The purpose of this Manual is to provide guidance to PTCMW Officers and the Chairs of standing committees. While every effort has been made to ensure the accuracy of this information, the PTCMW bylaws take precedence in the case of any conflicts. The master copy of this document is maintained by the Secretary of PTCMW. Therefore, any corrections, modifications, or updates should be forwarded to the Secretary for inclusion in this document. The Secretary will be responsible for obtaining Board approval for anything other than minor edits.
PRESIDENT
Overview
The President of PTCMW chairs the board and provides strategic leadership and oversight of day-to-day operations. The President sets direction, coordinates Board efforts, and serves as the organization’s primary representative to external partners. The role is responsible for guiding the organization in alignment with overarching goals:
Increase member value through connectivity/networking, educational opportunities, resource sharing, and adapting to post-pandemic engagement preferences.
Enhance organizational viability via improved sponsorships, membership growth, and social media engagement.
Core Responsibilities
Leadership & Oversight
Chair all Board meetings, preside over votes (quorum of 4 required), and coordinate scheduling (at least four meetings annually).
Develop and circulate Board meeting agendas; monitor Board and committee progress.
Follow up with Board members, committee chairs, and volunteers to ensure they have direction and resources to execute responsibilities.
Provide leadership on key initiatives, identify gaps or special projects, and appoint ad hoc committees or volunteers as needed.
Strategic & Annual Planning
Lead the creation of the annual budget in collaboration with the Treasurer and other board members as needed.
Review prior year’s financial reports to guide future planning.
Oversee access to financial tools (e.g., credit cards, Wells Fargo, PO Box) and ensure the organization maintains nonprofit status and compliance.
Coordinate with the VP for Programs and Treasurer to plan the annual programmatic calendar.
Coordinate with the VP for Member Engagement to increase membership.
Support President-Elect with award activities (e.g., Service Award).
Facilitate development and execution of long-term strategies including sponsorship engagement and knowledge management practices.
Programming & Events
Collaborate with the VP of Programs on planning and execution of programs and events.
Support event logistics and setup, including virtual facilitation as needed.
Support program and event formats that respond to member interests and organizational needs.
Coordinate with Board and volunteers to deliver major initiatives:
Annual Spring Symposium – Potential topics, Speakers, format, planning timeline.
Mentorship Program – Support reimagining and rebooting of the program with incoming coordinators.
Secretary: Official records, membership records and directory administration, Board meeting minutes, and administrative membership inquiries.
Volunteer Coordinators: GSCC, Mentorship.
Webmaster & Blog Editor: Website content and updates.
Social Media Volunteers: Promotions and announcements.
Entire Board: Spring Symposium, Fall Event, documentation practices, goal alignment.
PRESIDENT-ELECT
Overview
The President-Elect serves as a member of the Board and is responsible for assisting the President and other Board members, where appropriate, and for preparing for the next year's function as President. In addition, the President-Elect will assume the President's position should this position become vacant during the current term.
Board Meeting Tasks
Attend scheduled Board meetings and report on any special projects.
Offer to assist others where appropriate.
Annual Tasks
Assist the incoming President in selecting new committee members for the next year; offer suggestions to the Past President for nominations for next year's officers.
Coordinate awards, such as the annual PTCMW Service Award, in consultation with the President and Board.
PAST PRESIDENT
Overview
The immediate Past-President serves as the Acting President in the absence of the President and President-Elect, chairs the Elections Committee, provides general assistance to the President, and serves as a member of the Board.
The Elections Committee administers all PTCMW elections, including annual elections of Board members, bylaws, recall, and referendum. Because the annual election of Board members is a consistent and major responsibility of the Past-President, the tasks involved with that responsibility are outlined below. Refer to the PTCMW Bylaws for rules governing conduct of bylaws, recall, and referendum votes.
Board Member Election Tasks
Develop a project timeline to ensure that ballots are sent (via email distribution) to the members no later than September 1, as required in the PTCMW bylaws.
About 8 to 10 weeks before ballots are to be sent, solicit nominations for each office (President-Elect, Vice President for Programs, Vice President for Member Engagement, Secretary, Treasurer) through one or more of the following methods:
Publish announcement in the blog requesting nominations
Request nominations from Board members
Solicit nominations directly from other PTCMW members
Verify that prospective nominees meet the following eligibility requirements:
Current regular member of PTCMW for at least one year at the time of nomination,
Have good standing within the profession,
Willing to work actively for the objectives of PTCMW.
Obtain biographical summaries from each of the nominees.
Prepare distribution package including official online ballot, email invitation, cut-off date for voting, and biographical summaries.
Obtain email addresses from PTCMW secretary.
Prepare mailing list to only those members eligible to vote (regular members, not student or complimentary members).
Email ballots by September 1st.
Tally final votes. (The candidate who receives the most votes will be elected to each office.)
Coordinate announcement of new officers with President and the social media team.
Retain official vote database (or access to an online database) for at least 6 months after the election.
VICE PRESIDENT FOR PROGRAMS
Overview
The Vice President for Programs is responsible for organizing programs and events on topics relevant to PTCMW and serves as a member of the Board. The Vice President for Programs will serve as the Acting President in the absence of the President, President-Elect, and immediate Past-President.
Ongoing Tasks
Create and manage programs and events.
Set up Zoom meetings and ensure technical requirements are met for virtual/hybrid events.
Coordinate event logistics for virtual, in-person, or hybrid format.
Provide speaker information to PTCMW board/committee members.
Post event details on PTCMW website and manage event registration.
Notify speaker of time, date, location, and event format.
Work with upcoming speaker to prepare description of upcoming presentations for the PTCMW website and blog.
Coordinate with the social media team to promote programs and events.
Send email communications to registrants with event access information.
Manage Zoom meeting setup and recording.
Introduce speakers.
Upload recorded presentations to YouTube and coordinate with Webmaster to post recordings and slides to the PTCMW website.
Annual Tasks
Identify and schedule speakers for programs and events.
Plan a diverse mix of programs and events throughout the year including educational presentations, networking socials/happy hours, and interactive workshops.
Organize and coordinate major annual events including: Summer Workshop, Spring Symposium, and Fall Event.
Obtain/purchase PTCMW memento to gift at the Fall Event.
Ensure scheduled event dates do not conflict with related conferences (e.g., SIOP, IPAC)
Coordinate with the Vice President for Member Engagement on membership-related aspects of Fall Event registration, as applicable.
VICE PRESIDENT FOR MEMBER ENGAGEMENT
Overview
The Vice President for Member Engagement will enhance the member value proposition of PTCMW, coordinate plans for dissemination of member content, outreach, and new offerings (e.g., via email communications) to engage inactive, active, and prospective members; coordinate with other members of the Board on all member communications and serve as a member of the Board.
Primary Objective
Increase membership by strengthening and clearly communicating PTCMW’s value proposition.
Key Areas of Focus
Engaging and onboarding new members
Re-engaging and bringing back inactive members
Engaging existing members to promote retention
Responsibilities
Develop and coordinate strategies to onboard new members, including welcome communications and information about PTCMW activities and opportunities.
Develop approaches to re-engage inactive and lapsed members and coordinate membership renewal outreach, including annual renewal communications, in collaboration with the Secretary and other Board members as appropriate.
Identify opportunities to increase engagement and retention of existing members throughout the membership lifecycle.
Regularly assess and help strengthen PTCMW’s member value proposition, including identifying new benefits, resources, programs, or opportunities that respond to member needs.
Coordinate with the President, Vice President for Programs, and other Board members to ensure that programs, events, and other PTCMW activities support member engagement and provide value to members.
Coordinate member communications and outreach, including email communications, blog content, social media, website content, and other channels used to communicate PTCMW opportunities and benefits.
Monitor membership trends and engagement, and provide periodic updates to the Board on membership growth, retention, participation, and areas requiring attention.
Seek member feedback on PTCMW programs, services, and membership value and share relevant findings and recommendations with the Board.
Identify opportunities for members to become more actively involved in PTCMW, including volunteering, committees, programs, networking, and other activities.
Work with appropriate Board members and volunteers to promote PTCMW to prospective members and the broader I-O psychology community.
SECRETARY
Overview
The Secretary maintains the organization's official records and documents, maintains membership records and the membership directory, prepares and maintains the official minutes and related records of Board meetings, and serves as a member of the Board.
Weekly Tasks
Monitor Secretary email account for membership form submissions.
Coordinate with the Vice President for Member Engagement on membership records and information needed to support member onboarding, renewal, engagement, and retention activities.
If there are membership submissions, update the membership directory with the appropriate information from the membership submission.
Address any changes to membership information in the online directory.
Board Meeting Tasks
Report on the current membership broken out by Student and Regular members.
Prepare the minutes of each Board meeting, including compiling information related to Board meeting activities and taking detailed notes during meetings.
Gather copies of written materials provided at Board meetings for the official meeting record.
Distribute draft meeting minutes to Board members for review and comment.
Incorporate Board member feedback and prepare the minutes for final review and acceptance by the Board.
Make final changes to approved minutes, as necessary, and maintain the final minutes and related meeting materials as part of PTCMW’s official records.
Ensure Board meeting minutes are complete at the end of each year and transfer the files to the incoming Secretary.
Annual Tasks
Coordinate with the Membership Committee, as appropriate, on membership record and directory administration.
Review membership forms, web content, brochures, and related materials to ensure that current PTCMW contact information is reflected.
TREASURER
Overview
The Treasurer is responsible for managing the finances of the organization, assists in the development of the annual budget, and serves as a member of the Board.
Monthly Tasks
Track expenses.
Update Google Sheet with any expenses.
Receive and keep any receipts in Google Drive folder.
Pay bills
Expense reimbursement for speakers or board members.
Program/event venue bill, if not paid on-site.
Monthly website PPP.
Fee to webmaster for website maintenance.
Pay monthly Any Time Mailbox fee.
Reconcile monthly bank statements.
Board Meeting Tasks
Provide updates summarizing current assets and all activity since the last meeting.
Annual Tasks
Work with the incoming President to develop the annual budget.
Provide Blog Editor with Annual Budget for publication.
End of year: Close out current year budget by ensuring that all needed bills are received and paid.
Provide Blog Editor with Year-End Budget Report for publication, as appropriate.
Provide historical materials to the next Treasurer including previous ledgers (pass along the previous 4-5 years) and the bank statements, bills, etc. from the past two years.
BLOG EDITOR
Overview
The Blog Editor manages and prepares PTCMW blog content and coordinates with the Vice President for Member Engagement on member-facing communications and outreach content.
Ongoing Tasks
Serve as the point-of-contact for job announcement submissions. Answer questions about posting job announcements to the website. Format job announcements and submit them to the Webmaster for posting to the website. Coordinate with the Webmaster on updating or deleting posted job openings, as needed.
Coordinate regular blog content and contributors. The following is a listing of regular content areas, with the responsible Board Member or Committee Chair in parentheses:
President's Message column (President)
Legal News column (Legal)
Announcement(s) about upcoming programs and events (Vice President for Programs)
Summaries of past programs and events (Vice President for Programs)
Professional calendar (Calendar)
Member news (Blog Editor)
Job announcements or other special calls and professional announcements (Blog Editor)
Serve as the point-of-contact for submissions to the blog. Recruit persons to submit featured articles or columns to the blog. Coordinate with author(s) on article submissions.
Prepare blog content for publication. Format submissions and proofread and edit articles in accordance with applicable PTCMW publication guidelines.
Submit blog content to the PTCMW President for review, as appropriate, before publication.
Maintain and apply PTCMW’s publication guidelines for blog content.
Coordinate with the Webmaster to post approved blog content to the PTCMW website.
Annual Tasks
Update and maintain archives of blog content. These responsibilities may be shared with other members of the communications committee.
Update and maintain archives for the website (President’s notes, presentation summaries, etc.)
Update and maintain an index of blog articles, including date published, author, and title (if relevant).
Provide copies of published blog articles or the article index, as requested.
WEBMASTER
Ongoing Tasks
Meet with committee members to communicate tasks and to coordinate committee efforts.
Respond to Board requests for information.
Coordinate with Blog Editor and other PTCMW committee members to obtain website content.
Respond to website requests for information.
Update and/or enhance web pages, including calendar of events, announcements, legal updates, membership form, and related links.
