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Duties of Sigma Xi Chapter Officers

Chapter officers may organize themselves in the manner best suited to their particular group.

For effective operation of the chapter, it is important that officers' terms of office do not all expire the same year. It is especially recommended that the secretary's term cover an extended period. Most groups of any size usually will find it desirable to use some of their financial resources (i.e., income from Local Support payments, Local Dues, etc.) to provide part-time paid clerical assistance, especially in such activities as the election and reporting of new initiates and mailings to chapter members.

Sigma Xi's Constitution does not prevent Associate Members from holding chapter office. Delegates to the Annual Meeting must be Full Members, not Associate Members (this provision in the Society's Constitution was reconfirmed by the Assembly of Delegates in 1982). Similarly, the Bylaws of Sigma Xi require that nominations of initiates must be made by Members and considered by the chapter Committee on Admissions that can be composed of Members only. Associate Members may not nominate, second, or vote upon any individual for membership in the Society. Therefore, the requirement for chapters to review their rosters of Associate Members with a view to promotion is especially important.

President (See also Bylaws)
The president should reside over chapter activities, take responsibility for appointing delegates to the Annual Meeting and respond on behalf of the chapter to non-routine requests, inquiries, or opportunities from Sigma Xi Administrative Offices or the Board of Directors.

We encourage chapter presidents to arrange an informal exchange of information with other chapters in your region. The Annual Meeting and especially the Regional Assemblies, provide one such occasion for such contact. However, chapter presidents should arrange similar contacts and informal exchanges of information on a regular basis. For example, one or more officers from neighboring groups may be invited to installations, initiation banquets, or visits by Sigma Xi lecturers. In planning the annual program of activities it may be desirable for program chairpersons from neighboring groups to share past experience and coordinate future activities (e.g. in sharing the expense of a Sigma Xi lecturer who can visit each group in turn on a single visit). Periodically, chapters get into short-term or long-term difficulties, which could be eased by help from neighboring groups. Such help may begin very simply by an informal meeting of officers over a meal. One problem in maintaining and establishing such contacts is, of course, the frequent changes of chapter officers. However, Sigma Xi Administrative Offices can provide contact information for chapters on the Chapter Listing page. Alternately you may contact chapters@sigmaxi.org for additional information.

Program Chairman and President-Elect (See also Bylaws)
In the absence of the president of the chapter, the president-elect assumes the responsibilities of president. Therefore, it is essential that these two officers maintain close communication on the operations of the chapter in order to provide for smooth operation of the group in the president's absence.

In addition, in many chapters, the president-elect also serves as the program chair for the group, and in this capacity initiates and carries out the group's activities for the year. In undertaking this responsibility, the president-elect should be familiar with the activities that have been sponsored by the chapter in the past, for example, the scheduling of the initiation banquet, lecturers, awards, etc. Perhaps more importantly, the president-elect should explore new activities for the chapter that may be of interest to the group's membership; often, these ideas may be suggested by the membership itself through a brief survey. Unfortunately, in far too many chapters, the president-elect, as program chair, merely repeats the programs of the previous year. In doing so, however, these individuals may miss opportunities that are available to their chapter for interaction and program activities with other groups (e.g., local schools, museums, college administrators) who may be interested in cooperating with the collective body of research scientists that is represented by a chapter.

Secretary (See also Bylaws)
The secretary of a chapter is usually the individual primarily responsible for maintaining the regular flow of information to and from other officers, the membership and Sigma Xi Administrative Offices. Larger chapters find it essential to the efficient functioning of the group to hire part-time secretarial assistance. In those chapters that employ paid or voluntary administrative help, this is normally an extension of the secretary's work, and is under the secretary's supervision.

Sigma Xi's Administrative Offices invites chapter secretaries to call for assistance if they have any questions that relate to the performance of their duties. Often a quick telephone call to Sigma Xi Administrative Offices, 800-243-6534, or e-mail chapters@sigmaxi.org, can save considerable time for a chapter secretary. Also, it is important to remember that many forms can be accessed through this site in our Officer Resources section. The following are some of the matters involving communications between Sigma Xi Administrative Offices and chapter secretaries.

Annual Reports
Each spring, Sigma Xi Administrative Offices will remind all chapter secretaries that the Annual Report is due July 1. A standard online form is provided for this purpose.

The report requests information about the chapter's activities and is an opportunity for chapters to describe the variety of programs that the group has sponsored, or participated in, during the year ending June 30- e.g., lectures; field trips; workshops; awards to faculty, graduate, undergraduate, or high school students; programs with local school systems or museums; etc. Chapters are encouraged to submit information brochures, announcements, etc. of their activities along with the Annual Report. The Annual Reports are reviewed by the Committee on Qualifications and Membership along with the Regional Directors for the Certificate of Excellence.

In addition, the Annual Report informs secretaries of the amount of Local Support received by the chapter during the year and requests a brief outline of how Local Support was spent during the year.

Regular submission of the Annual Report and officer information is one of the requirements of good standing of chapters specified in the Bylaws.

The report, covering the Society's year from July 1 to June 30, should be received at Sigma Xi's Administrative Offices by July 1. If Sigma Xi's Administrative Offices do not receive an Annual Report by early September, the chapter's September Local Support payment will be withheld until it is received. If an Annual Report is received after March 1, a written explanation will be requested from the chapter to justify the retroactive payment of Local Support.

Delegates to the Annual Meeting
The secretary informs Sigma Xi's Administrative Offices of the chapter's delegate(s) to the Annual Meeting. Secretaries will receive a postcard for this purpose six months prior to the date of the Annual Meeting.

It is helpful if this information can be supplied to Sigma Xi's Administrative Offices by April or May, even if the delegate(s) can be identified only provisionally. It is recommended that delegates be nominated at the same time as new officers are elected. Delegates must be full members in good standing.

Representation at an Annual Meeting at least once in the last three years is one of the requirements of each chapter in order to receive Local Support payments. Local Support will be withheld, if a chapter is not so represented.

Initiations and Promotions
Secretaries are usually responsible for sending to headquarters the membership certificate order forms, fees, and data cards for all individuals that will be initiated or promoted. These items should be accompanied by a check for the total amount of fees required.

The election of at least one new member during the past two years is required of academic groups to receive Local Support payments. Non-academic groups, such as those associated with government laboratories must show evidence, usually on their Annual Report, of activities sponsored by the group that encourage students to seek careers in science, mathematics or engineering, in lieu of such elections. Local Support will be withheld from groups failing to do so.

Membership Certificate Replacement
When a membership certificate is lost, a replacement can be ordered through the chapter that elected the member. Alternatively, the replacement order can be placed directly with chapters@sigmaxi.org. The order should include the year of the original initiation, the electing group, the current address of the Member or Associate Member, and a check, debit, or credit card for $7.50. The replacement will be mailed to the chapter officer unless stipulated otherwise.

Membership Lists
Complete membership lists for chapters are now available via anonymous ftp. Information on how to access the site is listed below.

To access chapter mailing lists, you will need to follow these instructions.

  1. You will be prompted for a user name and password.
  2. Your user name is your Member ID number and your password is your Last Name. This field is case sensitive (use upper AND lower case) and must be entered exactly as it appears on your membership card. Note: Do not enter spaces or special characters. If you have difficulty accessing these pages e-mail chapters@sigmaxi.org.
     
Once you have logged on the secure server, you will see folders labeled Active, Inactive and CSV.

The Active Folder contains active chapter listings. The file names are in the format: chaxxx.txt where xxx is the chapter number.

The Inactive Folder contains inactive chapter listings. The file names are in the format: chaxxx.txt where xxx is the chapter number./meetings/annual/index.shtml

The CSV Folder contains subdirectories for active and inactive members. These files are suitable for import into a spreadsheet or database application. CSV files are in the format: chaxxx.csv or chixxx.csv.

Active members are in the chaxxx.csv format with xxx as the chapter number. Inactive members are in the chixxx.csv format with xxx as the chapter number.

For example: to download into a spreadsheet or database the active members of the Cornell chapter (chapter 001), click below on the Chapter Mailing Lists: Download from FTP Site. Then open the CSV folder. Open the Active folder. Then doubleclick on the cha001.csv file.

Questions about the use of this site should be directed to: chapters@sigmaxi.org.

Lists of Sigma Xi Members (active, inactive, affiliated, non-affiliated, etc.) by U.S. zip code, Canadian postal code, or on other bases can be obtained by chapter officers without charge. (Requests are limited to the general geographic area of each chapter and the zip code ranges desired must be provided.) Computer-produced mailing labels are available at a cost of US$7.50 for the first 100 labels and US$.03 for each additional label. Information is available in diskette format (ASCII or MicroSoft Word format) for a charge of $10.00 per diskette. The cost of materials and postage may be deducted from Local Support payments. Chapter officers are encouraged to make their requests to chapters@sigmaxi.org.

Membership Transfers and Address Changes
Report address changes and to request transfers of affiliation click here. Members may notify the Membership Office directly by e-mailing correspondence with the change information to memberinfo@sigmaxi.org. Address changes should be made promptly, to ensure receipt of American Scientist and other mailings. Information on local chapters is available on the Chapter Listings page, along with contact information for the group.

Chapters are urged to identify local Sigma Xi members who have not affiliated with their groups and to encourage these individuals to transfer their affiliations. Such initiatives have been used successfully by numerous chapters and have been found to benefit both the groups and the individual members. Local affiliation enhances the individual's sense of community within Sigma Xi, increases the likelihood of participation in chapter activities and directs additional Local Support to the chapter. Lists of Sigma XI members residing in a particular area, but not affiliated with a local chapter, can be obtained from Sigma Xi Administrative Offices.

Supplies
Secretaries usually are responsible for ordering the supplies the chapter will need to carry out its various functions in the upcoming year. These include membership certificate order forms; nomination forms; field code sheets, Sigma Xi brochures, and Grants-in-Aid of Research.

Secretaries should also be aware that an inexpensive printing firm in Connecticut, Lithoprint Inc. is equipped with the Society's official seal and insignia and is accustomed to printing letterheads and other items on behalf of chapters. Contact Lithoprint Inc., 328 State Street, North Haven, CT 06473. Phone: 203-248-0422.

Treasurer (See also Bylaws)
The treasurer is responsible for all matters involving the transfer of funds between the chapter and headquarters.

Local Dues
The treasurer must notify Sigma Xi Administrative Offices if the chapter wishes to have collect local dues collected on its behalf.

Local Support Payments
The treasurer receives Local Support payments from Sigma Xi Administrative Offices. These payments are mailed to the designated treasurer. If a treasurer is not designated, then the checks are mailed to the president of the chapter. Alternately the chapter may use the direct deposit option. The chapter bank name, address, routing number and account number can be forwarded to finance@sigmaxi.org to take advantage of the direct deposit option.

Additionally, in order to receive Local Support payments, a chapter must be in "good standing" as of September 1 of each year.

To be considered in "good standing" a chapter must have provided Sigma Xi Administrative Offices with:

If the Annual Report is received after March 1, written justification will be required in order to receive Local Support. Questions regarding Local Support payments should be directed to finance@sigmaxi.org.

Additionally, beginning with the 1996 Annual Meeting, in order for a group's delegates to receive his/her travel subvention, the chapter must be in "good standing." The Assembly of Delegates at the 1994 Annual Meeting approved this amendment to the 8-point dues motion. However, delegates whose chapters are "not in good standing" only because of a failure to send a delegate in the preceding three years will be exempt from the requirement and will receive their travel subvention.

Reactivation of Inactive Members
Members who have allowed their active membership status to lapse (non-payment of annual dues renewal) may reactivate their membership at any time through payment of the current year's annual dues. It should be stressed that inactive members are not required to make payments for years in which dues were not paid in order to renew their active status. However, some inactive members may choose to do so to: 1) receive back issues of the magazines for that period, or 2) reinstate eligibility for emeritus rates at the time of reactivation or in the future. Once reactivated, the member will be billed by Sigma Xi Administrative Offices on a regular basis through normal renewal mailings.

Some groups have found that a letter to inactive members, highlighting the activities of the Society/local group and providing contact information for the Society/local group can be an effective way to bolster their active membership rosters.

Chapter officers may obtain information regarding inactive members residing in their group's geographical area by providing chapters@sigmaxi.org with the desired zip code ranges to be searched. Inactive members in local chapters may be obtained via ftp. Please see chapter membership lists for information on how to access that information via ftp.

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Last revised: September 30, 2003