Short Course / Workshop Coordinator
Note: Additional information can be found within guidelines for Field Trip Field / Training Course Coordinator.
The Program Committee (PC) shall advise the Council as to programming in which the Society, through its members, contributes to the advancement of the profession and the interests of the membership. The PC is responsible for developing a revolving three-year plan of Society activities and for maintaining a close liaison with the coordinators for the various Society meetings and activities.
Committee Composition and Term
The PC shall consist of the Past Vice President, the Vice President (Secretary), the Vice President-Elect, the Field Trip / Field Training Course Coordinator, Short Course / Workshop Coordinator and all Meeting Coordinators. Each
Coordinator, nominated by the Committee on Committees and ratified by Council, serves a two year term from the time of selection through the completion of his/her program. The Past Vice President shall serve as Chair of the PC. The Executive Director and Vice President for Regional Affairs shall be ex officio voting members of the PC.
The Vice President, Vice President-Elect, Past Vice President, and Vice President for Regional Affairs shall comprise a steering committee for the PC, to screen proposals for new programs, and to present selected recommendations to the full PC for discussion and action. The Program Steering Committee shall have discretionary authority over allocation of funding for small-scale program initiatives but must coordinate closely with the Executive Director.
Short Course / Workshop Coordinator Guidelines
- The Short Course / Workshop Coordinator is responsible for representing the professional, scientific, organizational, and financial interests of the Society in standalone or jointly sponsored activities. It is SEG policy that all activities for which SEG provides direct financial support are expected to produce surplus proceeds. All activities involving cosponsorship and/or financial support require recommendation by the Program Committee and approval by Council.
- Proposals: Proposals for short courses and workshops should be made to the PC at least 12 and preferably 18 months in advance of the event. Major events require longer lead-times. Ensure that proposed activities are appropriate, timely, and of interest to SEG membership.
- Coordinate with Joint Venturing organization: Ensure that SEG's participation is mutually beneficial to the co-sponsoring organizations (SEG members get discount registration, for example) and that SEG's responses are timely. All parties need to understand their obligations, responsibilities, costs and benefits at the outset. SEG must receive appropriate recognition.
- Coordinate with SEG: Joint activities should be coordinated with the PC and through the PC with the appropriate SEG Meeting Coordinators-Field Trips with the Field Trip / Field Training Course Coordinator, Short Courses with the Short Course / Workshop Coordinator, Publications with the Publications Board Chair, and business arrangements with the Executive Director of SEG.
- Promote Joint Ventured activities: Work with the SEG office to ensure that advertising is timely. Furnish advertising copy to the SEG office. After the event, supply a write-up for the SEG Newsletter. For joint ventured activities SEG may offer free advertising and announcements in the SEG Newsletter and the Economic Geology provided such advertising is reciprocal and SEG is prominently mentioned as a joint sponsor in these advertisements/announcements.
- Comply with SEG Guidelines: Ensure that SEG requirements concerning insurance and releases of liability are met. Comply with SEG's procedures for requests for and use of funds. Such items as joint publications, revenue sharing, donations, and seed money usually require negotiation involving the Executive Director and SEG Executive Committee approval.
- Financial: No SEG member, including committee chairs or meeting coordinators, councilors or officers, may unilaterally commit the Society to any financial obligation, unless the item is part of an approved budget.