To support Chapter Officers in coordinating local activity, we have developed this page of resources, guidelines and infrastructure protocol. Chapter Officers are strongly encouraged to read through the information below and harness these resources to their fullest.
Education Council Members
Maria Miller, IDSA
Seda McKilligan, IDSA
Thomas Ask, IDSA
Kevin Shankwiler, IDSA
Eddie Licitra, IDSA
Kat Reiser, IDSA
Monica Tournoux, IDSA
Chapter Officer Information & Resources
In keeping with CDC guidelines, we are closely monitoring the coronavirus (COVID-19) outbreak and will update our community with any changes to our events and programming as necessary. To keep you informed as chapter officers and to help you minimize risk when organizing local events, we have provided the following resources. If you have further questions, please contact Korie Twiggs. Your health and safety is our utmost concern.
Centers for Disease Control and Prevention (CDC.gov):
- Preventing COVID-19 Spread in Communities
- Handwashing and Health Promotion Materials
- 10 Steps Event Planners Can Take to Minimize Risk
World Health Organization (WHO.int):
- Key Planning Recommendations for Mass Gatherings in the Context of the Current COVID-19 Outbreak
- Basic Protective Measures Against the New Coronavirus
Can we serve alcohol at Chapter events?
Yes, so long as all local, state and federal laws are strickly adheared to. Under no circumstances should alcohol be served to minors.
IDSA provides each Chapter with an IDSA corporate credit card in order to help your team make purchases and operate efficiently. Only one member of your Chapter Officer team will be issued a credit card. Only this authorized card holder may use the card to make purchases.
What can be charged to this card?
Chapter expenses incurred for SCARF approved events can be paid for with your Chapter credit card. You may also make purchases that relate to your Chapter team planning and organizational activities. KEEP ALL RECIEPTS - You'll need to send them to IDSA headquarters at the end of each month. The chapter credit card holder must submit electronic copies of receipts to Korie Twiggs before that time.
What's the spending limit?
For control purposes, the card has a default $250 spending limit. However, this limit may be raised by submitting a Credit Card Limit Increase Request Form to firstname.lastname@example.org.
How do I get a Chapter credit card?
A card will be issued usually within 10 business days of IDSA headquarters receipt of the Credit Card Acknowledgement Notice & Form denoting the requester has read and agreed to abide by the society's Credit Card Usage & Disbursement Policy.
I lost a receipt!?
A Missing Receipt Form must be submitted as a substitute if the receipt is no longer unavailable. To ensure IDSA compliance with IRS and other auditing requirements, chapter credit cards will be suspended within 30 days of failure to submit receipts or substitutes. Inquiries about chapter credit cards may be submitted to Korie Twiggs.
When are elections held?
Per IDSA's Bylaws, we maintain a 2-year election cycle to determine Chapter Officer teams. Elections are typically held in the October-December timeframe on odd numbered years.
Why are elections needed?
Elections help ensure that Chapter Officer teams are refreshed regularly and encourage membership participation in the future of the organization. We believe that all qualified members who seek leadership positions should be afforded appropriate consideration through these nominations and elections cycles.
What Officer positions are available?
The basic Chapter Officer team should consist of: Chapter Chair and a Chapter Vice Chair. Some Chapters have additional positions such as: Chapter Treasurer/Secretary, Event Coordinator or Chapter Communications.
Individuals may hold the same position for two (2) terms, or a total of four (4) years.
IDSA encourages diversity.
Our membership spans a wide spectrum of cultural and experience backgrounds. We believe it is vital to reflect this in our leadership teams. Chapter Officer teams should reflect those they serve making for a more inclusive and stronger Chapter team.
Chapter Funding - Seed Money, Registration Fees, Donations and Sponsorships
We give your chapter money each year!
At the beginning of each year, IDSA headquarters makes available seed money ($1,400) for each chapter to operate with confidence. This seed money does not transfer to chapters as they do not have individual accounts. Instead, the funds sit in an overarching chapter program account and can be used at a Chapter's discretion. This is why submitting a SCARF is so important. It is the responsibilty of the Chapter Treasurer (with the support of the IDSA headquarter team) to monitor the Chapter balance to ensure that you are not overspending without bringing in revenue. The chapter program account is funded by a portion of each IDSA professional member's dues.
How can my chapter make money?
Chapters may generate revenue from registration fees for events, sales of products or services, sponsorships and donations. The most common way Chapters generate revenue is through registration / ticket sales for events. Most Chapters use Eventbrite to manage this process and collect payments. Chapters are advised to offer preferential pricing for events to members as a benefit. All revenue generated by a chapter is tracked in the general ledger in the same way that all expenses incurred by a chapter are tracked. Inquiries about funding may be directed to Korie Twiggs. Chapters conducting events through Eventbrite or collecting payment through Square (or similar services) are asked to provide login details for their accounts to email@example.com so the reports needed can be generated to substantiate revenue collected and properly assign them to the appropriate chapter.
What happens to our money at the end of each year?
A positive balance at end of the year is attributed to your chapter and is accumulated for a maxium of three (3) years. This 'rolling balance' may be accessed by a Chapter for a specific purpose upon approval by IDSA headquarters. After three (3) years any positive funds are then transferred to IDSA's general accounts to be used in support of our other programming intiatives. IDSA is a non-profit organization and all funds generated are subsequently reinvested into programming, services or operational infrastructure.
I have a sponsor or donor interested in supporting my event.
Awesome! Chapters are advised to seek local sponsorships and donations to support their activities beyond seed money and event registration revenue. With sufficient notification, the team at IDSA headquarters may be able to assit in this effort. Contact Korie Twiggs for sponsorship support. Remember, Chapters are not permitted to sign contracts with sponsors, these should be reviewed (and signed) by IDSA.
Does my event need a contract?
Not every chapter event or activity will necessitate a contract. In fact, most don't. However, if you find yourself needing to make formal agreements to rent a venue, order food / beverage, recieve sponsorship funds or pay for speakers for example, then a formal contract may be needed.
What if my event needs a contract signed?
No problem. We're here to help! Chapters are considered 'component communities' of IDSA. Therefore, chapter officers are not authorized to sign contracts or otherwise enter into agreements on behalf of IDSA. In the event one is needed, a copy of the contract offered should be submitted to IDSA Senior Director of Operations, Jerry Layne for review. IDSA's Executive Director, Chris Livaudais, is the sole authorized signatory of any contract or other agreement between IDSA and an external party(ies). Chapter officers are advised to allow at least one (1) week for contract review and response.
Do I need insurance for my event?
In most cases, no. IDSA mantains a nationwide insurance policy which covers the majority of our events and Chapter activities. A Certificate of Insurance can be provided to you for your event upon request. Korie Twiggs can assist.
I had to purchase something for my Chapter using my personal money.
No problem, we'll get a check out to you as soon as possible. If expenses are not charged to the chapter credit card, they may be covered by personal funds from a chapter officer or designee and reimbursed in accordance with the society's Reimbursement Policies & Procedures and upon submission of a Reimbursement Request Form. Requests received by close of business on Tuesday of any given week will be issued via check and mailed by Thursday of that week, provided the form is complete and accompanied by copies of the receipts.
What can be reimbursed?
Chapter expenses incurred for SCARF approved events can be reimbursed. KEEP YOUR RECEIPTS! The total of the reimbursement request must match the sum of the expenses on the accompanying receipts, and the receipts must be placed in the order in which they are entered on the form. This reduces processing time and ensures on-time disbursement.
Maintaining the integrity of the IDSA brand is vital in ensuring a professional and consistant brand presentation. This applies across multiple platforms in both digital and physical channels. IDSA has established logos for Chapter use and we must insist that these graphic marks be used in order to maintain a clean brand presence. Below are a few key factors to keep in mind:
- Download IDSA Brand Guidelines document here
- Download IDSA logos here (via Dropbox)
- Download IDSA Professional Chapter logos here (via Dropbox)
- The IDSA logo should always be displayed in a vertical orientation, with the 'i' at the top. Reference the logo on the top of this page.
- Each of IDSA's five Districts has a predefined color associated with that District. Chapters within each District assume their District's color.
- Please do not create your own Chapter IDSA logo. We love the creativity, however this utilmately causes confusion for the IDSA brand.
- Use the same logo / branding across all of your Chapter accounts: LinkedIn, Twitter, Instagram, etc.
If you have questions or need graphic assets, please contact IDSA's Visual Brand Designer, Carl Guo
A vendor sent me an invoice, can IDSA pay it?
Yes! Chapter expenses incurred for SCARF approved events will be eligible for invoice payment under the following conditions:
- Expenses which are not charged to the chapter credit card or to an individual who has or will request reimbursement may be paid directly to a third party by IDSA headquarters upon the furnishing of a vendor's or other service provider's invoice containing the appropriate contact and expense details accompanied by the completed Invoice Payment Request Form.
- Requests which are free and clear of further inquiry and submitted to Korie Twiggs by close of business on Tuesday of any given week will typically result in a check being issued and mailed on Thursday of that week. Inquiries on the status of invoice payments may be submitted to Korie Twiggs or firstname.lastname@example.org.
Keeping you informed.
IDSA headquarters makes every attempt to keep Chapter leaders informed and supported with the most up-to-date information possible. We will provide, or can provide upon request, the following:
- A current general ledger and account balance.
- A current Chapter roster of the IDSA members in your Chapter.
- Updates on what other Chapters are doing.
- Updates on what IDSA headquarters is doing.
Upon receipt of these reports, an officer of the chapter should review and inform IDSA headquarters of any discrepancies with their own internal record keeping. Reports and inquires should directed to Korie Twiggs.
Reports from Chapters to Headquarters
Make a plan for the year.
Within the first quarter of the year, we ask that each chapter submit to headquarters an outline of their planned or "wish list" activities for the year. Chapter officers are asked to use their best gauge of valuable programming that is achievable. This will assist the Chapter Director, District Chapter Representatives and IDSA management to properly resource the overarching chapter program and individual chapters throughout the year.
Keep track of your expenses and operations.
Chapter officers are expected to maintain internal records of their income and expenses to compare against the income statements and general ledger details provided by headquarters. Chapters conducting events through Eventbrite or collecting payment through Square or other such services are asked to provide login details for their accounts to email@example.com so the reports needed can be generated to substantiate revenue collected and properly assign them to the appropriate chapter. Without these reports, a chapter's revenue cannot be identified and tracked in the general ledger. Inquiries about these reporting requirements may be directed to Korie Twiggs.
What is a SCARF?
SCARF stands for Section and Chapter Activity Request Form. This document helps the team at IDSA track and montior all of the Chapter events happening around the country. We use these documents to keep track of Chapter budgets and help support your team in hosting successful events.
When to submit a SCARF?
Before conducting an event or other activity, we ask that an officer of the chapter complete the online form to submit a SCARF. Within three (3) business days, the chapter officer will receive a response from Korie Twiggs or Jordan Bahler. A SCARF must be submitted for any Chapter event, regardless whether the chapter intends or expect to spend funds, receive registration, accept sponsorship or other revenue related to the event.