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Chapter Guidelines

Chapter Guidelines: Chartering, Administration and Responsibilities to the National Society

A. Chartering a Chapter

  1. A prospective chapter must submit a "Petition for Chapter Status" to Council, via the SfN Headquarters Office. This petition must be signed by 10 Regular or Emeritus members of the Society living in the same region. These petitions are reviewed by Council semiannually.

  2. A prospective chapter may only submit a petition if there is not a chapter in the local area. In the event that the local chapter is inactive, the member cannot apply to start a new chapter but must reactivate the existing chapter. If there are other active chapters in the area; they must be listed and a case must be made for creating a new chapter within the region based on geographical, technical, or population reasons. This guideline is to help prevent the formation of multiple chapters within the same geographical area. Council reserves the right to deny a petition if they feel the region has adequate chapter representation.

  3. A chapter may adopt bylaws for the regulation of its affairs as long as they do not conflict with the Articles of Incorporation or the Bylaws of the Society.

  4. Chapter bylaws must have Council approval before they are adopted by the chapter.

  5. The deadline for a chapter petition and chapter bylaws submission is September 1 or March 1 of each year.

B. Chapter Administration

  1. The chapter must have at least 10 Regular or Emeritus members in good standing who reside in the area.

  2. The chapter must hold at least one meeting per year.

  3. During its annual meeting, a chapter must reappoint or elect a chapter representative by a majority vote of the membership.

  4. A given chapter representative may serve for a period no longer than three consecutive years; at the end of the three-year term, a new chapter representative must be elected by a majority vote of Chapter members.

C. Chapter Responsibilities to the National Society

  1. The Chapter is required to notify the Central Office via the web site form immediately following a change in leadership.

  2. Chapter election results, including the number of members who voted in the election, must be reported to the SfN Central Office no later than May 1 of each year.

  3. A roster of the full membership of the Chapter must be reported to the SfN Central Office following the annual meeting of the chapter, and in any case no later than May 1 of each calendar year.

  4. An Annual Report must be submitted to the Central Office no later than May 1 of each calendar year.

  5. The Chapter is considered a subordinate under the tax-exempt status of the Society for Neuroscience. Chapters must report any change in the stated purposes, character or method of operation relative to the Society's statement of purpose described in Article 1 of the Society Bylaws. For more information, please see the memo regarding tax exempt status.

  6. Each Chapter must notify the Central Office of ALL foundations, companies and noninstitutional contributors that support chapter activities in the name of the Society for Neuroscience.

  7. Prior to soliciting funds, the Chapter is required contact the Society's Executive Director to see if the source has made an earlier commitment to the Society at the national or local level.

Suggestions for Chapter Administration, Transitions and Finances

The Society recommends following these guidelines for optimal administration and organization:

  • Adopt an organizational structure that includes a President or Chairperson, Secretary and Treasurer.

  • Officer selection processes should be elected by a majority of votes.

  • A section of the Chapters' Bylaws should define the election procedure for that Chapter.

  • Appoint or elect a Council or Committee in addition to the officers to help with special functions and programs for the Chapter.

  • Attend scheduled Chapter Representative meetings at the Society's annual meeting. These meetings are a forum for chapter delegates to voice their views on a variety of issues and exchange information.

  • Participate in Society-sponsored Chapter activities such as the Grass Traveling Scientist Program, Brain Awareness Week, and Chapters Graduate Student Travel Award Programs.

In times of leadership transition, it is vital that the outgoing and incoming officers work together to exchange important information and documents. Below are several suggestions for making a smooth transition:

  • Request the transfer of any existing files regarding the Chapter's previous activities.

  • Establish the positions of President-Elect and Past President, to provide a "training period" for the new President.

  • Attend Chapter Representative meetings, held in conjunction with the annual meeting; it is a good source of information for all chapter officers and provides a useful orientation for newly elected leaders.

Unfortunately, the Society cannot provide a financial panacea to local branches. However, the following suggestions may be of assistance:

  • Chapter Dues: Most local Chapters have instituted a policy of dues, generally ranging from $5.00 to $35.00, with a reduced rate-if any at all-for students. While dues cannot cover all costs of an active Chapter, they may alleviate expenses such as clerical costs (several mailings, a newsletter, local membership directory, etc.).

  • Mailing Labels: The Society's Central Office provides Chapters with mailing labels for all Society members in the Chapter's region. With two weeks notice, the central office is able to generate labels for mailings to reach a wide audience in your area. For more information or to request labels, contact chapters@sfn.org.

  • Institutional Contributions:Chapters usually receive some degree of local support, albeit annual departmental contributions, interdisciplinary grants or institutional monies. It is possible, in fact, to seek institutional support through "matching funds." It may be worthwhile to propose to an administrator that their institution match Chapter funds obtained from membership dues or a Grass Traveling Scientist Program grant. Sponsorship of educational activities and student events will usually capture the interest of local administrators, and in turn, generate financial support for the chapter.

  • Non-Institutional Contributions: Local groups often request support from various foundations and local companies in the name of a Chapter of the Society for Neuroscience. The Chapters Committee and Council do not wish to interfere with the autonomy of individual chapters; however, a central information clearinghouse is needed to avoid duplicate funding requests, which may dissuade potential donors. We request that all chapters notify the Central Office of ALL foundations, companies and noninstitutional contributors that support Chapter activities in the name of the Society for Neuroscience.

  • National Society Support: The Society hopes to expand provisions to the Chapters. New programs will be developed according to chapter interest; therefore, it is particularly important that the chapters convey their needs to the Society Central Office.

  • Other Sources: Chapters are always finding new vehicles for increasing support for their activities. We urge you to provide this information in your annual report. There is no easy way to generate financial support, a problem faced by most national societies and nonprofit organizations. However, with the aggressive pursuit of funding, your chapter can acquire resources and sponsor exciting activities.