DIVISION OF EDUCATIONAL PSYCHOLOGY (15)

AMERICAN PSYCHOLOGICAL ASSOCIATION

POLICIES AND PROCEDURES MANUAL

All officers are expected to read and follow the APA Policy and Procedures Manual. Below are a few of the major items that APA reminds Division officers to follow. Immediately after that are policies and procedures for Division officers. These Policies and Procedures are meant to be supplemental to the By-Laws of the Division. The By-Laws should be consulted for additional information.

In 1988 APA legal counsel considered the relationship between APA and its divisions. APA was advised by counsel that at the very least, divisions are integral components of APA and thus the actions of the divisions can, therefore, be imputed for litigation purposes to APA...divisions are just as liable as the parent organization if they engage in activities that create the potential for liability. Thus, APA ASME Guidelines and other publications of APA present information all division officers need to know and incorporate into our division.

Any Standards or Guidelines that the division develops must be submitted to the Office of General Counsel for review and approval. Standards, guidelines, or credentials must be reasonable. Reasonableness can be enhanced by circulating the proposed standards, guidelines, or credentials for comment by those who will be affected. The final versions should reflect, to the extent practicable, the consensus of opinion of those affected by the standards, guidelines, or credentials after review and consideration of all comments received.

Standards, guidelines, and credentials must state who is authorized to interpret them, such as the Council of Representatives, the Board of Directors, their boards, committees, divisions, or their authorized representatives. Interpretations must be issued in writing. Extreme care must be used in formulating any statements regarding standards, guidelines, or credentials that are expected to be relied upon by APA members or by others, whether or not there are specific enforcement mechanisms related to the standards, guidelines, or credentials. If the standards, guidelines, or credentials do include enforcement mechanisms, there must be provisions to assure that due process is afforded to those affected, including the opportunity to appeal.

Official Correspondence and Statements, whether issued explicitly or implicitly by or on behalf of the Division must be approved in advance by the Division's Executive Committee, and forwarded for approval in advance to the APA Executive Committee. The correspondence or statements must then be limited to what has been authorized and must be within the scope of duties of the volunteer or staff leadership. Other correspondence or statements must not be on APA letterhead and, if they could possibly be interpreted as issued by or on behalf of APA, or a body integral to APA, must include a disclaimer indicating that they are not made by or on behalf of APA.

Activities that may expose the division or APA to legal risk: The President's responsibility is mandated by APA to exercise caution when engaging in activities that could expose the division or APA to legal risk. Examples include, but are not limited to, the following: entering into legally binding relationships such as receiving grants and executing agreements; participating in legal proceedings; promulgating standards, guidelines, or credentials, etc. The President must consult with the APA Office of General Counsel prior to taking any such actions. The General Counsel's Office provides advice and legal services to divisions on an array of legal matters.

DUTIES OF THE OFFICERS

PRESIDENT'S DUTIES

General: The President shall be the principal executive officer of the Division and supervise and administer all of the business of the Division. The President shall sign, with the Secretary or any other proper Executive Officer, any contracts or other instruments that the Executive Committee has authorized to be executed, and in general shall perform all duties that fall to the office of President, and all other duties that are reasonably mandated by the Executive Committee. The President serves as chair of the Executive Committee. The President shall not enter into any contracts or obligations on behalf of the Division that result in personal gain or violate the ethics of APA. The first and foremost duty of the President is to preserve the integrity and mission of the Division, insure its financial stability, and act as spokesperson for the Division.

Annual Report to APA: Division Presidents must submit a written statement of the activities of the Division to the APA Division Services Office by mid-February. The President is to circulate a copy of the report to the Division Executive Committee for comments prior to submission.

Committee Appointments: The Division President shall make appointments to committees, establish ad hoc committees and adopt such regulations for the conduct of the Division business as needed, except that its committee structure is subject to review by the APA Board of Directors. Committee appointments are established by the By-Laws. Except where noted, standing committee appointments are for a three year period. Ad hoc committee appointments can be for any period of time up to three years. However, subsequent Presidents have the right to dissolve any ad hoc committees. The President shall try to have all standing committee appointments made by October 15 , with liaisons and monitors for APA established as soon after the Business meeting as possible to allow those persons to attend the fall APA meetings as appropriate. All liaisons and monitors shall be appointed for a three-year period. The President shall establish ad hoc committees and task forces whenever it is necessary for the Division's mission.

The spring meeting: It is the President's job to set the spring Executive Committee meeting held at AERA, arrange the room, and notify all Executive Committee members and committee chairs of the arrangements. The AERA office should be notified by the end of September. The typical pattern is that the Publications Committee meets for one hour before the Executive Committee. Both meetings are typically held at the end of the first day of the conference. The President and the Secretary should work together to get the agenda developed and written committee reports received and distributed prior to the meeting. The President shall conduct this meeting. A budget of ____________ is available to cover catering expenses for this meeting. The President shall make catering arrangements.

The meeting at the annual APA meeting: It is the President's job to work with the Program Chair to set the Executive Committee meeting and the Business Meeting of the Division, and to insure that the Publications Committee is given at least one hour to meet just prior to the Executive Committee meeting (although this one hour does not have to be taken from program time). The President will work with the Secretary to notify all Executive Committee members and committee chairs of the arrangements, to develop the agenda, and to solicit and distribute written committee reports prior to the meeting. The President shall conduct the Executive Committee meeting. This meeting is typically held on Friday. A budget of _____________is available to cover catering expenses for this meeting, which the President should arrange.

The Business Meeting at the annual APA meeting: It is the President's job to work with the Secretary to develop the agenda of this meeting, to solicit and distribute written committee reports prior to the meeting, to insure that any APA-related business is conducted (e.g. election of Division Fellows, passing of the budget), and to insure that all Division business requiring a vote of the membership is conducted. Additionally, the President should work with the Treasurer to insure that all plaques and certificates that are needed for the meeting and at the annual meeting are obtained and presented. Typically, this includes plaques for awards, plaques for distinguished service (out-going executive committee members, program chair, out-going editors, and outgoing chairs of major committees), and certificates for outgoing chairs and members of standing committees, outgoing representatives, liaisons, and monitors. These should be ordered immediately after the spring meeting to insure their on-time arrival. The Past-President should work with the President and the Treasurer to coordinate the plaque given to the out-going President. The President also has the responsibility to give the division gavel to the President-Elect as he/she becomes the President at the end of the Business Meeting. A budget of ______________ is available to cover the reception after the business meeting. The President is in charge of making catering arrangements.

Division publications: It is the President's job to oversee all division publications. The President should work closely with the chair of the Publications Committee to insure that all contracts, publications, etc., meet APA requirements. The President has the duty to remove any division publication author/editor who is not meeting APA or Division requirements. All division journals and newsletters are technically APA publications. All publications are required by the APA Council to participate in the APA liability insurance program. The Divisions, the editor of the publication, and APA are covered for judgments concerning libel, or the infringement of rights pertaining to or arising out of privacy, plagiarism, piracy, or copyright. Divisions that have publications are assessed a portion of the premium. Each division publishing a journal must provide the P&C Board with four complimentary copies of each issue addressed to the APA library. The librarian forwards one copy to PsychINFO, and one to the APA Journals Program. (It is the Membership Coordinator's duty to send these to the APA library.)**note – this seems stupid – why shouldn't the editor send these copies**** No publishing contract may be entered into without consultation of a Publications Lawyer. Copies of signed contracts must be passed from President to President-Elect until published. Additional copies of contracts will be held by the chair of the Publications Committee and the Secretary.

Files: The President shall forward a copy of all official correspondence to the Secretary for the official Division files. The Secretary will forward appropriate documents to the division historian.

Communicating activities of the Division and acting as spokesperson: The President shall communicate his/her objectives, activities, and plans to the membership through the divisional newsletter or other publications as appropriate. The President shall work with the Membership Committee to write letters of welcome to new members, letters to solicit membership, and letters to get non-renewing members to rejoin and/or affiliate.

Other duties: This elected officer shall serve as a member of the Executive Committee and shall perform such other reasonable duties from time to time as may be assigned to him or her by the Executive Committee.

Discretionary Fund: In August 2000, the Executive Committee approved a motion so that the President shall have at his/her disposal, a discretionary fund of $10,000.00. This fund shall be used to facilitate Division business between the summer-spring-summer meetings of the Executive Committee. Committee chairs, liaisons, and/or publication editors can submit budget requests to the Division President directly for expenses needed to meet deadlines and complete charges. The President, along with the Treasurer, shall approve/not approve all requests within 2 weeks of submission. The President cannot use this fund for personal gain nor in an enterprise which presents a conflict of interest.

Timetable:

August through mid-October: Make committee appointments

September: arrange spring meeting

November: arrange APA meeting

mid-February: annual report to APA

mid-February: minutes and meeting notice out for Exec. Comm. at AERA

at AERA: preside over Exec. Comm. meeting

mid-June: minutes and meeting notice out for Exec. Comm. at APA

mid-June: make sure all plaques and certificates are ordered for the Business Meeting

at APA: preside over Exec. Comm. meeting, and Business Meeting

PAST PRESIDENT'S DUTIES

Orientation of the President: The Past President shall orient the President to his/her responsibilities and duties, and to any current and ongoing business of the Division, and be available for consultation as needed.

By-Laws maintenance: The Past President shall work with the Secretary to update the By-Laws as necessary, including submission of potential revisions to the Executive Committee and to the Membership for voting.

Business Meeting: The Past-President shall work with the President and the Treasurer to obtain a plaque to present to the out-going President at the end of the business meeting.

Nominations: The Past President shall chair the Nominations Committee. The Past President shall solicit nominations from membership, using the Division publications, particularly the newsletter. The Past President will follow the By-Laws and work with the Committee to develop a slate of persons to run for offices. The Past President shall submit the names of those persons who have agreed to run for office to the Secretary of the Division by the date specified by APA ( usually early March ). The slate of candidates shall be presented to the Executive Committee at the spring meeting. Elections shall be held by APA, following APA's procedures. Announcements of election results shall be made by the Past President at the Executive Committee meeting at APA and at the Business meeting. The Past President shall work with the President and the Secretary to notify all candidates of election results, to notify the NEP and executive committee members, and to try to insure that incoming elected officers know of and try to attend the Division meetings held at the upcoming APA meeting.

Archives: The Past President shall have the duty to send to the APA archives (Librarian) and to the Division historian, those files and materials which are pertinent to the Division's permanent records. The past President shall pass on to the President all files and materials relevant to current and ongoing business of the Division.

Assumption of duties: In the event that neither the President nor the President-Elect is able to perform the duties of the President, the Past President shall assume those duties. In so acting, the power and restrictions of the office of President apply.

Other duties: This elected officer shall serve as a member of the Executive Committee and shall perform such other reasonable duties from time to time as may be assigned to him or her by the Executive Committee or the President.

Timetable:

August: pass on files and materials to incoming President; pass on records to Division historian

September: place notice in fall NEP to solicit nominations for officers; include list of past 5 years. Begin solicitation of officers in other domains, such as the listserve and committee members

February: submit names of nominees

mid-February: have revisions for By-Laws submitted to Exec. Comm.

at AERA: submit slate of nominees to the Exec. Comm by report

mid-June: work with Treasurer to obtain plaque for out-going President

July: notify all candidates of results of elections prior to APA, notify Executive Committee and NEP.

at APA: present any By-Laws revisions to the Business Meeting

at APA: announce election results at the Executive Comm. and the Business Meeting,

pass on files to Division historian

SECRETARY'S DUTIES

By-Laws maintenance: Each Division is required to draw up and maintain its own By-Laws and rules of procedure within the framework of the APA By-Laws. Yearly, the Secretary shall work with the Past President to update the By-Laws as necessary. The Secretary shall inform APA in writing of By-Laws changes and submit changed By-Laws to the membership.

Minutes of meetings: The Secretary shall keep the minutes of all meetings of the executive committee, and of the publications committee, and of other committees that the executive committee deems appropriate. The Secretary shall send minutes of meetings to the executive committee, all committee chairs, all division editors, APA Division Office, and any persons directly mentioned in the minutes as soon after the meeting as possible. When edits have been provided by all members present, the Secretary shall send the final copy to the NEP for inclusion in the next issue. The Secretary shall collect all minutes and other official correspondence and keep this in the official Division file. A copy of the minutes and other official correspondence of importance shall also be forwarded by the Secretary to the Division Historian.

Meeting notification: The President and the Secretary should work together to get the agenda developed and written committee reports received and distributed prior to an executive committee meeting.

Committee roster: The Secretary shall keep a roster of all Division officers and committee chairs and committee members. The secretary shall submit this listing to the APA Division Services Office twice yearly. As soon after the Business meeting as the President has made all committee appointments, the secretary shall develop the new roster of all officers and committee members, and shall submit this to all named on the roster, to the APA Division services office, and to others as appropriate.

Records and archives: It shall be the responsibility of the Secretary to work with the Past President, the President, and all other officers to insure that records are sent to the APA archives librarian and to the Division historian. At the end of the term of office, the Secretary shall also pass along all current and ongoing records to the new secretary.

Tracking and follow-up: The Secretary shall track and follow-up from meetings and calls any items, tasks, and assignments that resulted from a meeting of the Executive Committee or the Business Meeting. The Secretary shall also update the policies as approved by the Executive Committee. The secretary shall also ensure that all award committees (Thorndike, Dissertation, Snow) report results by March 1 st so that award recipients can make arrangements to attend the APA meeting at which their award will be announced.

The Secretary shall work with the Past-President and the President to notify all nominees of the election results.

Other duties: This elected officer shall serve as a member of the Executive Committee and shall perform such other reasonable duties from time to time as may be assigned to him or her by the Executive Committee or the President.

Timetable:

within five days after APA: submit new dues to APA for next calendar year

within fifteen days after APA: send minutes of the meetings to Exec. Comm. and NEP

end of October: have committee roster prepared and mailed to all committee members and APA

mid-February: prepare notices for Exec. Comm. at AERA

March 1 – receive reports from award committees – Thorndike, Dissertation, Snow

within fifteen days after AERA: send minutes of the meetings to Exec. Comm. and NEP;

send minutes and committee roster updates to APA

mid-June: prepare notices for Exec. Comm. at APA

TREASURER'S DUTIES

Fiscal records: It shall be the Treasurer's responsibility to maintain all financial records regarding the Division's not-for-profit status, the setting and collecting of dues (in coordination with the membership committee), the Division's fiscal year, budget review and approval process. The Treasurer shall work with APA to maintain the accounting of the Division's books, and shall report such accounts to the Executive Committee at both meetings of the Executive Committee and at other times the Executive Committee so requests. To meet APA audits, disbursements for funds should be done prior to December 31. The Treasurer shall be responsible for filing the annual report for the calendar year, and for reporting the previous five year's worth of expenditures and income to the Executive Committee. The Treasurer shall also keep all books and records related to any accounts that the Division has which are not coordinated by APA. The Treasurer shall also report on these at each Executive Committee meeting.

Taxes: The Treasurer shall file a federal income tax return, working in conjunction with APA. Copies of the filing should be submitted to the Division archives, and a copy kept in the files that go to the incoming Treasurer.

Budgets: The Treasurer shall prepare an annual projected income and expenditure budget (January to December) to be submitted for approval by the Executive Committee at the Summer APA meeting. The outgoing treasurer (at the end of his/her three year term) shall also prepare the annual projected income and expenditure budget for the 1 st year of the next term. The Treasurer shall work with the President and the Secretary to document standing committee operating budgets and expenditures. The Treasurer shall notify Committee Chairs of funds approved for disbursement from the Discretionary Funds within two weeks of submission. Thus, both a Fiscal Record and Projected Budget shall be required to be presented at the APA meeting.

Handling funds: The Treasurer shall confer with APA as to the need to be bonded to conduct division business related to handling funds. The Treasurer will be responsible for all funds and securities of the Division and to receive and give receipts for monies paid from any source. The Treasurer shall work with the President to establish any bank or other depositories that are needed for funds, and to maintain these accounts. The Treasurer acts as registrar for any special meetings, events, etc., of the Division in which monies are involved. In August 2000, the Executive Committee recommended that all Division assets stay with APA to alleviate record keeping difficulties. An operating fund equal to two years' operating expenses should be deposited in a long-term account through APA.

Changes in dues: The Treasurer shall work with the membership committee to insure that the dues collected cover the costs of membership. The Treasurer and the chair of the membership committee shall yearly present their recommendation to the Executive Committee meeting at APA for maintaining, or changing the dues. The Treasurer shall report the decision as to the amount of dues to be collected by APA to APA Division Services Office within ten days of the meeting, or earlier if required by APA.

Other duties: This elected officer shall serve as a member of the Executive Committee and shall perform such other reasonable duties from time to time as may be assigned to him or her by the Executive Committee or the President.

Timetable:

every month: submit expenses and income to APA

end of October: notify Committee chairs of their standing budget allocations and how to submit expenses;

end of December: all major expenses should be submitted to APA

mid-February: do a 5-year review of income and expenses, submit to Exec. Comm. at AERA

mid-June: solicit final statements from Committee chairs for expenses;

solicit and prepare recommendations for standing budget allocations for the next year; look at dues and expenses, consider if dues are correct, prepare project budget for next year, submit to Exec. Comm. at APA

PRESIDENT-ELECT'S DUTIES

Program: It shall be the duty of the President-Elect to appoint a program chair and oversee the program planning. The call for programs for the APA annual convention is prepared fourteen months in advance of the convention, therefore, the President-Elect should appoint his/her program chair as soon as possible after election, and notify the APA Board of Convention Affairs, the APA Division Services Office, and the Division Executive Committee of that appointment. If APA does not receive that name by June 1 of the prior year, the name may not be printed in the Call for Programs, and the name of the previous chair or the Division Secretary will be substituted by APA. The President-Elect should prepare this appointment in consultation with the President and the Past-President.

Committee appointments: Prior to taking office as President, the President-Elect shall consult with the President, Past-President, and Secretary and develop a slate of appointees for the various open slots on committees. The President-Elect shall notify potential appointees of this consideration, and seek approval for their names to be submitted to the Executive Committee. The President-Elect should submit the names of known appointees to the Executive Committee meeting at APA for approval as necessary under the By-Laws.

Objectives: The President-Elect shall prepare written objectives for his/her term of office as President, and submit this to the Executive Committee just prior to taking the office of President at the Executive Committee meeting held at the APA meeting.

Assumption of duties: In the event that the President cannot perform his/her duties, the President-Elect shall assume those duties. In so acting, the power and restrictions of the office of President apply.

Other duties: This elected officer shall serve as a member of the Executive Committee and shall perform such other reasonable duties from time to time as may be assigned to him or her by the Executive Committee or the President.

Timetable:

August (or as soon after as take office): make appointment of Program Chair

mid-June: start making appointments for committees

at APA: Give report about goals and timetables at Executive Committee Meeting and Business Meeting

MEMBERSHIP COMMITTEE DUTIES

APA related lists: The Chair of the Membership Committee has the duty of working with APA membership services to insure that membership services are provided in a timely manner. In Spring 2000, the Executive Committee approved a budget of up to $2500.00 annually (labor charges are 18.00 per hour) for APA to take over the servicing of the Division membership requests. The membership chair is responsible for contracting APA to 1) receive and process division membership applications and dues payments; 2) maintain the affiliate (non-APA members) database; 3) handle annual renewal of division affiliates; 4) coordinate mailing label orders for division mailings (including ordering APA member labels and printing affiliate labels and forwarding them to printer/mail house); and 5) respond to expressions of interests in the division – individual as well as APA “Division interest form” mailings. The committee should put an announcement in the NEP about the best ways to update members' address and phone numbers with Division 15 (through APA).

Each spring, the chair of the membership committee should work with APA to obtain a list of Division members who resigned or otherwise left the Division. The chair shall write to these people, enlisting the help of the President as appropriate, to ascertain why they have withdrawn membership, and notifying them of affiliation processes for the division. When appropriate, the chair will also send sympathy cards to families of deceased members.

Solicitation of members and affiliates: The membership committee has the responsibility to solicit members for the Division. Membership may be by affiliation outside of APA as well as within APA. The membership coordinator will yearly devise a plan for soliciting membership to be submitted to the Executive Committee at the Spring meeting. The membership committee should also work with the Fellows committee to devise a list of current fellows and ways to recruit new fellows into the Division.

Educational Psychology information fliers: The chair of the membership committee is responsible for updating the APA informational fliers about “What Educational Psychologists do?” and Division 15 membership. A copy of both fliers should be sent to APA Division Services Offices so that they can be distributed to prospective members and those interested in training. The chair will also provide the Executive Committee with suggested changes to the flier as appropriate. Portions of both fliers should be posted on the APA Web site.

APA Membership meeting: The chair of the membership committee shall make plans to attend the membership coordinator's meeting held by APA at the APA annual meeting. The membership coordinator is responsible for notifying the Executive Committee of any major changes in APA policies related to membership.

Standing Budget: In August 2000, the Executive Committee allocated all standing committees an annual operating budget. The 2001 annual operating budget for the membership committee (Jan 1-Dec 31) is ____________ and includes all payments to APA for membership services, printing, mailings, strategic planning mailings, secretarial services, and phone calls. Any one-time requests for additional funds should be submitted to the President and Treasurer for disbursement from the President's Discretionary Fund. All Discretionary Fund requests should include the purpose, the expected outcomes, and a detailed budget. Action on the requested expenditure plan will be returned within two weeks. The outgoing committee chair should request any budget changes for the next term at the APA meeting.

FELLOWS COMMITTEE

The Fellows Committee shall function per the By-Laws. Additionally, the Chair of the Fellows Committee has the responsibility to solicit names of persons who may be elected to the status of Fellow within the Division. In addition to posting a call for nominations in each NEP, the committee shall work to solicit nominations by other means that are appropriate and keep within the policies of APA. The Fellows Committee Chair shall report to the Executive Committee at each meeting of the Executive Committee. Additionally, the list of those seeking Fellows status shall be submitted to the Executive Committee meeting at APA and the Business Meeting at APA, for approval. The Fellows Committee Chair shall insure that the list of names of all Fellows who are approved by the Division is provided to the APA Fellows Committee by the end of the APA meeting. The Fellows Chair shall then forward the names of recipients to the editor of the NEP for follow-up coverage.

NOMINATIONS COMMITTEE

The Nominations Committee shall function per the By-Laws. Additionally, the Chair of the Nominations Committee has the responsibility to solicit names of persons who may be seeking nomination to a Division office on the Executive Committee by notifying membership of the upcoming nominations and elections. The Chair should place a notice in the fall NEP, and in other ways as deemed appropriate by the committee. Once yearly, preferably in the fall issue, the nominations committee shall present all members with a listing of the past presidents and officers of the Division.

The Chair of the Committee shall forward the names of the election winners to the editor of the NEP for follow-up coverage.

PUBLICATIONS COMMITTEE

The Publications Committee shall function per the By-Laws. Additionally, the Publications Committee is responsible for overseeing all Division-related publications. The Publications Committee Chair has the responsibility to work with the President and the Secretary to insure that at least one hour is allowed for the Publication Committee to meet prior to the Executive Committee Meeting (although this does not have to be on allocated program hours). A report from this meeting should be given to the Executive Committee at both the AERA and APA meetings. The Publication Committee shall approve budgets and plans for all publications, and submit same for approval to the Executive Committee. The Publication Committee has the responsibility to plan for future publications, and to solicit ideas for such publications from membership. The Chair of the Publications Committee should work with the Committee and the Executive Committee to solicit names for editors and authors, and submit names for approval to the Executive Committee. As much as possible, in-coming editors should be approved at least one year in advance of their appointments, to allow transition time.

The Publications Committee oversees all budgets and allocations for publications, and works with the Executive Committee to insure that the publications are adequately funded.

Publication Schedules: In August 2000, the Executive Committee charged the Publications committee with creating a workable short-term time table which will allow the Handbook of Educational Psychology and the Training and Retraining Handbook to continue into second editions (and beyond). Goals for publications should be 2006 and 2010 respectively. Any future Division publications should result in the creation of a time-table which is presented and approved by the Executive Committee.

Recommendations for compensation for authors: In August 2000, the Executive committee charged the Publications committee with reviewing its current policy with regards to author compensation in Division publications. It is recommended that these policies be reviewed with each major publication and recommendations for adjustments be made to the Executive Committee early in the publications process (at the same time the editor is approved).

Publication Contracts: The chair of the publication committee, along with the President of the Division, is responsible for negotiating the details of publishing agreements. Before a contract is signed, it must be reviewed by the current Division Publications Lawyer. Copies of the contracts should be passed from President to President-Elect (until publication occurs). A copy must also be held by the chair of the Publications committee and secretary for historical records and consistency.

Standing Budget: In August 2000, the Executive Committee allocated all standing committees an annual operating budget. The 2001 annual operating budget for the publications committee (Jan 1-Dec 31) is ____________ and includes printing of fliers, mailings, strategic planning mailings, secretarial services, and phone calls. Any one-time requests for additional funds should be submitted to the President and Treasurer for disbursement from the President's Discretionary Fund. All Discretionary Fund requests should include the purpose, the expected outcomes, and a detailed budget. Action on the requested expenditure plan will be returned within two weeks. The outgoing committee chair should request any budget changes for the next term at the APA meeting.

PROGRAM COMMITTEE

The Program Committee shall function per the By-Laws. Additionally, the Program Committee is responsible for all aspects of development of the annual program. The Chair of the Program Committee shall work with the Membership committee and the Secretary and the NEP editor to insure that affiliates are notified of the deadline of the call for proposals, and of the program, when it is developed. The Program Chair shall solicit proposal reviewers, and shall work with the Committee to insure that the proposals accepted represent the wide range of interests and needs of our members. The Program Chair shall work with the other committee chairs as appropriate, for soliciting ideas and for developing the program. The Chair shall insure that normally-allocated slots for awards, etc., are maintained in the program. Additionally, the Program Chair shall work with the Executive Committee, especially the Treasurer, to insure that a reasonable budget is maintained for the program.

Standing Budget: In August 2000, the Executive Committee allocated all standing committees an annual operating budget. The 2001 annual operating budget for the program committee (Jan 1-Dec 31) is ____________ and includes printing of fliers, mailings, strategic planning mailings, secretarial services, and phone calls. In addition, these funds may be used to compensate program chairs for expenses incurred during travel to the APA conference. Any one-time requests for additional funds should be submitted to the President and Treasurer for disbursement from the President's Discretionary Fund. All Discretionary Fund requests should include the purpose, the expected outcomes, and a detailed budget. Action on the requested expenditure plan will be returned within two weeks. The outgoing committee chair should request any budget changes for the next term at the APA meeting.

ALL AWARD COMMITTEES

All awards committee shall function per the By-Laws. Additionally, they shall follow the general policies below and the specific policies for their award.

In General: The awards committee chairs shall submit names of potential committee members to the President-Elect for consideration of appointment. These members must hold either membership in APA and membership in the Division or affiliation with the Division. Reports should be prepared on committee progress for both AERA and APA annual meetings of the Executive Committee.

The committees shall solicit nominations for their respective awards. Usually this involves placing a notice in the Division newsletter in the fall issue, and sending out solicitations for nominations to other appropriate places such as educational psychology programs, providing notices to Deans of Colleges, encouraging nominations from committee members, and making contact with recognized persons and organizations who might provide nominations. Committees shall follow the specific procedures for selecting the recipient(s), remind each other that all deliberations are confidential, select the recipient(s) per the established deadlines, submit the name(s) of the potential recipient(s) to the Executive Committee for approval, arrange with the President and the Treasurer for the appropriate plaques to be purchased, arrange with the program chair for the appropriate program slot for presentation by the awardee, submit reports to the President, and pass on the names and files of all qualified nominees to the next committee chair(s) for awards.

Thorndike Award Committee:

In 1988, the Thorndike Award Committee established a set of guidelines for selecting the recipients of the Thorndike Award. These guidelines were approved by the Executive Committee in August of 1988. These guidelines should be followed by the Committee.

The award should be given only to living recipients, for career achievements (not for one or a few excellent pieces of research), for research in educational psychology (rather than psychology in general or education in general), and for original, scientific, empirically-based research (rather than for textbooks or reviews). Additionally, the award should be for research in the best tradition of educational psychology. That is, the award should be for original, scientific, empirically-based research that contributes significantly to knowledge, theory, or practice in educational psychology. Research consisting primarily of critiques of other researcher's works, reviews of research, and the preparation of textbooks would not qualify by this criteria. But the scientific production and testing of theory, methods of teaching or learning, instructional products, tests, evaluation techniques, and the like would qualify by this criterion.

The customary procedure for selecting the recipient follows. The first step of the procedure consists of generating a list of candidates for the award. The committee starts with a list of names of finalists given to it by the previous committee. Each committee member is asked to add names to this list. All names suggested by all committee members are then sent to the entire committee. Committee members are then asked if they wish to further add, and delete any names on this list. The revised lists are then assembled by the chair into one list of candidates. The second step is to eliminate names. Each committee member then rank orders the list of names. The names of the three highest ranking candidates are sent to the committee members to be ranked a second time. The highest ranking candidate is then given the award. The committee reports its results to the Executive Committee at the spring meeting, and the approved recipient is announced at the following business meeting. The recipient then presents his/her speech and receives his/her award at the next year's convention and business meeting. The award is a plaque and a check in the amount of $1000.

The Chair of the Thorndike Award Committee should work with the NEP editor to insure that the recipient and the award are provided coverage in the NEP. In April 2000, the Executive Committee requested that the Thorndike Award report be given at the Spring meeting. This way, the winner could be present at the business meeting at APA when the award is officially announced. To accommodate these timelines, a January 15 th deadline is recommended so that a decision can be made by March 1 st . It is the responsibility of the Committee Chair, working with the Division Secretary, to meet this deadline.

Standing Budget: In August 2000, the Executive Committee allocated all standing committees an annual operating budget. The 2001 annual operating budget for the Thorndike committee (Jan 1-Dec 31) is ____________ and includes printing of fliers, mailings, secretarial services, and phone calls. Any one-time requests for additional funds should be submitted to the President and Treasurer for disbursement from the President's Discretionary Fund. All Discretionary Fund requests should include the purpose, the expected outcomes, and a detailed budget. Action on the requested expenditure plan will be returned within two weeks. The outgoing committee chair should request any budget changes for the next term at the APA meeting.

Dissertation Award Committee:

This award consists of a plaque, a check for $500, and a program time slot at the annual meeting. This award is given to someone who has completed his/her doctoral dissertation within the past two years in the area of educational psychology, and who is a member or affiliate of the Division at the time of the award consideration. The Committee shall use appropriate mechanisms to solicit nominations. The Committee shall agree on the criteria for determining the award, and shall notify potential applicants of the criteria. The Committee shall use the 1,500 word abstract of the Dissertation as the primary source for the judging of the award (1 page of tables/figures was added in 1998). All nominations are confidential. If the committee agrees on a recipient, the recipient's name is presented to the Executive Committee for approval, and forwarded to the Program Chair for the allocation of a time slot for the presentation by the recipient. Due to the nature of this committee, it is imperative that the Committee function on an on-going basis and continually solicit nominations via the NEP, etc. Additionally, the Chair of the Committee shall work with the NEP editor to insure that the recipient and the award are provided coverage in the NEP. In April 2000, the Executive Committee requested that the Dissertation Award report be given at the Spring meeting. This way, the winner could be present at the business meeting at APA when the award is officially announced. To accommodate these timelines, a January 15 th deadline is recommended so that a decision can be made by March 1 st . It is the responsibility of the Committee Chair, working with the Division Secretary, to meet this deadline. The eligibility for dissertations should be shifted to the calendar year, rather than the academic year as a result.

Standing Budget: In August 2000, the Executive Committee allocated all standing committees an annual operating budget. The 2001 annual operating budget for the Dissertation Award committee (Jan 1-Dec 31) is ____________ and includes printing of fliers, mailings, secretarial services, and phone calls. Any one-time requests for additional funds should be submitted to the President and Treasurer for disbursement from the President's Discretionary Fund. All Discretionary Fund requests should include the purpose, the expected outcomes, and a detailed budget. Action on the requested expenditure plan will be returned within two weeks. The outgoing committee chair should request any budget changes for the next term at the APA meeting.

The Richard E. Snow Award for Early Contributions in Educational Psychology Committtee:

This award consists of a plaque, a check for $500, and a program time slot at the annual meeting. This award is given to someone who has completed his/her doctoral work within the past ten years, and who is a member or affiliate of the Division at the time of the award consideration. The Committee shall use appropriate mechanisms to solicit nominations. The Committee shall agree on the criteria for determining the award, and shall notify applicants of the criteria. The Committee shall use the vita of the nominee as the primary source for judging of the award. All nominations are confidential. If the committee agrees on a recipient, the recipient's name is presented to the Executive Committee for approval, and forwarded to the Program Chair for the allocation of a time slot for the presentation by the recipient. Due to the nature of this committee, it is imperative that the committee function on an on-going basis and continually solicit nominations via the NEP, etc. Additionally, the Chair of the Committee shall work with the NEP editor to insure that the recipient and the award are provided coverage in the NEP. In April 2000, the Executive Committee requested that the Snow Award report be given at the Spring meeting. This way, the winner could be present at the business meeting at APA when the award is officially announced. To accommodate these timelines, a January 15 th deadline is recommended so that a decision can be made by March 1 st . It is the responsibility of the Committee Chair, working with the Division Secretary, to meet this deadline.

Standing Budget: In August 2000, the Executive Committee allocated all standing committees an annual perating budget. The 2001 annual operating budget for the Snow committee (Jan 1-Dec 31) is ____________ and includes printing of fliers, mailings, secretarial services, and phone calls. Any one-time requests for additional funds should be submitted to the President and Treasurer for disbursement from the President's Discretionary Fund. All Discretionary Fund requests should include the purpose, the expected outcomes, and a detailed budget. Action on the requested expenditure plan will be returned within two weeks. The outgoing committee chair should request any budget changes for the next term at the APA meeting.

Research Grant Committee

THE NEP: The following items should routinely appear in the NEP

Every Issue: Solicit nominations for Early Career, Fellows, Dissertation, other Awards; provide instructions for the Listserve; update on TEP/SIG activities

Fall Issue: call for nominations with list of previous officers; lists of committees; profiles of award winners for Thorndike, Early Career, Dissertation; minutes Exec. Comm and Business Meeting from APA; election results, part of APA call for papers

Spring Issue: AERA highlights of interest to Division members; new Fellows names, highlights for APA meeting

Summer Issue: additional highlights for APA meeting; minutes spring Exec. Comm. meeting

Prepared in 1995-6 by Sharon McNeely. Approved by Executive Committee April 1996, updated January 1999 by Joyce Alexander.