletter, The Palmetto Probe. Moneys received must be used for educational purposes, and the recipient will be responsible for submitting proper forms to the committee indicating that the scholarship was used for financial assistance. If you are interested in applying for the scholarship, please complete the form in this mailing and return it, along with all other required information and materials, to the address below. -Address- Appendix T2 Revised 5/99

137 Bylaws & SCSCLS Standard Operating Procedures 137 Form: Sample Student Member Application Please type or print. Name ASCLS# Home Address Address Telephone (H) School Address Address Telephone Seeking a degree in: in year Criteria for Scholarship Candidates: I II III Statement of purpose: In 200 words or less, state the reason(s) for applying for this scholarship. Please attach your response to this application. Letters of Reference: A. Submit three (3) references satisfying the following specifications. B. One character reference, which may be from clergyman, family physician, or etc. C. Two professional references, which may be from a teacher, program director, or etc. College Transcript: A. Submit a transcript including all formal education following graduation from high school B. Student Status Report: Submit proof of student status if not evident on transcript(s). List membership in Organizations, offices held, honors, awards, publications, etc. Attach all of the above to this application. I agree that the scholarship money will be used only if I am attending a degree or certificate program in the state of South Carolina and maintain student or active membership in SCSCLS. I will return all money, which has not been used after a one (1) year period, which commences on the date of the presentation of the scholarship. I will submit proper forms to Scholarship Committee showing the use of the money for continuing education programs. Signed Date Appendix T2 Revised 5/99

138 Bylaws & SCSCLS Standard Operating Procedures 138 Appendix U1: Sample Vendor Service Award Nomination SCSCLS VENDOR SERVICE AWARD NOMINATION Deadline for Nomination: -DATE- Please type or print: Name Company Work Address Title Telephone (W) Home Address Telephone (H) Years of Association: Give a brief description of the service activities and company honors of the nominee that indicate his/her contributions to SCSCLS and the laboratory professions. Please include attributes and qualities of the nominee, which highlight his/her worthiness for this honor. Please use a second page to complete this section. Should your candidate be chosen as the recipient, please be willing to help SCSCLS collect the necessary information to write a citation in his/her honor including an alternative contact for information should there be a need to get specific dates and titles. The award presentation will be held at the annual spring meeting. Nominated by: Work Address: Home Address Telephone Send to:-name of Awards Chairman and address Appendix U1 Revised 2/99

139 Bylaws & SCSCLS Standard Operating Procedures 139 Appendix U2: Sample Member of the Year Nomination SCSCLS MEMBER OF THE YEAR NOMINATION Deadline for Nomination: -DATE- Please type or print: Name ASCLS # Work Address Title Telephone (W) Home Address Telephone (H) Years of membership with SCSCLS: Give a brief description of the accomplishments of the nominee that demonstrate his/her overall commitment to quality, excellence, and the progress of the laboratory professions. Please include attributes and qualities of the nominee, which highlight his/her worthiness for this honor. Please use a second page to complete this section. Should your candidate be chosen as the recipient, please be willing to help SCSCLS collect the necessary information to write a citation in his/her honor as well as complete the national nomination form. The presentation will be held at the annual spring meeting. Nominated by: Work Address: Home Address Telephone Send to: -Name of Awards Chairman and address Appendix U2 Revised 2/99

140 Bylaws & SCSCLS Standard Operating Procedures 140 Appendix V: ASCLS Documents Appendix V Revised 11/96

141 Bylaws & SCSCLS Standard Operating Procedures 141 Appendix W: Sample Letter to Elected Candidates -DATE- -NAME- -ADDRESS- Dear -NAME-: Congratulations! You have been elected by the membership of SCSCLS to the following position(s) -WHAT- for the upcoming year -WHEN TO WHEN-. Elections for this office were held at the SCSCLS spring meeting in -NAME OF CITY & DATE OF ELECTION-. A brief summary of elected officials qualifications will be included in the next issue of the SCSCLS newsletter. Our first meeting will be the Board meeting on -WHEN AND WHERE OF NEXT MEETING-. Again, congratulations on your election. We look forward to hearing from you. Please do not hesitate to contact me if you have any questions about the office to which you have been elected. I know you ll do a wonderful job! Sincerely, -NAME- Chairman SCSCLS Elections Committee cc: President, SCSCLS Publishing Editor Appendix W Revised 8/99

142 Bylaws & SCSCLS Standard Operating Procedures 142 Map of ASCLS Regions - from 6/99 Revised 4/99