Duties of the Officers

Revised and Approved May 4, 2019

President:

  1. The president serves a two year, elected term of office.
  2. The president:
    1. Acts as the Chief Academic Officer of the Society.
    2. Provides academic leadership to the Society in matters pertaining to theadvancement of Scandinavian study by:
      1. summarizing the accomplishments of the Society in an annual report,published in the Society’s journal, Scandinavian Studies
      2. convening panels to address issues of particular concern to themembership
      3. serving as the chair of the Advisory council of the Society
      4. serving as the delegate, or ensuring that an appropriate delegate hasbeen appointed, for the Society to the annual meeting of the AmericanCouncil of Learned Societies
    3. Ensures that proper procedures are followed for the fellowship and prizecompetitions
    4. Chairs the site selection committee for upcoming annual conferences up to fiveyears in advance.
    5. Provides counsel and oversight to the Society’s ongoing fundraising activities
    6. Serves as the main liaison between the annual conference program committeeand the Society with an emphasis on academic programming and initiatives.
    7. Notifies recipients of prizes and fellowships of their selection.
    8. Notifies members elected to the advisory council or to the position of vice-president of their election.
    9. Chairs the annual performance review committee of all paid, non-elective officersof the Society.
    10. Appoints emergency officers as needed.
    11. Chairs any discussions related to termination of paid, non-elective officers, orinvestigation of officers or advisory board members.
    12. Attends the annual conference.
      1. Chairs the advisory council meeting and the annual business meeting for the membership.
      2. Presents the award winners at both the business meeting and the conference banquet.

Vice-President:

  1. Serves a two year elected term from the end of the annual meeting in the year in whichhe/she is elected.
  2. The vice president:
    1. Acts as the Chief Operating Officer of the Society.
    2. Chairs the Birgit Baldwin fellowship committee

i. Reports to the president on the outcome of this committee’s deliberations in a timely manner as outlined in the deadlines associated with prizes and fellowships

c. Oversees the work of the Society’s fellowship and prize committees including:

  1. The Haugen Scholarship
  2. The Aurora Borealis prize
  3. Reports to the president on the outcome of these committee’sdeliberations in a timely manner as outlined in the deadlines associatedwith prizes and fellowships
  1. Oversees the Society’s elections:
    1. Serves as the chair of the nominating committee, to select candidates for election to the Advisory Council. In alternate years, also selects candidates to stand for election for vice president.
    2. Oversees the Executive Director who runs the election. Reports on the result of the election to the President.
  2. Serves on the site selection committee for upcoming annual conferences up to five years in advance.
  3. Serves on the annual performance review committee of all paid, non-elective officers of the Society.
  4. Attends the annual conference:
    1. Takes minutes on the meeting of the Executive Council and the AnnualBusiness Meeting.
    2. Presents reports to the advisory council on the fellowships and awards.
    3. Presents a report to the advisory council on the elections.

Immediate Past-President / Financial Officer:

  1. The immediate past-president serves a two year term immediately subsequent to his/herterm as president.
  2. The immediate past-president:
    1. Acts as the Chief Financial Officer of the Society:
      1. Oversees the work of the Executive Director in regards to the Society’sbank and investment accounts.
      2. Ensures that proper financial procedures are followed as outlined in theSociety’s policies and procedures.
      3. Provides approval on invoiced expenditures over $500 presented by theExecutive Director.
      4. Acts as one of at least two signatory authorities on the Society’s bank andinvestment accounts.
    2. Chairs the audit committee that oversees the audit of the Society’s financespresented to the committee one week prior to the annual meeting.

i. Presents the findings of the audit committee at the annual membership

meeting.
c. Serves on the site selection committee for upcoming annual conferences up to

five years in advance.

  1. Serves on the annual performance review committee of all paid, non-elective officers of the Society.
  2. Attends the annual meeting:

i. Presents the audit committee report at the business meeting.

Managing Editor, Scandinavian Studies:

  1. The Managing Editor serves a non-specified term.
  2. The Managing Editor:

a. Manages the Society’s journal, Scandinavian Studies:
i. Provides annual reports to the Executive Council on the income and

expenditures related to the journal.

  1. Serves on the annual performance review committee of all paid, non-electiveofficers of the Society.
  2. Serves on the site selection committee for the annual conference.

Executive Director:
1. The Executive Director is a paid officer of the Society.

a. Subject to an annual performance review in January of each year. 2. The Executive Director:

  1. Follows the financial policies and procedures of the Society to ensure the fiscal security of the Society’s assets, including, but not limited to:
    1. Ensuring that all bills and invoices are paid in an appropriate and timely manner, while following the appropriate guidelines on methods of payment and payment approvals.
    2. Ensuring that all income is deposited into the appropriate accounts.
    3. Providing a monthly statement to the Immediate Past President/FinancialOfficer of the prior month’s activities.
    4. Consulting with the Executive Council on matters of investment strategyand implementing decisions taken by that council in a timely manner.
  2. Ensures that:
    1. The Society follows all the rules and regulations of a 501(c)(3) corporation including:
      1. Timely filing of tax returns
      2. Keeping the registration of the Society’s corporation up-to-date
      3. Ensuring that the Society’s articles of incorporation are complete
      4. Providing a clear line of communication with the Society’sregistered agent in the state of incorporation and businessregistration
    2. The Society maintains its memberships in umbrella organizations such asthe American Council of Learned Societies.
    3. The Society has appropriate and up-to-date insurance policies.
    4. Presents contracts for new services for approval to the Executive Councilwith a clear explanation for the proposed services.

c. In coordination with the Vice President, oversees the Society’s elections, and reporting the results to the President.

  1. Maintains a current list of advisory board and executive council members with up to date contact information
  2. Maintains the archives of past elections, including candidates and outcomes.

d. In consultation with the Vice President, coordinates nominations and applications for the Society’s awards and fellowships.

i. Disburse funds to the winners of awards and fellowships in a timely manner.

  1. In coordination with the Vice President, updates the minutes of the meeting of the Advisory Board and the Annual Business Meeting.
  2. Oversees the Society’s membership and membership renewals.

i. Provides information to members or potential members enquiring about

membership numbers and other membership related issues.

  1. Oversees the Society’s website and scandinavianstudy.org domain, including
    1. Ensuring that the Society’s ISP is paid in a timely manner, and that the website is secure.
    2. Oversees the active email addresses on the scandinavianstudy.org domain.
    3. Ensures on a monthly basis that the Society’s WordPress is up to date, and appropriately patched.
    4. Adds posts of general interest to the membership as they are received.
    5. Oversees the contract with any web designer with whom the Societycontracts to provide the services in ii-iv above.
  2. Acts as a liaison between the Society’s executive council and the annualconference organizing and program committees.
    1. Ensures that the program committee has access to the appropriatesoftware for abstract/paper proposal and acceptance.
    2. Ensures that the annual conference registration site can acceptregistration and registration fees.
    3. Provides registrants with information on their membership status.
    4. The annual conference program and organizing committee havepresented and are following an appropriate timeline so that all aspects of the conference will be completed as necessary for the smooth and proper running of the conference. Alerts the Executive Council to potential problems in the annual conference planning, including cost overruns or unexpected challenges.
    5. Maintains the Society’s archive of past meetings, including programs and abstract booklets, as well as accounts detailing income and expenditures.

1. Ensures that within two months of the conclusion of the annual meeting, the meeting organizing committee provides the office of the Executive Director with a copy of the program, abstract

booklet, and financial summary detailing expenditures and

income.
i. Serves on the site selection committee for upcoming annual conferences up to

five years in advance.

  1. Works with conference sites to ensure a proper and complete contract isdeveloped.
  2. Consults with the executive council and the conference organizingcommittee on contract provisions, providing a clear, accurate andcomprehensible comparison between bidding sites.
  3. Ensures that the executive council and the organizing committee have aclear understanding of the requirements of the chosen bid.
  4. Ensures that all requirements of the contract, including insurance, payment schedules, and all other provisos are followed in a timelymanner.
  1. Develops, drafts, and maintains policies and procedures for the Society.
    1. Suggests areas where additional policies and procedures are needed to protect the interests of the Society.
    2. Drafts or emends new policies and procedures as needed for approval by the Executive Council.
  2. Maintains up to date versions of the Society’s constitution and by-laws.

i. Drafts new bylaws or emendations to existing bylaws for approval by the

Executive Council for subsequent vote of the membership.
l. Identifies potential donors and other fundraising opportunities and presents those

in a timely manner to the president.

  1. Serves as a lead officer in relation to grants by:
    1. Identifying potential grant opportunities and presents those in a timely manner to the president.
    2. Collaborating with the Executive Council to ensure that grant applications are properly submitted, and that all of the rules for awarded grants are properly followed in a timely fashion.
  2. Attends the annual conference:
    1. Attends the executive council meeting. In collaboration with the president,develops the agenda, past minutes and other materials for circulation.
    2. Acts as the parliamentarian during meetings, recording votes andconfirming tallies with the Vice President.
    3. Presents the annual financial report of the society to the membership atthe business meeting.