Tasks of the Executive Officers

The general responsibilities for each of the executive members are outlined in the SPCR Constitutions and By-Laws (Article VII). In addition to these general responsibilities, the following tasks are to be assumed by the members of the SPCR executive in order to assure that its operations and functions are carried out effectively. The tasks of each member are carried out in collaboration with the Members of the SPCR Executive, never in isolation. These tasks will change as the Society evolves and expands.

President

1. In general, the president oversees all of the activities and functions of the executive officers and committees and sees to it that the activities of the Society are properly attended to and carried out.

2. Oversees the continued good standing of the Society’s Charitable Status. This implies completing the annual reports requested by Canada Customs and Revenue Agency.

3. Arranges for executive meetings between conferences and chairs these meetings.

4. Is Chairperson of the Research Awards Committee which is comprised of Past-President and President-Elect. The president solicits nominations for the awards, chairs the meetings of this committee, keeps records of the recipients of the research awards, prepares the citation and biography of the recipients and reads the Citations and presents the Plaques to the recipients.

5. Is Chairperson of the Research Prizes Committee. The president chairs the meetings of this committee, keeps records of the research prizes, and presents the SPCR Research Prize to the recipient. He arranges for the presentation of the non-SPCR Research Prizes.

6. Orients the President-Elect to the functioning of SPCR and through delegation/sharing of responsibilities.

7. Presents a Research Awards Committee and a Research Prizes Committee Report at the annual business meeting.

Past-President

1. Briefs the newly elected President regarding SPCR traditions and procedures, and ongoing activities, projects, etc. and is available for consultation.

2. Assumes responsibility for the dissemination and publication of conference proceedings and acts as a liaison between the conference presenters and the appointed editors of publications.

3. Works in conjunction with the NewsLetter Editors to assure that the NewsLetter is published in accordance with SPCR guidelines and procedures.

4. Recommends potential editors for the NewsLetter and for publishing the conference proceedings and works closely with them.

President-Elect

1. Chairs the Ad Hoc Nomination Committee and solicits nominations to fill vacant positions.

2. Presents the nominees at the annual business meeting.

3. Assumes responsibility for the publicity of the Society.

4. Assumes tasks delegated to him/her by the President.

Secretary

1. Prepares the minutes from the annual business meeting and distributes them to the Members of the SPCR Executive within one month after the annual meeting.

2. Prepares the minutes from meetings between conferences and distributes these to the Members of the Executive.

3. Responds to SPCR correspondence.

4. Carries out other assignments as requested by the President.

Treasurer

1. Keeps accurate records and accounts of all financial dealings of the Society.

2. Prepares the annual financial statement and presents it at the annual business meeting.

3. Prepares the budget for an up-coming fiscal year and presents it at the annual business meeting for approval.

4. Arranges for the audit of the financial books.

5. Is responsible for receiving the registrations for a conference and attends the conference to see that all are appropriately registered.

Program Committee Coordinator

1. Keeps the mailing list up-to-date.

2. Sends out Call for Conference Papers in the beginning of October.

3. Reviews the submissions for paper presentations, selects those to be included in the program, and informs, by early February, those whose papers are accepted.

4. Prepares the conference program and mails it out, by mid February, to those on the mailing list.

5. Submits a Program Committee Report at the annual business meeting.

6. Organizes with the Chairperson of the Local Planning Committee (the place where the conference will be held) the logistics of the conference (e.g., room reservations, audio-visual equipment, registration, lunches, coffee-breaks, etc.).

7. Coordinates the mailing of material (Call for Papers, Membership Forms, Conference Programs, NewsLetters, etc.).

Membership Committee Coordinator

1. Prepares the membership renewal/application form and arranges to have it sent out, in early fall, with the Call for Conference Papers (See Program Committee Coordinator) to those on the mailing list which includes current members.

2. Contacts all members of the previous year to encourage renewal of membership

3. Carefully stores the completed membership forms and issues receipts to each upon application for membership.

4. Keeps an up-to-date list of all active members.

5. Prepares the Membership Directory at the beginning of each new membership year and mails a copy of the directory to each member prior to the annual meeting.

6. Submits a Membership Report at the annual business meeting.

7. Seizes opportunities to solicit new members by having advertisements for memberships placed at meetings of other important societies (e.g.. CAPPE, AAMFT).

8. Takes care of the guest book and sees to it that it is brought to the annual conferences for those who are attending to sign.

Tasks of Personnel Appointed by SPCR Executive

Editor(s) of SPCR NewsLetter

1. Is(are) responsible for the bi-annual publication of the SPCR NewsLetter which is mailed out in early October and again in early March.

2. Consult(s) the other members of the executive and members at large for items to be included in the NewsLetter.

3. The fall-edition of the NewsLetter includes a message from the President and usually the following information: (a) the theme, place and date of the next SPCR Conference, (b) renewal of SPCR membership, (c) highlights of the previous conference, (d) call for Paper presentations for the next conference, (e) nominations for Research Awards, (f) nominations for vacant executive positions, (g) progress in the publication of conference proceedings, etc.

The spring-edition of the Newletter includes a message from the President and usually the following information: (a) the theme, place and date of the next SPCR Conference, (b) a description of the pre-conference workshop, (c) the renewal of SPCR membership, (d) nominations for Research Awards, (f) nominations for vacant executive positions, (g) progress in the publication of conference proceedings, etc.

4. Assure(s) that the NewsLetter is published in both English and French, Canada’s two official languages.

Editor(s) of SPCR Conference Proceedings

1. Are(is) appointed by the SPCR Executive and assume(s) responsibility for the publication of the conference proceedings.

2. In collaboration with the Program Coordinator, informs the potential presenters of the guidelines to be followed when preparing their paper presentation. These guidelines are mailed to each presenter at the same time that he/she is informed that his/her paper is accepted for the conference program.

3. Review(s) all manuscripts and inform(s) the author of the necessary changes to them.

4. Works in collaboration of the Book Editor of the Publishing House (e.g., NOVALIS).

Archivist

1. Assumes responsibility for the storage and safe keeping of official SPCR documents which include, among others, the agenda and minutes of the meetings, Conference Programs, NewsLetters, Membership Directories, Constitution and By-Laws, videotapes and pictures of conference activities (particularly the annual conference), etc.

2. Keeps up-to-date the picture album which contains pictures from the annual conferences.

3. Keeps up-to-date the folder containing the conference programs.

Chairperson of the Local Planning Committee

1. In collaboration with the Chairperson of the Program Committee, is responsible for the logistics of the conference.

2. About one year in advance of the conference, reserves the necessary rooms required.

3. About six months in advance of the conference, reserves the required audiovisual, etc. equipment.

4. About two months prior to the conference, the Chairperson meets with his/her co-workers to plan for the beverages, snacks, lunches, etc. for the receptions and refreshments

5. Is responsible to plan and prepare the reception the evening prior to the conference and for all of the refreshments of the conference.

6. In collaboration with the Chairperson of the Program Committee, organizes the registration kits and helps with the registration of conference and workshop participants.