President Elect Responsibilities

 The following information provides a timeline of the President-Elect's Responsibilities.  Important documents are attached at the bottom of the page.

FUN Undergraduate Student Travel Awards

We welcome dues-paying members of Faculty for Undergraduate Neuroscience (FUN) to sponsor nominees for a FUN Undergraduate Student Travel Award. The award offers aid for expenses associated with attending the Society for Neuroscience 2010 meeting for an undergraduate student who is presenting a poster.  To learn how to access award-application instructions, judging criteria, and to support undergraduate education by joining FUN, please visit www.funfaculty.org. Applications are due by Friday, May 20, 2010.

Officer Elections

• Send out an email over the listserv and post a news item on the website to solicit nominations for the Officer elections.
• Make the Notification date the end of July/first week of August.

August

• Tounch base with Travel Award Winners.  Confirm the time of the FUN Poster Session and Social.  

• Confirm the slate and contact the Election committee

• Final reminders to the travel award winners
• Send the Past-President the abstracts from the travel award winners so that they are included in the FUN Poster Session
• Remind the Past-President to have a special section for the Travel Award Winners, BAW Travel Award Winner and SOMAS Students at the Session.

• Run the election during September.  Confirm the results by having each Election Committee member look at the voting. The email to members for the voting can be sent out through this website.  The webmaster can help with this. Smith has his own server and software...and is willing to help with this as well.
• Notify the winners at the end of September.

• Email each award winner with the name of their travel award sponsor.  Remind them to put the name of their travel award sponsor on the poster.  Also give them contact information for the sponsor so that they can send a thank you.  Finally, give them the booth number of the sponsor (update the booth numbers for the upcoming SfN meeting on the sponsor page) if they have one so that they can thank them in person.
• Make and print off certificates for the Mentors and the Travel Award Winners.  Certificate Files attached below. New Certs have been made, see uploads.
• The treasurer will bring the checks.

Executive Meeting, Business Meeting and Social

• President Elect reports about the travel award competition and introduces the new committee members at the Executive and Business Meeting.
• President-Elect becomes the President at the FUN Social and Poster Session. 
  
• The current President turns introduces the President-Elect and then they announce the election results and the travel award winners/sponsors.  The incoming President-elect passes out the checks and certificates.
• NO SINGING....Ban for life! :)

President Responsibilities

This page contains all of the information regarding the responsibilites of President.  The calendar starts with the end of the FUN Social when the executive committee officially rolls over into the new year.

November

• Set the committee structure for the coming year.  Assign councilors to committees and ask committee chairs if they would like to continue chairing their particular committee
• Web Site Update: Change the committee members and update the officers names on the web site.
• Web Site Update: Update the FUN Travel Award Winners and Sponsors Page with that year's winners.  

December-February

• General housekeeping.  The President is the point person for outside requests directed at FUN.

March

• Think about having FUN executive committe members attend the ANDP spring meeting
• Coordinate the call for Brain Awareness Travel award with the FUN PECC member (Jen Yates, 2014) and Emily Dilger ([email protected]).  Send out a call for applications and have the applications sent to the FUN PECC member who is chair.  Make the applications due when the FUN Travel Awards are due.  Put the new application on the Brain Awareness Award Page.
• Reserve a room for the FUN Executive Meeting and FUN Business Meeting through the SfN Satellite Registration System.  Coordinate this with the Treasurer.  Copies of the Business and Executive Meeting orders are attached below.  There is a fee involved for each order, so make sure to get reimbursed by the treasurer.

April

• Submit an abstract for a Theme H poster about FUN at the Fall SfN Annual Meeting; Create a linking group and share the group name with the JUNE Editor, SOMAS (Julio Ramirez), Regional Meeting Organizers and other FUN supported posters to locate all the posters in the same place.  Make sure to get reimbursed from the Treasurer for the abstract submission fee.  A sample abstract is attached below to serve as a guide.

May

• Send out a reminder on the FUN Listserv and through the webpage about Travel Award Deadlines
• Start sending emails to Contributing Members asking them to fund a travel award again this year.  Sponsor contact list is on a page listed at the bottom of this page.

June

• Email Lutz Steiner ([email protected]) to see if they are interested in sponsoring the German Neuroscience Poster Travel Award again this year.  He will send an application to attach to the webpage.
• Once rooms are reserved for the Executive and Business Meeting at SfN, coordinate with the hotel to order food and coordinate tables/chairs.  See the attached food orders from 2009.
• Web Site Update: Update the following pages with the SfN Meeting details:FUN Events at the Society for Neuroscience page

July

• Continue to coordinate with the President-elect and Treasurer about travel award reviews and available funds
• Continue to solicit funds for travel awards
• In collaboration with President-elect, send out call for nominations for the new officer Elections
• Remind the Past-President to send out a call for nominations for possible FUN educator/career/lifetime achievement awards

August

• Web Site Update: Put an announcement out about the German Poster Travel Award on the webpage and the listserv.  Update the German Travel Award page.  Make the due date about two weeks prior to SfN so that the nominations can be sent to Lutz to review prior to the social.  Update the German Travel Award page with the file they send of for nominating students
• Remind Past-President to call committee together to decide on FUN educator/career/lifetime achievement awards (President and two Past-Presidents)

September

• Email Executive Committee Officers, Committee Heads, PECC Liason, Nu Rho Psi head, JUNE Editor, and anyone you want to come to the Sunday night executive committee meeting.  Let them know the time and place of meeting.
• Confirm the room reservations and food orders for the Executive and Business Meeting with the hotel

October

• Two weeks prior to SfN post a reminder about the Business Meeting and the FUN Social as a news item on this website and send this information through the list-serv email address.
• Put together an agenda for the Executive Meeting.  Send out to attendees an agenda and any other reading material one week before the meeting. An example agenda is attached below. 
• The Executive Meeting/Business Meeting is a great time to alter the bylaws.  Put this on the agenda if it is required.
• Newly elected officers are invited to come to the open session of the Executive Committee meeting.  They cannot vote.  The new members are officially on the committee after the end of the FUN Social.
• With the President-elect, put together an agenda for the FUN Social.  An example agenda is attached below.
  
• Coordinate the BAW travel award with Corinne Dreskin at SfN.  They will send education materials to you.  Print BAW travel award certificates and get the check from the Treasurer.
• You will likely attend the SOMAS luncheon at SfN and be asked to present the BAW travel award at the BAW event at SfN on Saturday afternoon.

Past-President Responsibilities

This page contains all of the information regarding the responsibilities of Past-President.  The calendar starts with the end of the FUN Social when the executive committee officially rolls over into the new year.

December

January

February

• You will be contacted by someone from the programming committee to confirm that the FUN Poster Session and Social will be held next year and that you are chair of the session.  The 2010 contact at SfN was Megan Cifrino (
  ?
  [email protected]), Annual Meeting Program Assistant.

March

April

 Fun Social and Poster Session

• You are the Chair of the Social and will have to fill out the Social Proposal form in the SfN Oasis system.  The proposal submission from 2010 is attached below as a guide for our request.  The President and President elect are put on the list of Social Guests.  In 2010 we asked for 120 Poster Board faces and room for 500 attendees. The 2011 count was exactly 120 posters and we had 600 attendees--you may want to request 10 more poster boards.  We got 144 boards for the 2012 session.

May

June

• German Graduate Schools of Neuroscience Programs Poster Competition. Lutz Steiner ([email protected]) was the last chair to support this program and he is no longer in that position. In 2015, Margret Franke ([email protected]) was the chair and she stated that they were not interested in sponsoring the German Neuroscience Poster Travel Award again this year.   So, in 2012/13/14/15, the German graduate schools did NOT sponsor a poster award. I think we can consider this program dead.
  

July

• Put out a call for nominations for FUN Educator Awards by July 15th.  Make the deadline for nominations September 1st.

August

Fun Social and Poster Session

• Put out a call for abstracts for the FUN Poster Session and Social by September 1.  Make the deadline for submission October 1st.  Make sure to indicate that the abstract must have a title, authors, school and abstract. Make sure they send it in a word document format to make it easier to format the abstract book.  
• Web Site Update: Update the following pages with the SfN Meeting details: FUN Undergraduate Poster Session Page
• Send out a reminder about the FUN Educator Awards nominations and also an informational e-mail about the upcoming abstract submission process.

September

• Call the Educator Awards committee together (You are the chair with the President and a councilor)
• Consult the awards page to make sure some one is not given an award they have already earned.
• We give an Educator of the Year award every year.  The others do not have to be given if there are no good candidates.
• Use the templates attached below to have plaques engraved.  We have no preferred vendor to get these from. Send receipts to the Treasurer to get reimbursed
• Order the watch for the outgoing President from the following vendor.  Get the credit card number from the treasurer or save reciept to be reimbursed. The company has the information on file - our customer number is 48953.

Infinity-IWCUS.com
800-313-8808
www.iwcus.com
[email protected]

October

• Note: Responding to all the submissions and organizing the abstract book takes a significant amount of time. One FUN member can have one poster board (4' x 6') for their posters.  They can put several posters on one board if they like.
• Obtain abstracts of FUN travel award winners.
• Make a list of presenters to assign poster boards to.  Reserve a section of the poster boards to cluster the travel award winners.
  
• Send the abstract book as a pdf to all participants. Print off several lists of poster numbers for people to find their posters.  Make sure to put up poster numbers, it is much less chaotic for the students and for the German Poster Award Judges.
• Send a copy of the abstract book to or cNDP liaison.  They willl distribute it to members of graduate programs.
• this is deadSend a compilation of all the German Poster Award Nominations to Lutz Steiner at least a week or two before the meeting. If possible, let him know then what the poster numbers are for each nominee.

November

Fun Social and Poster Session (Agenda Outline is attached at the Bottom)

• Go over the Agenda with the other Presidents
• The room is set up by 5:00pm.  It would be good to get there at 5pm to put poster numbers on the boards and to make sure everything is setup. Push-pins for the posters were provided by SfN.  You might want to bring some as a back up.
• Poster session starts at 6:45pm, but students start arriving by 6:15pm.  Make sure to have at least one person available at the entrance to provide poster numbers to students as they come in. We might consider having a table outside for students to check in at so that it is a bit less chaotic now that we are over 120 posters.  No one writes down their poster numbers ahead of time.
• Start the awards program at 8pm.  It will take 30-45 minutes.
• Web Site Update: Update the German Neuroscience Travel Award Page, the Brain Awareness Award Page  and the Educator Awards Page with the winners.
• Post Award Winners to the News Section of our Website
• Submit a short piece to Neuroscience Nexus to advertise our award winners.  Link it back to the News Announcement.

You are done!  Thank you for your service to FUN.

Committee Structure

Presidents Advisory Board

• Past-President, Past-Past President, Past-Past-Past President

Travel Award Committee

• President-elect is chair
• Bylaws: "The Chair will ask one councilor and at least two other regular members or Fellows (one from the Executive Committee and one from the general membership) to assist with the selection process."
• It is a good idea to ask two individuals who ran for councilor but lost to serve on this committee to keep them involved

Election Committee

• President-Elect is Chair
• Bylaws: "The Election Committee shall consist of the President-elect, acting as Chair, the Past President, and one councilor appointed by the Chair of the Election Committee"

Education Committee

• Chair is by Presidential Appointment.  Eric Wiertelak is the current chair so ask if he would like to serve again.
• Bylaws: "The Editor-in-Chief of JUNE and two or more other members (at least one member of the committee will be from the Executive Committee) appointed by the Chair shall assist in the fulfillment of these activities."
• Ask Eric to let you know who the committee members are so the website can be updated

Education Committee

• Chair is by Presidential Appointment.  Julio Ramirez is the current chair so ask if he would like to serve again.
• Bylaws: "Two other members (at least one member of the committee will be from the Executive Committee) appointed by the Chair shall assist in the fulfillment of these activities."
• Ask Julio to let you know who the committee members are so the website can be updated

Website Committee

• Chair is by Presidential Appointment.  Bob Calin-Jageman is the current webmaster.
• Bylaws: "The Chair shall be assisted in the fulfillment of these duties by the President, and one member at large appointed by the Chair from the general membership of regular members and fellows."
  

FUN Awards Committee 

• Past-President is Chair
• Bylaws: "This committee, which shall consist of the Past-President (chair), President, a councilor and atleast one regular member or fellow appointed by the Chair"

Finance Committee 

• Treasurer is Chair
• Bylaws: "The Finance Committee shall consist of the Treasurer-elect, the Treasurer acting as Chair, the President, one member from the general membership, and one member from the Executive Committee appointed by the chair of the Finance Committee"

Brain Awareness Week Travel Award Committee 

• The committee will be chaired by FUN's representative on the Public Education and Communication Committee (PECC) of the Society for Neuroscience.
• Bylaws: "The chair will ask two councilors and one member of the general membership to serve on the committee. The award review committee will consist of the BAW travel award committee and one other member of PECC appointed by the chair."

SfN Booth

Booth Ideas for 2010

• Use 10 exhibitor badges for undergraduate workers (Travel Award/SOMAS winners will be excluded from this)
• More Pins
• 2 Circular Tables for networking side of the booth instead of long square table
• More professional backdrop
• Keep Projector Slide Show
• Glossy postcards to replace older three-fold handout (Jen)

Booth Ordering

• T-Shirts: T-Shirt Pros (We ordered 502 shirts for 2009-invoice attached below)

• Scarves: Slice of Life Scarves (2009 order is attached below)

Eve Reaven, PhD
email: [email protected]
web: ASliceOfLifeScarves.com
Telephone: 650 493-1019
Fax: 650 856-7699
Address: 818 Tolman Dr, Stanford CA 94305

• Neural Notes: Mark Stefani (250 sold at booth in 2009)

Mark R. Stefani, Ph.D.
Assistant Professor
Psychology Dept. & Prog. in Neuroscience
Middlebury College
McCardell Bicentennial Hall 278
Middlebury, VT  05753
Tel: 802-443-5823
Fax: 802-443-2080
[email protected]

• Brain and Neuron Pins: LapelPinPlanet (We sold out of 150 on the first day in 2009)

Brain Pin, Neuron Pin

Executive Committee Meeting Minutes

This is a repository for meeting minutes from the FUN executive meetings at SfN.