Organization, Functions, and Duties of the Officers, Editors, and Committee Chairs

The original version of this document was prepared by Margaret M. Stewart, August 1981 and revised and expanded by Kraig Adler, December 1982; James L. Vial, April 1985; J. Eric Juterbock, January 1991; George R. Pisani, April 1995; Robin Andrews and Marion Preest, September 2005. It is a supplement to the SSAR's official constitution.

* SSAR Membership : Open to all who pay dues.
* Incorporation : State of Kansas.
* IRS Employer ID Number : 48-0939873
* IRS Tax Status :501(c)(3) and 509(a)(1). The SSAR is tax-exempt and entitled to receive contributions which are tax-deductible to the donor. (Ref. IRS, Dallas Office, EO:7213:309:LDP, dated 18 March 1985.)

I. Board of Directors. Elected (except as noted) and is comprised of:

A. Officers
President:
Chief Executive Officer of, and official spokesperson for, the Society; presides at annual meetings of the Board of Directors and annual business meetings of the Society; coordinates activities of the Society; appoints editors with the concurrence of the Board; appoints Elector, Trustee, and Committee Chairs, in consultation with the Secretary (and in the case of inter-societal committees, in consultation with officers of those societies as necessary); appoints committee members in consultation with Committee chairs; appoints, with approval of the Board, the Publications Secretary when required; is responsible for notifying winners of Kennedy, Dean Metter, and Grants-in-Herpetology Awards when notified of same by the Chairs of the respective committees; rules on procedural questions. Advances to office after one term (two years) as President-elect.

President-elect:
Serves in absence of the President; in case of resignation of the President, assumes duties of the President; succeeds the President after one term (two years); may interact with the President in selection of appointees and other society business.

Immediate Past-President:
Serves in consultation, for advice and to provide information to incoming officers, and to enhance continuity of operations within the Society. Advances to office after one term (two years) as President.

Secretary:
Maintains records of the Society and its Board; records minutes of Board meetings and submits them to Herpetological Review for publication; in consultation with President, sets Board agenda; receives annual reports from Officers and Committee Chairs and distributes them to Board members prior to annual meetings; carries out general Society correspondence; in charge of membership campaigns; serves on nominations committee; reports election results for publication in Herpetological Review; updates Society letterhead and lists of officers, editors, and committee chairs on website. The Secretary generally serves for several terms; the office provides an important contribution toward continuity of information within the Society.

Treasurer:
Maintains fiscal records of the Society; collects annual dues; invoices institutions; makes monetary disbursements; coordinates payment to printers for costs of publications after approval by respective editors; invoices reprint orders; interacts with Publications Secretary relative to stocks of publications; submits annual report which includes budget request for following year, to the Secretary prior to annual meeting of the Board; prepares annual tax return for the IRS. The Treasurer's budget includes funds for an assistant. The Treasurer generally serves for several terms; the office provides an important contribution toward continuity of information within the Society.

Publications Secretary:
Maintains inventories of all publications; stores and sells Society publications, primarily back issues of the Journal of Herpetology, books, and Catalogue accounts; maintains membership roster and correspondence relative to membership and publications; supervises and provides mailing labels for Journal of Herpetology, Herpetological Review, the Catalogue, and other publications as required; supplies new members with appropriate publications; handles "missing issues"; interacts closely with Editors and Treasurer. In consultation with the Treasurer and Editors, determines the number of copies of the Journal of Herpetology and Herpetological Review to be printed; submits an annual report, which includes budget request for the following year, to the Secretary prior to the annual meeting of the Board. All monies collected are forwarded to the Treasurer. The publication secretary's budget includes funds for an assistant. Appointed by the President, with approval of the Board; no fixed term.

B. Directors (Eight Positions):
Make decisions regarding business of the Society; vote on confirmations of appointments made by President; oversee Society publications and set policies as needed; receive annual reports for review and action. Members elected to serve staggered terms of four years each. Three Board positions are reserved for representatives of special constituencies: (1) regional herpetological societies, (2) conservation, and, (3) non-U.S. members.

Note: in order to assure the continuity of Society activities, any Board member who will be unavailable for communication for an extended period of time should notify the Secretary of his/her status.

II. EDITORS and PUBLICATIONS

A. Journal of Herpetology
The official quarterly scientific journal of the Society; presents original research on amphibians and reptiles, as articles or notes; one volume annually, comprised of four issues; distributed to subscribers and free to members.

1. Editor:
Receives manuscripts and, with aid of Associate Editors and the
Editorial Board (appointed by Editor), reviews manuscripts for
acceptance with regard to content and format; in consultation with
Associate and Managing editors, sets policy (with Board approval) for publication of the Journal. Sends accepted manuscripts to Copy Editor for final processing before submission to Allen Press; annual number of pages established by funding. Responsible to the Board for Journal budget; approves all invoices prior to submission to Treasurer for payment. Submits annual report, which includes proposed budget for following year, to Secretary prior to annual Board meeting. Major interactions with authors, Associate, Copy and Managing editors, Editorial Board, and Treasurer; also interacts with Secretary and the Board.

2. Managing Editor:
Receives accepted manuscripts from the Editor. With Editor, determines format and content; has direct authority and responsibility for maintaining the printing and mailing schedule on a quarterly (March, June, September, December) basis. Processes proofs of articles; prepares annual Table of Contents and Index; provides for reprint orders; coordinates printing bills, and page and line charges, with Editor and Treasurer. Has authority to release copyright material for republication as provided by Board policy. Major interactions with Editor, printer, authors, Treasurer, and the Secretary.

B. Herpetological Review.
The official quarterly news-journal of the Society. Contains Society announcements and articles concerning various aspects of the biology of amphibians and reptiles, including: techniques; husbandry; geographic distribution; life history notes; news of regional societies, legislative actions, and funding; book reviews; and other items of interest to members.

1. Editor:
Receives articles and Society information for publication; with aid of reviewers, selects articles in regard to appropriateness for publication; appoints and coordinates activities of Section Editors; transmits advertising collections to Treasurer. Responsible to the Board for Herpetological Review budget; approves all invoices prior to submission to Treasurer for payment. Together with Managing Editor, submits annual report, which includes proposed budget for following year, to Secretary prior to annual Board meeting. Major interactions with authors, Managing Editor, Section Editors, Treasurer, Secretary and the Board.

2. Managing Editor:
Receives accepted manuscripts from the Editor. Coordinates printing; mails Herpetological Review to membership (mailing labels supplied by Treasurer). Responsible for reviewing printing bills before their submission to the Treasurer for payment.

C. Catalogue of American Amphibians and Reptiles.
Species accounts of North, Central, and South American (including Caribbean) herpetofauna. Approximately twenty accounts issued annually; sold by subscription.

Editor:
Coordinates and reviews material submitted by the Index Editor and the Section Editors (Anura, Caudata, Gymnophiona, Sauria and Amphisbaenia, Serpentes, Testudines, Crocodilia, Squamata); appoints Section Editors; solicits, assigns, and coordinates authorships; arranges for printing and mailing (mailing list supplied by Treasurer). Responsible to the Board for the Catalogue budget; approves all invoices prior to submission to Treasurer for payment. Submits annual report, which includes proposed budget for following year, to Secretary prior to annual Board meeting.

D. Facsimile Reprints.
Occasional reprints of out-of-print, but significant, herpetological literature. Issued irregularly; sold by subscription, with a discounted pre-publication price for members.

Editor:
Solicits requests and suggestions for appropriate material; arranges for printing, advertising and external funds; solicits experts to prepare new introductions to works being reprinted and edits these new contributions. Responsible to the Board for Facsimile budget; approves all invoices prior to submission to Treasurer for payment. Submits annual report, which includes proposed budget for following year, to Secretary prior to annual Board meeting.

E. Herpetological Circulars.
Occasional pamphlets on special topics that fill needs of members of the Society. Issued irregularly to membership, with mailing arranged by Publications Secretary.

Editor:
Solicits and receives manuscripts; in charge of printing, advertising and solicitation of funds to support publications. Responsible to the Board for Herpetological Circulars budget; approves all invoices prior to submission to Treasurer for payment. Submits annual report, which includes proposed budget for following year, to Secretary prior to annual Board meeting.

F. Contributions to Herpetology.
Occasional publications of significant, book-length monographs concerning the biology of amphibians and reptiles. Issued irregularly; sold by Publications Secretary.

Editor:
Solicits and receives materials appropriate for publication; arranges for reviews, editing and printing of manuscripts. Responsible to the Board for the Contributions budget; approves all invoices prior to submission to Treasurer for payment. Together with Managing Editor, submits annual report, which includes proposed budget for following year, to Secretary prior to annual Board meeting.

G. Herpetological Conservation.
Occasional publications of significant, book-length monographs concerning the conservation of amphibians and reptiles. Issued irregularly; sold by Publications Secretary.

Editor:
Solicits and receives materials appropriate for publication; arranges for reviews, editing and printing of manuscripts. Responsible to the Board for Herpetological Conservation budget; approves all invoices prior to submission to Treasurer for payment. Submits annual report, which includes proposed budget for following year, to Secretary prior to annual Board meeting.

III. COMMITTEES and other OFFICIALS

NOTE: New committee chairs, coordinators, and representatives are typically appointed immediately following the Annual Meeting, and serve at least until the next Annual Meeting, prior to which they submit their separate reports to the Secretary. This permits the maximum amount of time for accomplishing their charges.

In addition to guidelines specific to each committee noted below, general committee guidelines serve as an aid to all chairpersons.

A. SSAR Standing Committees

1. Common and Scientific Names Committee:
Composed of a Chairperson and appropriate specialists who monitor the literature for changes in old names and additions of new scientific names of recognized taxa in North, Central, and South America and the West Indies; as needed, makes revisions of the current list of scientific and common names in an effort to standardize the use of common names in herpetology; proposed list changes are submitted to experts in each taxonomic area prior to submission for publication; submits changes in the list to Herpetological Review for publication; submits annual report to Secretary prior to the annual Board meeting.

2. Conservation Committee:
Composed of a Chairperson and committee members; brings conservation issues that affect reptiles and amphibians to the attention of state and federal government agencies, non-government organizations, and herpetologists worldwide; serves as a liaison between the SSAR and public and private groups to provide expert advice, factual knowledge, and educational information about problems confronting amphibians and reptiles, including habitat protection, endangered, threatened, and special concern species, commercial and private use, contaminants, and priorities for conservation-oriented research; coordinates SSAR responses to proposed national and international legislation and other conservation matters involving reptiles and amphibians (official responses are submitted for approval by the President and Secretary before public release); submits annual report to Secretary prior to the annual meeting of the Board.

3. Dean Metter Memorial Award Committee:
Composed of a Chairperson and two committee members who receive applications for, and select student recipients of the award for proposed field research; reports selection in the annual report to the Secretary prior to the annual meeting of the Board. The award is announced and presented to the recipient, if possible, at the Society's Annual Business Meeting. Announcement of the Dean Metter Memorial Award and its recipient are also made annually in Herpetological Review.

4. Grants-in-Herpetology Committee:
Composed of a Chairperson and committee members; receive applications for, and select recipients of, grants in six areas: Conservation, Laboratory Research, Herpetological Education, Field Research, Travel, and International; forwards announcement of the awards to the Editor of Herpetological Review, and notifies the President, Secretary and Treasurer immediately following the decision. (President is responsible for notifying awardees; Treasurer issues checks as soon as possible after awards are made.) The list of recipients is published in Herpetological Review; awards are announced at the Annual Business Meeting of the Society. Chair submits annual report to Secretary prior to the annual meeting of the Board.

5. Henri Seibert Awards Committee:
Composed of a Chairperson and committee members; the awards, given in several categories (Ecology, Systematics/Evolution, Physiology/Morphology, and Conservation), are for the best papers and posters presented by students at the SSAR Annual Meeting; forwards announcement of the awards to the Editor of Herpetological Review, and notifies the President, Secretary and Treasurer (as well as applicable prize donors) immediately following decisions. (Chair is responsible for notifying awardees; Treasurer issues checks as soon as possible after awards are made.) The list of recipients is published in Herpetological Review following the meeting; awards are announced at the Annual Business Meeting of the Society. Chair submits annual report to Secretary prior to the annual meeting of the Board.

6. Kennedy Student Award Committee:
Composed of a Chairperson and committee members who select the most significant student paper published in the Journal of Herpetology during the preceding year (the purposes are to encourage important contributions to herpetology by young scientists, and to encourage students to publish in the Journal of Herpetology); reports selection to the Secretary prior to the annual meeting of the Board, and the award is announced and presented to the recipient, if possible, at the Society's Annual Business Meeting. In the absence of a paper of recognized quality, the award need not be made. Announcement of the Kennedy Student Award and its recipient are also made annually in Herpetological Review. Chair submits annual report to Secretary prior to the annual meeting of the Board.

7. Long-Range Planning Committee: Consists of present and former officers and editors, as well as others; purpose is to review and make recommendations to the President on matters having particularly important long-range implications (budget, investments, affiliations with other societies, etc.).

8. Nominations Committee:
Composed of a Chairperson and four committee members who prepare a slate of qualified candidates according to the "Guidelines and Operating Procedures for the SSAR Nominating Committee" for inclusion in the Secretary's annual report to the Board. No more than one member of the Board of Directors may be appointed to the committee in any one year. (This is the only committee officially required by the Society's Constitution By-laws, Art. IV.)

a. Candidates must have agreed to serve, and must supply appropriate vitae to the committee; must be approved by the Board and by members present at the Society's Annual Business Meeting.

b. Additional nominees may be presented by members (at the call for "nominations from the floor") at the Society's Annual Business Meeting.

9. Relations with Herpetologists at Zoological Parks (Zoo Liaison) Committee:
Composed of a Chairperson and committee members that represent major zoos, aquaria, and academic institutions having special working relationships with zoos and aquaria; interacts with the AZA and AAZK in stimulating and encouraging activities and the exchange of information which advances herpetology; sponsors occasional symposia at Annual Meeting; interacts with Conservation Committee regarding problems concerning endangered species and legislation. Chair submits annual report to Secretary prior to the annual meeting of the Board.

10. Student Travel Awards Committee:
Composed of a Chairperson. Solicits applications from students attending the annual meeting for travel awards, selects winners of travel awards prior to the annual meeting through a random drawing, oversees the Frameable Art Silent Auction to raise funds for the travel awards. Chair submits annual report to Secretary prior to the annual meeting of the Board.

11. Web Oversight Committee:
Composed of a Chairperson and committee members (which include the webmaster); oversees changes and updates to the SSAR website. Chair submits annual report to Secretary prior to the annual meeting of the Board.

B. Standing Committees Cooperating With Other Societies

1. Herpetologist's Education Committee (SSAR/HL):
Consists of a Chairperson and five members (representing SSAR and HL); answers questions from the public about careers in herpetology and care of reptiles and amphibians; interacts with AIBS as appropriate; establishes education initiatives, etc. Chair submits annual report to Secretary prior to the annual meeting of the Board.

2. Inter-Society Liaison Committee (SSAR/HL/ASIH):
Consists of the Presidents, Presidents-elect, and Secretaries of SSAR and HL, and the herpetological President or President-elect, or a designated herpetologist from the Board of Governors of ASIH. The purpose is to provide information regarding major activities of the three herpetological societies, to interact on efforts which concern all herpetologists, and to avoid undue overlap of the societies' functions. (Meetings are ad hoc, but are typically annual and take place prior to the joint annual meetings of the Boards of the three societies.)

3. Meeting Management and Planning Committee (SSAR/HL/ASIH)
Consists of an SSAR representative to the ASIH committee. The representative submits an annual report to Secretary prior to the annual meeting of the Board.

4. Resolutions Committee:
Chairs are appointed by the President of each society; other members may be selected by the Chairs from among attendees at annual meeting with approval of the President. Committee helps prepare joint resolutions of SSAR, HL, and ASIH (largely relating to Local Meeting Committee), and also prepares resolutions specific to SSAR to thank particular individuals and organizations. Resolutions are read at the banquet associated with the Annual Meeting and published in Herpetological Review as part of the summary of the meeting submitted by the Secretary. Report submitted to the Secretaries of the two societies immediately after Annual Meeting.

C. Other SSAR Officers, Coordinators and Representatives

1. Archivist:
Appointed by the President. Maintains documents of historical significance to the Society.

2. Elector:
Appointed by the President, in consultation with the Secretary. Receives and counts mailed ballots; informs the Secretary, President and President-elect of results within two weeks of the last day for receipt of ballots. Submits annual report to Secretary prior to the annual meeting of the Board.

3. SSAR Representatives to AIBS and BioOne
Appointed by the President. Attends the annual meetings of AIBS and BioOne. Submits annual report to Secretary prior to the annual meeting of the Board. Currently (2005) these representatives are the same individual but they need not be.

4. Symposium Proposals Coordinator
Appointed by the President. Receives proposals for symposia to be held at the Annual Meetings from interested parties; sends proposals out for review. Summarizes reviews and presents proposals to the Board for their approval. Coordinator submits annual report to Secretary prior to the annual meeting of the Board.

5. Trustee:
The SSAR is officially incorporated in the State of Kansas. The President must appoint the trustee; the Trustee must file an annual report with the State of Kansas. The Trustee advises the Treasurer of the fee required for annual registration, fee to be disbursed by the Treasurer.