Section Committees



STAT on 
Updated: 02/07/2010



PART III: RESPONSIBILITIES OF SECTION APPOINTED LEADERS

Appointed positions on the Section Council include the Section Action Board, representative and representatives to other APHA-wide boards (such as the Science Board) and committees and Chairs of Section committees.   The purpose and functions of appointive posts of the Statistics Section are described below.

C. Section Committees

Committee Chair Duties are
  • Prepare an annual report of committee activities and present it to the Section council at the Annual Meeting of the Association.
  • Respond promptly to Section correspondence.
  • Communicate with the Section Chair to keep him/her updated on committee activities.
  • Submit articles to the Section's Newsletter.


1. Awards Committee
Purpose:
To solicit nominations and select individuals for the three Section Awards presented annually to Section members employed in a) academia, b) government, c) industry for outstanding contributions to Statistics and Public Health. To solicit and submit nominations for the Association Awards.

Committee Composition:
The Chair is appointed by the Section Chair to serve for one year, the term to begin at the close of the Annual Meeting. Committee members are appointed by the Committee Chair with the advice of the Section Council.

Functions:
  • Prepare and submit to the Section Chair and Secretary a roster of the names, addresses, and telephone number of committee members.
  • Convene the committee as soon after their appointment as feasible. This could be during the Annual Meeting if the Chair so designates.
  • Publicize and request nominations for Section and Association Awards at the Section Council and Business Meetings.
  • Place the request for nominations for Section Awards in the Section Newsletter.
  • Solicit nominations directly (by e-mail, mail and/or telephone).
  • Receive and process nominations by the appropriate deadlines. Review nominations for Section Awards and select winners. Inform the Section Chair who will notify the awardee of their selection and invite them to attend the Section Annual Meeting Session where the awards will be presented. Inform APHA and transmit award forms and photos of award recipients to APHA by deadline for publication in the meeting program.
  • Keep a list of nominees and transmit to committee for use in subsequent year.
  • Prepare plaques for presentation.
  • Prepare a statement of presentation for each awardee and make the presentation at the Section award session at the Annual Meeting.  Send a copy of the presentation statement to the Archivist.
  • Prepare an announcement for publication in the fall Section Newsletter and an article for the winter Section Newsletter.
  • Prepare a committee report for presentation at the Annual Meeting of the Section Council.
  • Prepare an annual budget for the committee.


2.  Archivist
Purpose:
To collect, select, and store documents which will provide for posterity a record of the Statistics Section.

Term of Office:
A member who is familiar with the business of the Section shall be appointed by the Section Council to serve for one year, subject to extension by action of the Section Council.


Functions:
  • Receive, collect, select, and store all documents (including annexes) of historical significance to the Section. Documents include the citations for the annual Section awards, Spiegelman awards, Section newsletters, anniversary programs, and memorabilia.
  • Maintain historical lists of 1) Spiegelman award recipients, 2) Section award recipients, 3) Section officers, council members, Governing Council representatives, Action Board representatives, and committee Chairs and members, 4) slates of candidates 5) Lowell Reed lecturers and lecture topics, 6) Biostatistics speakers and topics.
  • Receive and respond to inquiries regarding the archives.
  • provide updated copies of the archives to the Chair and Chair-Elect.  Provide those portions of the archives needed by various committee chairs (Awards, Nominations, etc.).
  • Prepare a report for the Annual Meeting and forward.
  • Update the history of the Section annually.


3.  Local Arrangements Committee

Purpose
To plan, prepare, and promote the social functions of the Section at the Annual Meeting.:

Committee composition:  
The Secretary-elect serves as Chair of the committee.  The committee Chair appoints committee members as needed, preferably someone from the city in which the meeting will be held.

Functions:
  • Prepare and submit to the Section Chair and Secretary a roster of the names, addresses, and telephone number of committee members. Coordinate with the Program.
  • Chair (Section Chair-elect) for dates, times, and place of events.  Obtain contact for hotel caterer from the Program Chair.
  • Coordinate with the Section Chair about the budget for the events.
  • Make all arrangements for the Section’s social functions.
  • Keep the Section Chair and Program Chair informed of committee activities.
  • Prepare an announcement of the social functions for publication in the fall newsletter and for posting on the Section website.
  • Prepare an article for publication in the winter newsletter detailing the functions that were held at the Annual Meeting.


4.   Newsletter Committee
Purpose:
To communicate the Section's business and activities to membership through the publication of at least two Statistics Section Newsletters each year.

Committee Composition:
The committee Chair is the Secretary appointed for a one year term and may select two or three person to assist in the work.  All of the Section’s officers, council members, and committee Chairs or members are expected to be contributors to the Section Newsletter.

Functions:
  • Prepare and submit to the Section Chair and Secretary a roster of the names, addresses, and telephone number of committee members.
  • Receive the abstracts of the annual reports from the Section's officers, members, and Committee Chairs.
  • Solicit specific items for publication from Section Council members and other sources
  • Review, select, edit, and assemble for publication items received.
  • Write articles, as needed.
  • Submit copy to the Chair for review and approval in ample time to meet APHA submission deadlines.
  • Submit copy to APHA before submission deadlines. 
  • Mail one copy to the Archivist for placement in the archives and arrange for posting on the Section website.

Guide for Publishing Newsletter:

The Newsletter committee Chair will determine which items have highest priority and news value using the following categories as guidelines:
  • Committee reports such as Awards, Nominations, Program.
  • Section Chair's goals for the year and officers' reports.
  • Special events in which the Section was involved, or in which a Section member was honored.
  • Brief articles which have an impact on Statistics.

The Newsletter committee Chair will consult with the Section Chair regarding format, content, and composition of the Newsletter.

The Committee Chair will determine publication deadlines with the Section Chair. It is recommended that the first newsletter of the year be mailed out between the Annual Meeting and January 1 and the second newsletter before September 1. If more than two newsletters are planned, the deadlines for the third and other ones will be approximately determined at the Annual Meeting, and coordinated with APHA deadlines as they are announced. 


5. Nominations Committee

The By Laws of the Association Article XIV, Section 2 (a) and (b) require that:
"The Section Chair, with the advice of the Section Council, shall appoint a Committee on Nominations from the members with a primary affiliation with the Section at least six months before each Annual Meeting. The Section Secretary shall be a member of such Committee".

Not less than ninety days prior to the Annual Meeting, the Committee on Nominations shall submit to the membership of the Section either by mail or by publication in an official publication of the Association, the names of two or more members as nominees for the appropriate Section Offices, the Section Council, and the Governing Council. There shall be at least two nominees for each position."

Purpose:
To prepare the slate of nominees for the Statistics Section and other APHA wide offices.


Committee Composition:
The Section Council appoints members to the Nominations committee.  The immediate past Section Chair and the current Secretary are two of the members. The immediate past Section Chair serves a one-year term as the Chair of the committee.  .

Functions:
  • Prepare and submit to the Section Chair and Secretary a roster of the names, addresses, and telephone number of committee members.
  • Solicit nominees from the primary members of the Section considering the following:
  1. The value of broad membership involvement by geographical, gender and ethnic distribution.
  2. The importance of continuity in leadership.
  3. The need for vitalizing the  Section with new and youthful leadership.
  4. The need to match the specific job to be done with persons of appropriate backgrounds, skills, and resources.
  • Develop a slate consisting of at least two nominees for each of the following positions:
  1. Chair Elect   elected annually for a one year term followed by a one year term as Chair, and subsequently, a one-year term as Immediate past chair.
  2. Secretary Elect   elected for a one year term as Secretary Elect, followed by a one year term as Secretary.
  3. Two elected council members to serve for three year terms.
  4. One Governing Council member to serve a two year term.
  • Transmit a copy of the Section Manual to each nominee and review with him/her the responsibilities of the position they are nominated for.
  • Present the slate to the Section Chair.
  • Add to the slate the names of additional nominations which carry the signature of at least 25 members with primary affiliation in the Section and submitted within 30 days of publication of the call for nominations in the Section Newsletter. 
  • Submit the completed slate of nominees and biographical sketches to APHA by the stated deadline.
  • Inform nominees of the outcome of the election when it becomes available.
  • Inform all Section officers and council members and the archivist of the outcome of the elections  
  • Prepare annual committee report for presentation at the Annual Meeting. 
  • Prepare an abstract, in journalistic form, of the annual reports and send a copy to the Newsletter Committee Chair.
  • Transmit to the incoming Chair of the Nominating Committee names of those individuals contacted who expressed interest as possible nominees at a future date.

 
6.  PROGRAM COMMITTEE

Purpose
To plan and present a program of scientific quality and of national interest to the Section and Association members as a means of informing them of the issues, direction, and research related to the practice of Statistics with emphasis on the theme selected by the APHA Governing Council.

Committee Composition
The Chair is the Section Chair-Elect and other members as appointed by the Section Chair and/or Chair-Elect.

The Program Committee Chair serves on the Program Committee of the Association in the year for which that Chair is responsible.  In the event that the Chair cannot attend the Program Committee meeting of the Association, a person appointed by the Section Chair-Elect will attend as alternate. 

Functions:
  • Prepare and submit to the Section Chair and Secretary a roster of the names, addresses, and telephone number of committee members.
  • Assume the responsibility for the total program of the Section for the Annual Meeting including the Section Council , Business Meetings, Social Hour, and Dinner.
  • Coordinate the sessions of the program with all other section activities to prevent conflict of events.
  • Maintain communication with the Local Arrangements Committee.
  • Consult with the Section Chair about any problems that arise in the planning and presentation of the program.
  • Early in the planning, the Program Committee Chair will:
  1. Solicit suggestions from the Section membership for the program at Section Council and Business meetings.
  2. Prepare an announcement for the winter Section Newsletter outlining the program theme, topics selected, and request abstracts for scientific and contributed papers.
  3. Place a Call for Abstracts in Amstat News, Washington Statistical Society Newsletter, and other publications.
  4. Meet with the committee to prepare the preliminary plan for the Statistics Section program sessions.
  5. Attend the Association Program Committee meeting to indicate the interest of the Section and learn about he procedures for putting together the program.
  • Arrange for review of submitted abstracts, selection of abstracts for the program, and organization of abstracts into sessions.
  • Solicit invited sessions and papers.
  • Arrange for a speaker for the Lowell Reed Lecture.
  • Maintain communication with the previous year’s Spiegelman award winner, who is responsible for arranging the Biostatistics Methods session.  
  • Write letters (email) to proposed speakers to request and confirm their participation in the program.
  • Write letters (email) of regret to those individuals whose abstracts are not accepted for presentation.
  • Arrange the time for each program session and section events.
  • Submit preliminary and final programs to APHA by deadlines.
  • Provide the Newsletter editor with a copy of the final program for publication in the fall newsletter and posting on the section website.
  • Assign a Committee or Council Member to attend each session during the annual meeting to see that physical arrangements are satisfactory.
  • Collaborate with the Section Newsletter Editor on an article about the Annual Meeting for publication in the winter newsletter.
  • Write letters of appreciation to all program participants following the Annual Meeting.
  • Prepare a committee annual report.
  • Share materials with the incoming Program Committee Chair. This will help the incoming Program Chair prepare for the early spring deadlines. Also turn over any materials considered helpful.


7.  Spiegelman Award Committee
Purpose
To solicit nominations and select an individual for the Spiegelman Award.

Committee Composition
  • The committee consists of 9 persons.
  1. Each Spiegelman award recipient serves a three-year term on the committee.  In his/her final year on the committee, the award recipient serves as Chair of the committee.  Thus, in any year, there are three Spiegelman award recipients on the committee.
  2. The Chair of the committee appoints one committee member who will serve three-year terms.  Thus, there is 1 person appointed by the current Chair and 2 who were appointed by the previous two Chairs
  3. Each year, the Section Chair appoints one person (a Statistics section member) to the committee for a three-year term.  Thus, there is 1 person appointed by the current Section Chair and 2 who were appointed by the previous two Section Chairs.
  4. Terms begin at the close of the Annual Meeting.

Functions
  • Publicize and request nominations for the Spiegelman Award at the Section Council and Business Meetings and in the Section winter newsletter.
  • Place the request for nominations for Spiegelman Award in Amstat News and other publications.
  • Solicit nominations directly (by email, mail and/or telephone).
  • Receive and review nominations. Select the winner and inform APHA and the Section Chair by the appropriate deadlines.
  • Notify the award recipient of his/her selection and detail the responsibilities incurred. Obtain a photo of the recipient and transmit it to APHA. 
  • Obtain a biographical sketch of the award recipient and transmit to the Section Chair for publication in the Newsletter.  The Chair-elect will contact the award recipient with the time and place of the award ceremony and other events at the Annual Meeting.
  • Maintain a list of past recipients of the Spiegelman Award.
  • Obtain the medallion for presentation.
  • Prepare a statement of presentation for the award recipient and make the presentation at the Spiegelman Award session at the APHA Annual Meeting. Mail a copy of the presentation statement to the Archivist. Traditionally, the previous year’s award recipient makes the presentation. 
  • Transmit the names and contact information for committee members to the Section Chair. 
  • Prepare an article for the winter Newsletter and prepare announcements with pictures for publication in Amstat News and other publications. 


8. Ad Hoc Committees

Ad Hoc Committees and Task Forces are formed as needed. These provide a focus on a specific topic, activity, etc. that needs the Section's attention.
The Section Chair appoints a Committee Chair,who in turn will appoint a committee as needed.