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Procedures Manual for the ACS Division of Chemical Information.

This is the 1998 version of the Procedures Manual. The most recent version is available from the ACS Division of Chemical Information homepage.

  1. Introduction
  2. Executive Committee
    1. 2.1 Voting Members
    2. 2.2 Non-Voting Members — Chairs of Other Standing Committees & Other Representatives
      1. 2.2.1 Other Standing Committees
      2. 2.2.2 Divisional Representatives & Liaisons
      3. 2.2.3 Other Functionaries
  3. Duties of Elected Officials and Other Functionaries
    1. 3.1 Elected Officials
      1. 3.1.1 Chair
      2. 3.1.2 Chair-Elect
      3. 3.1.3 Past Chair
      4. 3.1.4 Secretary
      5. 3.1.5 Treasurer
      6. 3.1.6 Councilors & Alternate Councilors
    2. 3.2 Duties of Committees
      1. 3.2.1 Audit Committee
      2. 3.2.2 Awards Committee
      3. 3.2.3 Careers Committee
      4. 3.2.4 Constitution and Bylaws Committee
      5. 3.2.5 Education Committee
      6. 3.2.6 Legislative Issues Committee
      7. 3.2.7 Membership Committee
      8. 3.2.8 Nominating Committee
      9. 3.2.9 Program Committee
      10. 3.2.10 Publications Committee
      11. 3.2.11 Tellers Committee
    3. 3.3 Duties of CINF Liaison Representatives
      1. 3.3.1 CHEMTECH Editorial Advisory Board Representative
      2. 3.3.2 Documentation Abstracts, Inc. Board Representative
      3. 3.3.3 ACS Secretariat Representatives
      4. 3.3.4 ASIS Liaison Representative
      5. 3.3.5 SLA Liaison Representative
      6. 3.3.6 ACRL Liaison Representative
      7. 3.3.7 ACS Committee on Nomenclature Representative
    4. 3.4 Miscellaneous Functions
      1. Archivist/Historian
      2. Subdivision Officers
  4. CINF Division Awards
    1. 4.1 Herman Skolnik Award
    2. 4.2 Patterson-Crane Award
    3. 4.3 Student Scholarship Award
    4. 4.4 Meritorious Service Award
  5. Division Timetable
    1. January
    2. February
    3. March
    4. Spring ACS National Meeting
    5. April / May
    6. June
    7. July / August
    8. Fall ACS National Meeting
    9. September
    10. December

I. Introduction

This manual attempts to present in a concise and straightforward manner the duties of all officers and functionaries of the Division of Chemical Information (CINF). This manual in no way supersedes the Division Bylaws, and every attempt is made to keep the information here compatible and up-to-date with the Bylaws. In instances where conflict does arise, the Bylaws take precedence. Every officer and committee chair is requested to examine this document periodically to assure that the description of duties in this manual represents their actual tasks.

This manual is divided into five chapters. Chapter One is this introduction. Chapter Two details the members of the Executive Committee. Chapter Three describes each position in depth, along with highlighting important dates. Chapter Four is a description of the awards offered by the Division. The final chapter (Chapter Five) contains a timetable compiled from the individual timetables of each Executive Committee member.

All comments and updates to this manual should be submitted to the Chair of the Constitution and Bylaws Committee for inclusion.

II. Executive Committee

2.1 Voting Members

2.2 Non-Voting Members — Chairs of Other Standing Committees and Other Representatives

2.2.1 Other Standing Committees

2.2.2 Divisional Representatives and Liaisons

2.2.3 Other Functionaries

In addition, liaisons from other organizations will attend. Speakers on selected topics of interest may be invited. The Editor of the Journal of Chemical Information and Computer Sciences is always invited.

III. Duties of Elected Officials and Other Functionaries

3.1 Elected Officials

3.1.1 Chair

Term of Office:
Key Responsibilities:
Committees:
Communications:
National Meetings:
Other Responsibilities:
Timetable:

3.1.2 Chair-Elect

Term of Office:
Key Responsibilities:
Timetable:

3.1.3 Past Chair

Term of Office:
Key Responsibilities:

3.1.4 Secretary

Term of Office:
Key Responsibilities:
Timetable:

3.1.5 Treasurer

Term of Office:
Key Responsibilities:
Details of the Treasurer’s Responsibilities:
Timetable for Treasurer:

3.1.6 Councilors and Alternate Councilors

Term of Office:
Key Responsibilities:

3.2 Duties of Committees

CINF Committees are the resources through which the Division plans its activities, fulfills members’ expectations, and ensures continuing growth and financial health. It is essential that Committee Chairs and members meet the commitments that they have made when volunteering their services.

In addition, CINF Committees serve as a means for identifying and training the future leaders of the Division. Therefore, all Committee Chairs are encouraged to act as role models for those who will follow in their footsteps.

All Committee Chairs and Committee members should be appointed prior to the Fall ACS National Meeting immediately preceding their terms of office. There should be no overlap among membership of Committees that meet at the National Meetings.

Committee Chairs will serve three-year terms. No later than the end of their second year, they should identify and groom a replacement from among current or past members of the Committee.

Committee members may serve a maximum of three successive one-year terms.

All Committees should have stated and measurable annual objectives that are in line with the Division’s overall strategic goals.

Each Committee Chair should submit a written progress report to the CINF Chair and to all Division functionaries prior to each ACS National Meeting as well as an annual report (in January) to the CINF Secretary to help in creation of the Division’s Annual Report. The Annual Report should include an accounting of the year’s forecasted goals versus attainment and a plan for the coming year. If there is a new incoming Chair, that person should prepare the plan for the coming year.

Committee Chairs are expected to hold meetings as requested by the CINF Chair. Normally, these are held at National Meetings on Saturday or Sunday prior to the CINF Executive Committee meeting. Committee Chairs are expected to attend the Executive Committee meeting, as well as part of the Executive Committee Planning Session which is usually held on Saturday at the Fall Meeting.

3.2.1 Audit Committee

Term of Office:
Key Responsibilities:

3.2.2 Awards Committee

Term of Office:
Key Responsibilities:

3.2.3 Careers Committee

Term of Office:
Key Responsibilities:

3.2.4 Constitution and Bylaws Committee

Term of Office:
Objectives:
Key Responsibilities:

3.2.5 Education Committee

Term of Office and Composition:
Objectives:
Key Responsibilities:

3.2.6 Legislative Issues Committee

Term of Office and Composition:
Objectives:
Key Responsibilities:

3.2.7 Membership Committee

Term of Office:
Key Responsibilities:
Timetable:

3.2.8 Nominating Committee

Term of Office:
Key Responsibilities:
Timetable:

3.2.9 Program Committee

Term of Office and Composition:
Key Responsibilities:

3.2.10 Publications Committee

Term of Office and Composition:
Objectives:
Key Responsibilities:

3.2.11 Tellers Committee

Term of Office:
Key Responsibilities:
Timetable:

3.3 Duties of CINF Liaison Representatives

3.3.1 CHEMTECH Editorial Advisory Board Representative

Term of Office:
Responsibilities:
Alternate Representative:

3.3.2 Documentation Abstracts, Inc. Board Representative

Term of Office:
Responsibilities:
Alternate Representative:

3.3.3 ACS Secretariat Representatives

Term of Office:
Responsibilities:

3.3.4 ASIS Liaison Representative

Term of Office:
Responsibilities:

3.3.5 SLA Liaison Representative

Term of Office:
Responsibilities:

3.3.6 ACRL Liaison Representative

Term of Office:
Responsibilities:

3.3.7 ACS Committee on Nomenclature Representative

Term of Office:
Responsibilities:

3.4 Miscellaneous Functions

3.4.1 Archivist/Historian

Term of Office:
Selection:
Responsibilities:

3.4.2 Subdivision Officers

[NOTE: At this time there are no Subdivisions in CINF. However, at such time as there are subdivisions, these positions shall be activated and shall be filled.]

IV. CINF Division Awards

4.1 Herman Skolnik Award

Purpose:

Nature:

Establishment and Support:

Rules of Eligibility:

Rules of Selection:

Description and Availability of the Plaque:

4.2 Patterson-Crane Award

Purpose:

Nature:

Establishment and Support:

Rules of Eligibility:

Rules of Selection:

4.3 Student Scholarship Award

Purpose:

Nature:

Establishment and Support:

Rules of Eligibility:

Rules of Selection:

4.4 Meritorious Service Award

Purpose:

Nature:

Rules of Eligibility:

Rules of Selection:

V. Division Timetable

This timetable has been compiled from the individual timetables of each Executive Committee member. It is organized by month, with the actions of the member listed, in order of the descriptions in the previous chapters.

January

Chair
Arrange for Divisional luncheon speaker for the Spring meeting.
Chair-Elect
Attend the ACS Divisional Officers Conference.
Alternate Councilors
Attend the ACS Divisional Officers Conference.
All Committee Chairs
Submit their annual report to the CINF Secretary.
Awards Committee Chair
Issue a call for nominations for the Herman Skolnik Award prior to January 31 of the year preceding the year in which the award is to be made and mail it to the editors of Chemical and Engineering News, Chemical Information Bulletin, and any other appropriate media.
Nominating Committee Chair
Determine the CINF offices to be filled and notify the Secretary and the CIB Editor.
Program Committee Chair (or Assistant Program Committee Chair)
Attend the ACS Program Coordination Conference.
CIB Business Manager
Complete the solicitation of ads for the Spring CIB issue. Confirm the number and size of ads with the Editor, and send a confirmatory letter to the Editor, with details for the ads. Submit an annual report to the Publications Committee Chair.

February

Chair
Review and approve Secretary’s and Treasurer’s annual reports before submission to the Society. Arrange for committee meeting rooms, luncheon menu, receptions, and other services for the Spring meeting.
Attend (in odd-numbered years), or arrange for a personal representative to attend, the meeting of the Patterson-Crane Award Committee.
Secretary
Verify the attendance of the Division Councilor(s) at the Spring meeting of the Society. Make arrangements for the attendance of the Alternate Councilor(s) if necessary. Prepare the annual report of the Division.
Treasurer
Prepare the annual report on division financial affairs for the ACS. Mail to ACS before March 15. Send copy to Division Chairman for approval prior to submission to the ACS office.

March

Chair
Prepare and distribute agenda for Spring Executive Committee meeting.
Past Chair
For year three of the salary survey, work with the Survey Editor in writing and editing the survey results.
Secretary
Send annual report of the Division to ACS headquarters before March 15, following approval by the Chair.
Treasurer
Prepare Division financial report to the CINF Executive Committee for presentation at the Spring meeting.
Nominating Committee Chair
Select candidates for CINF offices and obtain short biographies. Transmit to the Secretary by May 15.
CIB Business Manager
On receipt of extra copies of the Spring CIB issue from the Editor, prepare and mail invoices to advertisers in that issue, including at least one copy of the CIB with each invoice. Submit first quarter activity report to the Publications Committee Chair.

Spring ACS National Meeting

Chair
Chair the Executive Committee meeting. Present the Herman Skolnik Award if it is scheduled.
Chair-Elect
Attend the Executive and Program Committee meetings.
Past Chair
For year two of the salary survey, the Past Chair completes the cover memorandum that accompanies the survey
Secretary
Take minutes at the Divisional Executive Committee meeting and send a copy of the minutes to that Committee for comments. After receipt of comments, send a copy to the CIB Editor before the deadline of the next issue. Remind the Chair of the Nominating Committee to submit the slate of nominations and the biographies of nominees in time for the May mailing of ballots.
Councilors/Alternate Councilors
Attend the ACS Council meeting.
All Committee Chairs
Chair meetings of Committees as requested by the CINF Chair. Attend meeting of the Executive Committee. Submit a written progress report to the CINF Chair for presentation to the Executive Committee.
Nominating Committee Chair
Report names of candidates for CINF offices to the Executive Committee.

April–May

Chair
Send thank-you notes for services and courtesies received in connection with the Spring meeting. Prepare the Chair’s Message for the Summer CIB issue. Arrange for committee meeting rooms, luncheon menu, receptions, and other services for the Fall meeting. Attend (in odd-numbered years), or arrange for a personal representative to attend, the Patterson-Crane Award ceremony.
Secretary
In May, send slate of nominees to the CIB Editor.
Treasurer
Prepare Internal Revenue Service Information Return Form 990A and file with the IRS District Director on or before May 15.
Awards Committee Chair
When the Herman Skolnik Award is presented at the Spring meeting of the following year, collect the nominations received (deadline April 1) and distribute copies along with supporting documents to the Herman Skolnik Award Jury, consisting of the Division Chair, the Division Chair-Elect, and the Awards Committee Chair.
CIB Business Manager
Begin soliciting ads for the Summer CIB issue.

June

Chair
Arrange for Divisional Luncheon speaker for the Fall meeting. Order the Past Chair’s pin.
Awards Committee Chair
When the Herman Skolnik award is presented at the Fall meeting of the following year, collect the nominations received (deadline June 1) and proceed as described above.
CIB Business Manager
Complete solicitation of ads for the Summer issue. Confirm the number and size of ads with the Editor, and send a confirmatory letter to the Editor, with details of the ads. Contact standing order advertisers concerning the coming year.

July–August

Chair
Appoint new chairs for committees whose current chairs are completing terms of office. Serve as a member of the Herman Skolnik Award Jury. Prepare and distribute agenda for the Fall Executive Committee meeting.
Chair-Elect
Serve as a member of the Herman Skolnik Award Jury and work with the awardee for the following year to plan the award ceremony. Consult with other officers and committee chairs about their financial needs for the following year and prepare the Division budget for the following year.
Secretary
In August, upon notification from the Nominating Committee Chair, notify candidates of the results of the election for Division officers. Verify the attendance of the Division Councilor(s) or Alternate Councilor(s), if necessary, at the Fall meeting of the Society.
Treasurer
In August, prepare the Division financial report for the Executive committee for presentation at the Fall meeting.
Awards Committee Chair
Serve as a member of the Herman Skolnik Award jury.
Publications Committee Chair
Prepare an annual publications budget in July of the preceding year for review at the Fall National ACS Meeting.
Tellers Committee Chair
August 1—count the ballots. Report the results to the Division Chair, the Secretary, and the CIB Editor.
CIB Business Manager
In July, send out invoices for the Summer issue. Remind standing order advertisers to consider CINF as they compile their next year forecasts. Submit annual budget revenue forecast and pricing recommendations for the coming year to the Publications Committee Chair. Submit second quarter activity report to the Publications Committee Chair. In August, send out invoices for CIB institutional subscriptions.

Fall ACS National Meeting

Chair
Chair Executive Committee meeting. Present the Herman Skolnik Award if it is scheduled. Present the Past Chair’s pin at the Divisional luncheon, if feasible.
Chair-Elect
Present the Division budget for the following year to the Executive Committee. Attend Program and Executive Committee meetings. Determine which committee chairs and other memberships need to be filled for the coming year and find people to fill them.
Secretary
Take minutes at the Executive Committee and Business meetings. Summarize proceedings of the Executive Committee meeting(s) at the Business Meeting and send copies of the minutes to the Executive Committee for comments. Allow 1–2 weeks for receipt of comments, then send copy to the CIB Editor before the deadline of the next CIB issue.
Councilors/Alternate Councilors
Attend the ACS Council meeting.
All Committee Chairs
Hold committee meetings as requested by the Division Chair, attend the Executive Committee meeting and part of the Executive Committee Planning Session.

September

Chair
Send thank-you notes for services and courtesies received in connection with the Fall meeting.

October

Secretary
Notify ACS headquarters of Division officers, Councilors and Alternate Councilors. Certification and biography forms furnished by ACS for Councilors and Alternate Councilors must be completed and submitted to the ACS Executive Director.
Publications Committee Chair
Distribute during the fourth quarter a calendar-year publication schedule for the following year.

December

Chair
Prepare Chair’s Message for the Spring CIB issue.
Secretary
Review Division files. Transfer to the Archivist/Historian items of permanent value which will not be needed by the Secretary in pursuance of duties. Weed the correspondence file. Prepare the files for transfer to the incoming Secretary (alternate years) by January 1. Begin preparation of the annual report for the Society and for the Division.
Treasurer
File bank signature cards at bank for succeeding Treasurer and Chair so that they may sign checks during their Term of Office. With each change of Treasurer, inform District IRS Office of new Treasurer’s name and address.
Awards Committee Chair
Issue a call for applications for the Student Scholarship Award prior to December 31 of the year preceding the year of the award and mail it to the editors of the Chemical Information Bulletin and the Divisional Newsletter, and to the information oriented professional organizations and graduate schools. The deadline for receipt of nominations is March 1.
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