1. ASSE Chapter Officers’ Orientation Program

2. ASSE’s Mission
ASSE is a global association that provides professional development and representation for those engaged in the practice of safety, health and the environment and providing services to the private and public sectors in order to protect people, property and the environment.

3. ASSE’s Vision
The Society strives to be the premier organization and resource for those engaged in the practice of protecting people, property and the environment, and to lead the profession globally.

4. ASSE Goals for
To establish, promote and recognize standards of professional practice.
To advocate positions on regulations and legislation.
To enhance and promote the image of the Society as the leader of the profession.
To establish and maintain an effective efficient organization that strives to achieve the Society’s mission.

5. ASSE Goals for
To gather, encourage and participate in the development of the body of knowledge relevant to the profession.
To develop and maintain mechanisms to recruit, retain and nurture the membership.
To deliver the highest-quality professional development opportunities to enhance competence and position practitioners for success.

6. Councils Member / Region Affairs Professional Affairs
Professional Development
Practices & Standards

7. Board of Directors President President-Elect Senior Vice President
VP Finance
VP Council on Professional Development
VP Council on Professional Affairs
VP Council on Practices & Standards
VPs of all eight regions
Executive Director (non-voting)

8. Divisions Management Construction Mining Engineering Public Sector
Risk Management / Insurance
Transportation
Consultants
Construction
Engineering
Environment
Health Care
Industrial Hygiene
International

9. Region/Area/Chapter/Section Organization
8 Regions
3 Regions Have Areas
149 Chapters
55 Sections
58 Student Sections

10. Regional Operating Committee (ROC)
Administrative body for region
Maintains communication with the Board of Directors
Networks between chapters
Resolves region and chapter issues

11. ROC Responsibilities Assists the RVP to ensure effective operations
Approves sections
Recommends chapter charters to the Board
Establishes chapter boundaries

12. ROC Responsibilities Supports chapter and section growth
Source for chapter officer training
Coordinates chapter/region activities
Advises and provides guidance to RVP on chapter and member needs

13. ROC Structure (without areas)
RVP as chair
Each chapter president
Elect assistant vice president
Each chapter has one vote
Some regions appoint assistant RVPs who are non-voting members unless representing their chapters

14. ROC Structure (with areas)
RVP chair
Each area director represents chapters within his/her area
Assistant vice president elected from area directors
Each area has one vote
Some regions appoint assistant RVPs who are non-voting members unless representing the area

15. Area Operating Committee
Hold two or more separate meetings from ROC
Area director chair
Chapter presidents voting members
Assistant area director elected from chapter presidents
Provides chapter collaborative opportunities

16. ROC/Area Operations Two meetings per year (minimum)
Location can rotate among chapters
Chapters host meetings
Region/Area responsible for its own debts and financial commitments
Regions submit annual financial statement

17. Forming Regular Sections Why Form a Section?
Members live too far to attend chapter meetings
Members in a smaller area
Members in a specific industry

18. Requirements for Forming a Section
Ten or more active dues-paying members
A petition to the chapter identifying the section members and the territory the section will include
Justification for forming the section

19. Requirements for Forming a Section
Section bylaws
Proposed section name
Plans for future meetings
Elected chair, secretary/treasurer
Chair must be a member or a professional member

20. Section Approval Chapter approval Region/area approval
ASSE provides section charter

21. Chapter Responsibilities
Chapter may provide seed money.
Section finances are the responsibility of the chapter, including financial reports and section taxes.
Chapter distributes a portion of membership dues to the section.
Chapter maintains a section roster and section officers.

22. Chapter Responsibilities
Section officers attend chapter executive committee meeting.
Chapters share information.
Chapters encourage sections to build membership to petition for chapter status.

23. Student Sections
Formed at Colleges and Universities to foster the future development of the safety profession
Activities focused on student needs

24. Student Section Formation
Identify undergraduate and graduate safety programs within your chapter’s jurisdiction.
Contact the department or program chairperson.
Explain the requirements for forming a student section.
Call member/region affairs at ASSE for a student section formation kit.

25. Chapter Structure
ASSE is non-profit association tax exempt under Section 501(c) 6.
Each chapter has its own tax identification number.
Chapter should also be tax exempt in each state.
Most states do not exempt ASSE from sales tax.

26. Chapter Bylaws
Set of rules adopted by the chapter for governing its meetings and activities
Approved by RVP
Copy retained at Society headquarters
Reviewed by the chapter annually and updated, as necessary

27. The Importance of Chapter Strategic Planning
Stimulates thinking about future programming
Reveals ways to improve chapter events and communications
Determines methods of recruiting and retaining membership
Builds teamwork
Develops future leadership

28. Chapter Officers President President-Elect Secretary Treasurer
Delegate (delegate per 250 members)

29. Chapter Board Member’s Commitment
The primary role of the chapter’s board of directors is to maintain fiscal integrity, set long-term planning goals, and provide the necessary environment to accomplish the chapter’s goals.

30. Officer Qualifications/ Terms of Office
Each elected officer shall be a Society member for one year prior to taking office. Only a Professional Member or Member may hold the offices of President, President-Elect or Delegate.
The term of elected officers shall be for one year, beginning July 1, smaller chapters may elect officers for two-year terms.

31. Chapter Officer Election Process
Nominating committee shall consist of 3 to 5 persons.
Candidate names and qualifications shall be published and distributed to the chapter membership 60 days in advance of the election.
Election of officers shall be held at the April/ May meeting or by mail ballot, per Chapter bylaws.

32. Chapter President Provides leadership to the chapter and its members
Represents the Society and the chapter in the community
Has overall responsibility for the development of potential, new and experienced board members

33. Chapter President
Ensures that procedures are established and maintained regarding how the board will act and make decisions, and how the board will monitor itself in executing its legal and ethical responsibilities to the chapter
Develops specific annual goals from the chapter’s strategic plan

34. Chapter President Responsibilities
Appoints standing committee chairs
Monitors and supports the activities of chapter officers and committees
Prepares and presides at Executive Committee and chapter meetings.
Represents the chapter at the ROC meeting
Submits required reports

35. Five Keys to a Successful Presidential Term
Set objectives
Gain commitment
Delegate
Supervise
Recognize accomplishments

36. Set Objectives
Setting objectives encourages the Chapter to follow good management practices;
Solidifies the leadership team;
Establishes accountability between officers and members, and provides a common direction for the membership.

37. Get Commitment
Calling for officer input establishes a sense of responsibility for accomplishing the objectives;
Collectively determines the objectives for the year;
Creates a sense of unity and partnership with the Board and the membership.

38. Delegate and Supervise
Define the specific outcome required.
Meet and agree upon the responsibilities and time frame.
Inform others of who is coordinating the project.
Follow-up.

39. Recognize Accomplishments
Recognizing volunteers gives them a sense of appreciation and accomplishment.
Recognizing volunteers for their contributions enhances their performance and increases their level of volunteerism.

40. President-Elect Responsibilities
Prepares to become the next chapter president
Serves as chair of designated committees
Supervises chapter special events
Liaison with chapter sections
Acts For President in his/her absence
Succeeds to the office of the President if the President is unable to serve

41. Chapter Secretary Responsibilities
Handles Correspondence and Records Relating to Chapter Administration
Records Minutes and Maintains Motion Log
Notifies members of meetings and activities and distributes chapter mailings.
Assists in preparation of annual report
Maintains chapter charter and files

42. Chapter Treasurer Responsibilities
Manages chapter financial operations
Prepares chapter budget
Prepares chapter financial statements
Prepares IRS reports
Prepares annual financial report
Oversees annual audit
Maintains all financial records

43. Internal Control: Bank Accounts
Account in chapter’s name
Use chapter’s tax identification number
Two signatures on checks
Notify ASSE of change in banks

44. Internal Control: Cash Receipts
All checks should be made payable to the chapter
Deposit funds weekly
Reconcile bank account monthly

45. Internal Control: Cash Disbursements
Approved by officer or committee chair
Original invoices only
Mark invoice paid
Prepare payment request if no invoice
Two signatures for large amounts

46. Internal Control: Financial Statements
Balance records monthly
Monthly financial report to executive committee
Show budget to actual
Review any unexpected variances

47. Internal Control: Audit
Recommended annually
Independent audit for larger chapters
Audit by chapter task force for smaller chapters with executive committee approval
Auditor can also prepare tax returns, if required.

48. Chapter Delegate Responsibilities
Represents chapter at House of Delegates (HOD) meeting
Acts on mail ballots when necessary
Attends chapter Executive Committee meetings
Serves on other chapter committees
Reports on HOD proceedings to chapter membership

49. Benchmarks of An Effective Chapter
Elects officers annually and provides board member orientation and training.
Operates under a current set of bylaws.
Engages in strategic planning.
Officers and chairs understand and implement the chapter’s goals.

50. Benchmarks of An Effective Chapter
Develops and reviews the chapter’s programs and budget.
Executive and standing committees meet regularly.
Follows an established process for decision making.
Conducts an annual review of its work.

51. Benchmarks of An Effective Chapter
Members are knowledgeable about ASSE and the safety profession.
Members provide the benefit of personal expertise and experience.
Actively promotes ASSE membership.
Recruits future chapter leadership.

52. Key Chapter Dates Officer Report Form due June 1.
Society & Chapter Officers begin terms July 1.
Annual & Financial Reports due Aug. 15.
990/990T Forms due to IRS Nov. 15.
Delegate counts determined December 31.
Deadline for Society Election Ballots April 1st.

53. ASSE Resources Available for Chapters
Annual Leadership Conference
Annual Chapter Achievement Award Program
Chapter Officer Recognition Awards
Chapter Newsletter: Chapter & Verse
Chapter Administration Guide
Model Bylaws

54. ASSE Resources Available for Chapters
Chapter Membership Chair Manual
Chapter Officer Training Manual
Chapter Meeting and Event Planning Guide
Chapter Long-Range Planning Guide
Government Affairs Handbook
Newsletter Enhancement Kit

55. ASSE Resources Available for Chapters
Chapter Territory List
Table Top Display Booth
ASSE Banner
Chapter Alpha Roster
Chapter Roster Update
Chapter Statistical Reports

56. ASSE Resources Available for Students
Student Section Formation Kits
Careers In Safety pamphlet
College & University Safety Degree Programs booklet
Scholarships by State
Scholarships through ASSE Foundation
Student Newsletter: ClassEdition