SHAPE America Eastern District
Professional Development Committee Operating Procedures
I.
Purpose: To plan and provide professional development opportunities for SHAPE
America members and state association members in the Eastern District. The
opportunities to include but not limited to the following: conferences, workshops, and
leadership conferences.
Organization: The Professional Development Committee will be chaired by the District
President (one year term) and include a District Conference Subcommittee, a District
Leadership Conference Subcommittee, and a District Workshops Subcommittee. Other
subcommittees may be established for additional professional development
opportunities.
II.
District Conference Subcommittee:
A. Purpose: To plan and implement a district conference that would include but not
be limited to the following: workshops for SHAPE America or Eastern District
initiatives, conference sessions, and business meetings. Planning would include
but not limited to members of the following:
 District Executive Committee
 District Leadership Council (DLC)
 District Standing Committees
 State Leadership
 State Advisory Commission
B. Organization:
Subcommittees will consist of the following Chairs/Directors/Coordinators who
will serve a one year term and may be reappointed:
 Co-Chairs: District President (one year term) and Conference Director
(one year term)
 Exhibits Coordinator (one year term)
 Conference Program Book Editor (one year term)
 Future Professional Leadership Coordinator (one year term)
 Proposal Review Team Coordinator : Chair (one year term) and the
review team consisting of the five DLC members-at-large (one year term)
and the Future Professional serving on the DLC (one year term)
 AV Coordinator (one year term)


Banquet Coordinator (one year term)
Local Planning Committee Coordinator (one year term)
The following teams will serve under the District Conference Subcommittee,
assisting in the planning and implementation of the conference according to
their operating procedures.



Site Selection Team
Research Team
Margaret Paulding Lecture Team
C. District Conference Subcommittee Member Responsibilities:
1. President’s Responsibilities
a. Communicate regularly with subcommittee members.
b. Facilitate meetings of the District Conference Subcommittees
c. Work with the Advocacy and Communications Committee to
promote the conference.
2. Conference Director Responsibilities :
a. An Ex Officio member of the DLC
b. Oversee the operation of the conference.
c. Be directly responsible to the District Executive Committee and
under the supervision of the Executive Director keeping him/her
informed of the conference progress
d. Communicate with the President and subcommittee members
e. Member of the Site Selection Team
f. Participate in site visits and walk-throughs
g. Assist the Executive Director and President in developing a
conference budget
h. Prepare the District Conference Program Proposal Form,
conference registration form, hotel reservation link, and travel
information for posting on the District website with approval of
SHAPE America
i. Work with the Executive Director and President to solicit
conference programs via e-blasts, DLC, and State Advisory
Commission
j. Notify speakers of receipt of their Program Proposal Form
k. Collect all completed District Conference Program Proposal
Forms and prepare for review by the Proposal Review Team
l. Upon review of the Program Proposals, notify speakers of the
acceptance/rejection of their proposal. If accepted, inform them
of their scheduled date, time, room and room set up
m. Work with District Program Book Editor to schedule programs
and prepare the program book.
n. Oversee room set-ups and meals.
o. Confer with hotel/convention center as to what rooms will be
needed for program sessions and the Exhibit Director as to the
amount of exhibit space available.
p. Communicate regularly with hotel/convention center staff.
q. Work with the Local Planning Committee as the contact person
for this committee.
3. Exhibits Coordinator Responsibilities
a. Communicate with the District Executive Committee and
Conference Director to establish the income and expenditures for
the Exhibits budget for the next year
b. Be directly responsible to the District Executive Committee under
the supervision of the Executive Director keeping him/her
informed of the progress on exhibits
c. Confer with the Conference Director in regards to rooms needed
for sessions in order to plan for exhibit space/location
d. Upon consultation with the Executive Director, contract with the
drayage company regarding booth set up, exhibition space
available and fees. Once fees are established, receive
confirmation from District Executive Committee for the letter and
forms to be sent to exhibitors and posted on the website.
e. Consult with the drayage company representative to arrange floor
plans for exhibits. Maintain all confirmed exhibitor’s information
and exhibit area floor plan, and send to drayage company for the
onsite contracts.
f. Secure from the Executive Director, SHAPE America, and the local
state association a list of those who have previously exhibited and
contact these and other firms who may be interested in exhibiting
at the conference according to the exhibitors fee established by
the DLC
g. Provide complimentary booth space for the local state association
as well as the state association at next year’s conference, the
Jump Rope/Hoops for Heart AHA Program and SHAPE America
when requested. An area shall also be provided for other Eastern
District states to display materials.
h. Work closely with the Executive Director and keep her/him
informed of progress in soliciting exhibitors.
i. Submit a list of exhibitors to the Program Book Editor for inclusion
in the Program Book.
j. Keep a full and itemized account of all receipts from exhibits as
received by SHAPE America
k.
4.
5.
6.
7.
Discuss arrangements with the Executive Director for exhibit area
security when the exhibits are closed.
l. Submit a written report to the Executive Director following the
conference. The report should include: list of exhibitors and fees
paid, financial report of income and expenses, and
recommendations for future conferences
m. Confirm with the Registration Chair the list of registered
exhibitors who will need badges. (2 badges per booth)
n. Facilitate the selection and recommend the recipient of the
District Exhibitor Award to the President for approval by the DLC
o. When requested submit written Annual Report to the DLC
Conference Program Book Editor Responsibilities
a. Work with Conference Director to schedule all conference
sessions
b. Work with Conference Director to prepare program book for
printing.
c. Work with Executive Director to have the program printed in a
timely fashion.
Future Professional Leadership Coordinator and the Future Professional
DLC Member at Large Responsibilities
a. Work together to plan sessions for future professionals attending
the conference.
b. Help plan the “Meet the Leaders Breakfast” for Outstanding
Future Professionals.
c. Plan the Pizza Party for future professionals.
d. The Coordinator will serve as the contact person for all future
professional programs at the conference.
e. The Coordinator will facilitate programs for all future professional
and Outstanding Future Professionals at the conference.
Local Planning Committee Coordinator Responsibilities:
a. Work closely with the Conference Director
b. Be the contact for planning local events for the conference.
c. Provide volunteers to perform duties at the conference such as
but not limited to: preparing badges, staffing the Registration
Desk, coordinating floral arrangements and boutonnieres,
securing presiders from local colleges/universities, and assisting in
preparing conference packets
Proposal Review Team Responsibilities:
a. Review and rate all Program Proposals according to the rubric
provided by the coordinator.
b. Perform other duties as designated by the President.
c. At the conference, schedule DLC members to check with speakers,
thank them for presenting and make sure they are all set.
d. Assist in developing instructional tracks for the conference.
e. Assist in the development of a speakers’ bureau for state and
district conference. Work with the State Advisory Commission to
develop the bureau.
8. AV Coordinator Responsibilities:
a. Check with Conference Director to determine what AV equipment
is available as part of the contract and what equipment is
available for cost.
b. Develop procedures (checklist/sign- out sheet) for distributing and
collecting district AV equipment.
c. Distribute and collect the district AV equipment.
d. Create and provide the Conference Director and local planning
committee a list of AV equipment available in each presentation
room.
e. Be accessible during the conference to trouble shoot AV
equipment problems.
9. Awards Banquet Coordinator Responsibilities:
III.
IV.
District Leadership Conference (LC) Subcommittee
A. Purpose: To plan and implement a Leadership Conference for state leaders in
the district. The LC would be a half-day session during the District conference
which would provide state leaders with information concerning leadership.
B. Organization: The subcommittee would consist of the following members: Chair:
District President-Elect (one year term) and three DLC members-at-large (one
year term). The subcommittee would consult with the State Advisory
Commission in the planning of the LC.
C. District Leadership Conference Responsibilities:
1. President-Elect Responsibilities:
a. Chair the meetings of the subcommittee.
b. Communicate with committee members about the LC.
c. Select a theme for the LC.
d. With the committee, develop a program that meets the
theme/purpose of the LC.
e. Work with the Conference Director in scheduling days, times, and
rooms for the LC.
f. Select speakers and session topics
g. Preside over LC sessions
1. Committee Members Responsibilities:
a. Communicate in timely manner with the chair.
b. Assist in the development of the LC to meet the needs of state
leaders.
c. Assist with the sessions at the LC.
District Workshops Subcommittee
A.
Purpose: This subcommittee will be developed during 2015-2016 to study the
possibility of sponsoring one day workshops.
Approved 6/15
Professional Development Committee Structure
Chair: District President
Subcommittees
1.
2.
3.
4.
District Conference Subcommittee
District Leadership Conference Subcommittee
District Workshops Subcommittee
Other Subcommittees may be established for additional
professional development opportunities
Conference Subcommittee Chairs/Directors/Coordinators:
Co-Chairs: District President and Conference Director (one year term)
1. Exhibits Coordinator (one year term)
2. Conference Program Book Editor (one year term)
3. Future Professional Leadership Coordinator (one year term)
4. Proposal Review Team Coordinator (one year term)
5. AV Coordinator (one year term)
6. Banquet Coordinator (one year term)
7. Local Planning Committee Coordinator (one year term)
District Conference Teams
Conference Site Selection Team
Research Team
Margaret Paulding Lecture Team
District Leadership Conference (LC) Subcommittee
Chair: District President-Elect
Three DLC members-at-large
District Workshops Subcommittee
SHAPE America Eastern District Conference Site Selection Team
Operating Procedures
I.
II.
Purpose: To propose conference sites a minimum of two years in advance of
being held to the DLC.
Organization
A. The team shall consist of the Executive Director (Chair), President (1 year),
Immediate Past President (1 year), Conference Director (1 year), and District
Member (1 year) with experience in negotiating and knowledge of conference needs.
B. Team members shall be members of the SHAPE America
C. Resignations from the team shall be submitted in writing to the President.
The President shall then appoint a successor to complete the unexpired term.
IV.
Conduct of Business
A. Team members shall:
1.
Solicit and review recommendations from the District Leadership Council
(DLC), and state Executive Directors regarding potential sites for future
District conferences
2.
Solicit proposals from potential sites for conference consideration;
3.
Provide calendar deadlines to receive bids
3.
Review all site bids and proposals received
4.
Attend all meetings of the team
5.
Respond promptly to requests received from the chair and other team
members.
B.
The Team Chair shall:
1.
Ensure that the committee’s Operating Procedures and roster are
distributed to each member of the team
2.
Send copies of all correspondence to the team
3.
Write to state Executive Directors/Presidents for permission to have the
District convention in their states. State Executive Directors/Presidents are
also invited to offer bids for the convention in their respective states;
4.
Submit a first, second, and third choice of a site to the DLC.
When the DLC selects one or more sites, the sites will be forwarded to
SHAPE America for negotiations of contract
5.
Present an annual report to the DLC
6.
C.
Meetings
1.
The team shall conduct its business electronically, by phone or by
mail. A face to face meeting may be held at the annual convention.
2.
A special meeting shall be called or a vote by mail shall be taken under the
direction of the Chair upon written request by a majority of team
members.
3.
The Chair shall consult with the President before canceling a duly
scheduled meeting of the team.
A quorum shall consist of a majority of the team membership.
4.
D.
Select and turn over to District Executive Director any materials that have
an impact on Eastern District history.
Contract Negotiations
1. The SHAPE America will coordinate District Convention site selection and
negotiations with input from District leadership.
2. The negotiated contract will be approved and signed by the SHAPE America
CEO
Approvesd 6/15
SHAPE America Eastern District Margaret Paulding Lecture Team
Operating Procedures
I.
II.
Purposes
A.
To promote the Margaret Paulding Lecture in appropriate newsletters, journals and
other professional avenues. The District will assist with this effort by publicizing
the lecture in the conference literature in accordance with District policy.
B.
To select the Margaret Paulding Lecturer and oversee the Margaret Paulding
Lecture Series at the annual District conference.
C.
To identify and support other potential avenues which would further the mission
and goals of the Eastern Association for Physical Education of College Women.
(See Resource Materials section of this manual pertaining to letter of agreement
between the EAPECW and the District).
Organization
A.
The team shall consist of six members with one member selected as coordinator.
Each member will serve a one year term and may be reappointed. New members
shall be recommended by existing team members to the District President and shall
be approved by the DLC. The majority of committee members shall be women.
B.
Team members shall be members of SHAPE America
C.
Resignations from the team shall be presented to the District President in
writing. The President shall then appoint a successor to complete the unexpired
term.
D.
Financial responsibility for the MPLS is under the control of the SHAPE America
Eastern District. SHAPE America will serve as custodian and maintain funds in a
restricted interest bearing account. The Eastern District will administer funds for
the sole purpose of sustaining the lecture series. (This is limited to the interest
generated by the principal of this account.) If however, sufficient funds are
available, these funds may be used to support projects which will further
EAPECW's mission and goals in addition to the lecture series. These projects will
require the approval of the DLC
III. Conduct of Business
A.
Team members shall:
1. Annually select the lecturer for the MPLS based on the MPLS selection
criteria
2. Review the selection criteria to insure that the process and selection reflects
intended purpose, which is to continue the legacy of EAPECW
3.
Attend the Margaret Paulding Lecture and the Annual MPLSS meeting
each year.
B.
C.
Team Coordinator will:
1.
Initiate and supervise the tasks of the team
2.
Ensure that the team’s Operating Procedures and roster are distributed to
each member of the team
3.
Put forth the call for nominations for the MPLS. The call shall be sent to
the DLC and state executive directors. The chair shall also utilize all
potential opportunities to increase the visibility of the call for nominations
within the District
4.
Insure that an appropriate time slot and room are requested for the lecture
at the District conference by contacting the President
5.
Be responsible for preparing the program pamphlet that will include
Margaret Paulding's biography, the history of EAPECW, and the evolution
of the lecture;
6.
Place a copy of the presentation in the EAPECW archives housed in the
Sophia Smith Collection at Smith College. The lecturer must give
permission to place the paper in the archives free of copyright restrictions.
However, reprints will not be provided without permission of the author;
7.
Conduct the financial business associated with the Margaret Paulding
Lecture Series (e.g. honorarium, conference call, etc.). The Chair will
provide the team and the Executive Director with a copy of the
financial report each year;
8.
Be responsible for submitting a written annual report to the DLC
9.
Submit expenses to the Executive Director on appropriate forms following
appropriate procedures;
10. Submit recommended changes/updates to operating procedure to the DLC.
Changes should be included in the annual report to the DLC
11. Turn over to the District Executive Director any materials that have
an impact on Eastern District history.
Meetings
1.
The team will conduct ongoing business via correspondence through
e-mail, mail or phone.
2.
There shall be a meeting of the team held at the District conference each
year for the purpose of reviewing the selection criteria to insure that the
process and selection reflects the intended purpose the lecture series.
3.
A quorum shall consist of a majority of committee membership.
Margaret M. Paulding Lecture Series Selection Criteria
The Margaret M. Paulding Lecture is an endowed annual lecture presented at the District
convention. The lecture provides a forum to honor women’s past, present and future
contributions to the disciplines of health, physical education, recreation and dance. The criteria
for selection of the lecturer include:
1.
2.
3.
4.
5.
6.
7.
The lecturer will be a woman.
Preference will be given to women working in the geographic area served by EDA.
The woman selected must be in higher education, actively involved in research, program
development, and activities in physical education, sports; exercise science, or related
areas.
In the spirit of EAPECW, which encourages mentoring, nominations are encouraged for
both active professional early in their career and more established professionals.
While it is an honor to be named the Margaret Paulding Lecturer, the selection of the
lecturer should not be regarded as an honor award to the speaker. The lecturer will be
selected based on committee deliberations regarding the strength and the appropriateness
of the proposal and its ability to continue the legacy of EAPECW.
Lecture topics are encouraged to reflect concerns of women in sport and/or physical
education.
MPLS selection committee members will not be considered for the lectureship during
their tenure on the committee.
The lecturer shall receive a stipend.
Eastern Association for Physical Education of College Women
Mission Statement and Goals
The EAPECW is a professional service organization for women in higher education in the
Northeastern United States and Eastern Canada who are affiliated with disciplines associated
with athletics, dance, exercise, health, physical education, recreation and sport science. As a
service organization we have a unique responsibility to provide a variety of programs that
promote and enhance the personal and professional growth of the membership.
A.The goals of the organization include:
1.
To promote and support issues that will enhance the status and professional growth of
women in the areas mentioned above;
2.
To advance the disciplines mentioned above;
Approved 6/15
3.
To provide a forum for the discussion of societal issues as they impact
women in associated disciplines, to empower those women through a
formal structure, and to act as an overseer for value vigilance;
4.
To provide conferences, projects, publications and other means whereby
members can exchange results of scholarly inquiry, encourage the pursuit
of knowledge and identify and discuss major issues;
5.
To encourage and facilitate interaction with professional associations with
related purposes;
6.
To provide personal and emotional support to members in the
organization.
SHAPE America Eastern District Research Team
Operating Procedures
I.
Purposes
A.
To encourage and promote research in areas of interest to the District membership
and the District.
B.
To plan and implement research programs for the annual District conference and
for other meetings throughout the year.
C.
To represent the District in cooperative relations with other research organizations
within the District and SHAPE America.
II.
Organization
A.
The team shall consist of a Coordinator and five members appointed by the
President and approved by the DLC.
B.
Team members will be appointed for a one year term. Members may be
reappointed.
C.
The Coordinator shall be appointed by the President for a one-year term and may
be reappointed.
D.
Team members shall be members of the SHAPE America.
E.
Resignations from the team shall be presented to the District President in writing.
The President shall then appoint a successor to complete the unexpired term.
III.
Conduct of Business
A.
Team members shall:
1.
Solicit and screen proposals for research program presentations in
accordance with conference program deadlines set by the President;
2.
Assist in the identification and selection of candidates for the research
keynote lecture
3.
Ensure that emphasis is placed on the recruitment of research abstracts at
the graduate and undergraduate levels for presentation/display at the
District conference
4.
Evaluate the quality of student-submitted abstracts and presentations for
the Student Investigator Award
5.
Evaluate the quality of research abstracts for a poster presentation at the
District conference
6.
Provide advice and cooperation relative to research projects of other
committees/teams of the District, including co-sponsorship of research
programs;
7.
8.
9.
10.
B.
C.
Approved 6/15
Prepare and disseminate research materials which will aid researchers and
practitioners in the District
synthesize and interpret research in the areas of health, physical education,
recreation, dance, athletics and related areas
Attempt to provide additional vehicles for dissemination of research
information in the District
Respond promptly to requests received from the chair and other committee
members.
The Team Coordinator shall:
1.
Ensure that the team’s Operating Procedure and roster are distributed to
each member of the team
2.
Assist in the identification and selection of candidates for the research
keynote lecture at the District convention
3.
Evaluate the quality of student-submitted abstracts and presentations for
the Student Investigator Award;
4.
Schedule a research poster session at the District conference
5.
Subject to the approval of the DLC, forward the abstracts of the student
investigator series to the District Executive Director for posting on the
District website
6.
Send copies of all correspondence to the District President;
7.
Submit team expenses to Executive Director on appropriate forms
following appropriate procedures;
8.
Serve as editor of the District convention research program annual
Research Abstracts publication. Responsibilities include printing of the
publication and dissemination of the publication at the annual conference
9.
Submit a written annual report to the DLC
10.
Send thank you letters to presenters and presiders and include a summary
of the evaluation of the session;
11.
Submit recommended changes/updates in this code to the DLC. Changes
should be included in the annual report to the DLC
12.
Send team files to successor as soon as appointment has been made;
16.
Turn over to the District Executive Director any materials that have an
impact on Eastern District history.
Meetings
1.
The team shall conduct its business electronically, by phone or by mail. A
face-to-face meeting may be held as needed.