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The System Safety Society Chapter Management Guide

The System Safety Society Chapter Management Guide was developed to assist Society members in forming and maintaining System Safety Society Local Chapters. The System Safety Society Chapter Management Guide is also designed for use by System Safety Society local chapters who have found themselves inactive or sluggish in their normal operations. This information guide can and should be tailored to fit particular / unique local requirements.

Table of Contents

1.0 INTRODUCTION

The System Safety Society (System Safety Society) Chapter Management Guide was developed to establish guidelines for forming new System Safety Society Local Chapters, as well as maintaining existing chapters. This guide was also developed in accordance with the Society's Constitution and By-laws and System Safety Society Operations Manual. There are several samples of guidance and information provided in the appendices to streamline implementation of chapter management efforts. The information in this guide can also be tailored to fit particular / unique local requirements. Remember that System Safety Society Chapters should still have the minimum required items in place to successfully operate in their respective areas.

The System Safety Society Goals and Objectives, Statement of Purpose, history and Strategic Plan can be found in the System Safety Society Operations Manual located on the System Safety Society web. It's a good idea for all System Safety Society Chapter members are familiar with the Society's direction.

2.0 NEW CHAPTER FORMATION AND START UP

When organizing a new System Safety Society Local Chapter, it's a good idea to establish the need for a System Safety Society Local Chapter. This is probably the most overlooked step made when establishing a System Safety Society Chapter. If you cannot or do not establish a need for a local chapter in your respective area(s), you can probably expect to fight an uphill battle to maintain the interest.

Identify people, businesses, government organizations, etc. willing to dedicate the time and energy it takes to stand up a System Safety Society Local Chapter. Suggest that there should be at least five individuals, ten maximum, recruited up front during the start up, to head up the initial steering committee.

2.1 Organizing a New System Safety Society Local Chapter

1. Development of the Letter of Application. A steering committee is established to
develop the draft System Safety Society Local Chapter's Charter, Articles of Organization, Constitution, and By-laws, along with a Letter of Application. In accordance with the System Safety Society Operations Manual, the System Safety Society Local Chapter's Constitution and By-Laws cannot be in conflict with the Society's Constitution and By-laws. It's probably a good idea to include any special operating instructions the new local chapter feels it needs to develop along with the application.

2. Selection of System Safety Society Chapter Officers. The steering committee should select a president, vice president, secretary, and treasurer to include into this package. Refer to Section 3 of this guide that outlines the roles and responsibilities of System Safety Society Chapter Officers.

3. Submission of the Letter of Application. The Letter of Application is forwarded to the Director of System Safety Society New Chapter Formation and Chapter Services for review. The Director of System Safety Society New Chapter Formation and Chapter Services will submit the package to the System Safety Society Executive Council for approval.

4. Establishing System Safety Society Local Chapter Meetings / Programs. System Safety Society Local Chapter meetings and programs should be conducted with the formality befitting a professional organization. Recommend any quarterly and or annual themes the local chapters select are consistent with System Safety Society goals, objectives, and or special themes. This guidance should prevent second rate type meeting or programs to occur where any Speaker nabbed at the "last minute" to make a presentation. This has proven to be counter productive and can diminish the quality of the meeting or program. Refer to Section 3 for additional guidance and direction in managing the System Safety Society chapter.

a. Meetings. Recommend System Safety Society Chapter conduct monthly meetings if possible, preferably at a preset day of the month, time, and place. This should prevent the chapter from falling apart by not meeting on a regular basis. Monthly meeting should also be designed to keep the members current on System Safety Society local and national business activities.

b. Programs. Recommend programs and or special events are planned quarterly if feasible. The rational here is to have the time between regular monthly meetings to develop professional, high quality programs / events.

2.2 Type(s) of Support for New System Safety Society Local Chapters

As a minimum, the following are available to assist System Safety Society Local Chapters:

a. Director for System Safety Society New Chapter Formation and Chapter Services

1. Manage funding request from System Safety Society Local Chapter President to Executive Council / Treasurer.
2. Provide management, oversight, and consultation guidance to System Safety Society Local Chapters.

b. Other Directors and OVPs in the System Safety Society:

1. General consultation guidance to the System Safety Society Local Chapter.

c. System Safety Society Headquarters

1. Supply System Safety Society Chapters with:

a.    System Safety Society Stationary
b.    Award Certificates
c.    Promotional Items   (Available: Society coffee cups, lapel pins, ink pens, etc.)
d.    Membership Rosters
e.    Mailing Label Samples

3.0 HOW TO MANAGE AN EFFECTIVE System Safety Society CHAPTER Once you have established the System Safety Society Chapter, it will become necessary to establish the duties of each chapter officer, as well as what's expectations from your prospective membership. The System Safety Society Chapter Officers described below outlines the minimum requirements perceived for each position. However, it is advised that these duties can be modified to allow for future organizational needs.

3.1 System Safety Society Chapter Officers
This section outlines the duties and responsibilities of each position held in the System Safety Society Local Chapter. This section also outlines Optional System Safety Society Chapter Officer positions designed to assist in the success of chapter meetings and planned activities. The reason for establishing optional officers is clear, there is strength in numbers. The more assistance in managing the chapter you have, the more effective the chapter will be.

1. System Safety Society Chapter President (Mandatory Position):

a. Directs all System Safety Society Chapter activities.
b. Voting member of the System Safety Society Executive Council.
c. Preside at regular/special meetings of the System Safety Society Chapter.
d. Call and preside at the meetings of the System Safety Society Executive Board and or Executive Committee.
e. Appoint committee chairperson(s) as required.
f. Serves as member on the System Safety Society Chapter Executive Committee for one (1) year for the year following his or her term as president.
g. Submit System Safety Society Chapter annual reports to the Director of System Safety Society New Chapter Formation and Chapter Services.
h. Submit System Safety Society Chapter annual budget to the Director of System Safety Society New Chapter Formation and Chapter Services by the end of March of each year.
i. Maintain liaison with the Director of System Safety Society New Chapter Formation and Chapter Services for all local chapter concerns / issues.

2. System Safety Society Chapter Vice President (Mandatory Position):

a. Serves as Chapter's Program Director if a Program Chairperson has not been appointed.
b. Assume the chairman's duties and responsibilities whenever he or she is absent or unable to serve.
c. Provide management and oversight of the Chapter's Executive Committee Chairpersons.

3. System Safety Society Local Chapter Secretary (Mandatory Position):

a. Recorder for all meetings of the chapter, including the Chapter's Executive Board and Executive Committee.
b. Prepares Chapter newsletters, meeting minutes, meeting / special program notices, and other types of Chapter correspondence as required.
c. Maintain files of all System Safety Society Chapter correspondence.
d. Develop System Safety Society Chapter Annual Report.

4. System Safety Society Local Chapter Treasurer (Mandatory Position):

a. Maintains the financial records for the System Safety Society Chapter.
b. Develops budget for the System Safety Society Chapter.
c. Inform System Safety Society Chapter Secretary of those members in arrears on System Safety Society National

3.2 Optional System Safety Society Chapter Officer Positions (Non-Mandatory)
The System Safety Society Chapter President appoints all Optional System Safety Society Chapter Officer position. Once these individuals are appointed, it's the chairperson's responsibility to recruit from the local chapter membership, or other sources, to achieve the goals of their individual committee(s). Each committee should meet as often as necessary to accomplish the committee's goals, objectives, special projects, and assigned tasks. Each chairperson is also responsible for ensuring any and all correspondence, oral or written, is approved by the System Safety Society Chapter Executive Board prior to communicating outside the chapter. Written update reports of committee activities shall be provided during each quarterly executive committee meeting. Negative written inputs can be excepted.

Suggest that committee chairpersons, or their alternates, be represented at System Safety Society Chapter meetings and programs, mainly to field questions from the System Safety Society Chapter Membership. It's also an opportunity to relay committee activities to the membership. Also suggest that attendance of System Safety Society Chapter Executive Committee meetings be mandatory. Lastly, recommend that if any committee chairperson(s) who are inactive or miss over two System Safety Society Chapter Executive Committee meetings without representation should be replaced by the System Safety Society Chapter President.

Note: Committee chairpersons must coordinate with one another when arranging monthly meetings and special events. One break in the communication link between chairpersons can spell failure of a program or special event.

1. System Safety Society Chapter Program Chairperson:

a. Chairperson for the Program Committee that is primarily responsible for developing timely topics applicable to the safety profession. The System Safety Society Chapter Program Chairperson works directly with the System Safety Society Chapter Vice President.

b. Prepares and submits final drafts of monthly meeting / program agendas to the System Safety Society Chapter Secretary for approval before distribution to the chapter membership.

c. Ensure support equipment / supplies are acquired for each guest speaker(s) scheduled during the meeting or special program.

d. If feasible, coordinate search for local / federal government agencies and or private sector businesses cooperation/assistance/support in hosting chapter meetings and or special program activities.

e. Develop a listing of those meeting / program locations that have been scheduled for the calendar year.

f. Ensure guest speaker(s) are properly recognized by System Safety Society appreciation certificates or other method(s)

g. Submit written update reports of committee activities to the Executive Committee during each quarterly meeting.

h. Work with other Executive Committee Chairpersons as required.

2. System Safety Society Chapter Membership Chairperson:

a. Chairperson for the Membership Committee that is responsible for analyzing membership records, identifying problem attendance and participation.

b. Develop and implement plans to increase chapter membership, as well as encouraging attendance/participation at System Safety Society Chapter meetings and programs.

c. Work with the System Safety Society Chapter Secretary for maintaining membership attendance records for all System Safety Society Chapter meetings and, special activities.

d. Responsible for providing personnel to work on the reception sign-in tables and or booths set up during any System Safety Society Chapter meeting or program. (Recommend soliciting assistance from the regular membership whenever a special event requires additional manning).

e. Assists the System Safety Society Chapter Secretary in the distribution of all System Safety Society Chapter meeting and program communications.

f. Ensures the System Safety Society Chapter Secretary receives a written report of the total attendance numbers after each System Safety Society Chapter meeting or program.

g. Work with the System Safety Society Chapter Secretary in the management and archives of program attendance, types of meeting / programs presented, and other significant dates of occurrence of System Safety Society Chapter business and activities.

h. Required submission of written update reports of committee activities to the Executive Committee during each quarterly meeting.

i. Work with other Executive Committee Chairpersons as required.

3. System Safety Society Chapter Awards Chairperson:

a. Chairperson for the Awards Committee which is primarily responsible for arranging and preparing System Safety Society appreciation certificates, "Thank You" letters, or other method(s) used to recognize guest speaker(s) participation in System Safety Society Chapter meetings and or programs.

b. Develop and plan a System Safety Society Chapter Achievement Award designed to recognize System Safety Society Chapter members, participating agencies, businesses, or other that have shown support or who have provided services which contributed to the success of the System Safety Society local chapter throughout the year.

c. Coordinates with the Public Relations Chairperson to ensure those organizations external to the System Safety Society Chapter are also recognized through local media channels.

d. Required submission of written update reports of committee activities to the Executive Committee during each quarterly meeting.

e. Work with other Executive Committee Chairpersons as required.

4. System Safety Society Chapter Education Chairperson:

a. Chairperson for the Education Committee which is primarily responsible for the development of training, educational, demonstrative subject matter which are requested by the System Safety Society Membership or the Executive Committee.

b. Required submission of written update reports of committee activities to the Executive Committee during each quarterly meeting.

c. Work with other Executive Committee Chairpersons as required.

5. System Safety Society Chapter Public Relations Chairperson:

a. Chairperson for the Public Relations Committee which is primarily responsible for the dissemination of System Safety Society Chapter meeting / program activities to the various local media agencies within the local chapter's membership area, as directed by the System Safety Society Executive Committee.

b. Work with System Safety Society Chapter Awards Chairperson to publicize System Safety Society Chapter members, participating agencies, businesses, or other who have provided services to the System Safety Society local chapter.

c. Required submission of written update reports of committee activities to the Executive Committee during each quarterly meeting.

3.3 The System Safety Society Chapter Executive Board / Executive Committee
The System Safety Society Chapter Executive Board is comprised of the System Safety Society Chapter President, Vice President, Secretary, and Treasurer. There should be at least three (3) executive board members present to conduct business. This group should meet at least once every quarter or as required based on planned activities.

The Executive Committee is comprised of all the officers, both mandatory and non-mandatory. There should be at least five (5) executive committee members present (three mandatory officers, two non-mandatory officers) to conduct business. This group should meet at least once every quarter or as required based on planned activities.

3.4 Recruitment of Members
Recruitment of members can be accomplished by a number of methods listed below:

1. Direct mailings to target business and or government agencies.
2. Advertisements and announcements in private sector / government sponsored newsletters.
3. Public sector newspapers, broadcast media, local cable television channels.
4. Trade and professional magazines, etc.

Another more direct, but unfortunately time consuming method, would be to make personal visits to the safety departments of various private sector and government agencies in the community. Additionally; a letter written to the same said organizations announcing the presence of the System Safety Society Chapter, requesting assistance, support, and or representation from their organization may show beneficial results in time. Coordinated efforts spearheaded by the System Safety Society Chapter Executive Committee can also prove very beneficial during recruitment efforts. Remember, the recruitment of new members is a constant undertaking that requires persistence and patience to assure that as many safety professionals (full-time as well as collateral duty) participate.

3.5 Meetings
Suggest that the System Safety Society Chapter Executive Committee members arrive thirty (30) prior to the start of a regular monthly meeting/special event or by a time designated by the System Safety Society Chapter President. Normally, the System Safety Society Chapter President or Vice President would preside over the meetings; the meeting is called to order, attendees are welcomed, the meeting is begun. In the event both the System Safety Society Chapter President or Vice President are unable to attend a scheduled meeting, the chapter may consider including a provision which allows the System Safety Society Chapter Program Chairperson to preside over the meeting. The System Safety Society Chapter Secretary should be recording meeting minutes.

1. Meeting Format

This is a recommended format to structure System Safety Society Chapter regularly scheduled meetings. The information provided here can be tailored to fit the local chapter's needs.

a. Introduction - System Safety Society Chapter President / Vice President

b. Discussion of Council Business (Old & New) - System Safety Society Chapter Executive Committee Reports

1. Announcements of Planned System Safety Society Chapter Activities
2. Announcements of Training Available (Local / Outside Area)
3. Announcements of New / Existing Standards, Regulations, Practices, etc.
4. Announcements of Assistance / Consultation through other sources (Private Sector / Government)

c. Announcement of Guest Speaker - System Safety Society Chapter Program Committee is responsible for the announcement of the speaker(s) invited to the meeting. At the close of the speaker(s) presentation, either the System Safety Society Chapter Program Committee or Awards Committee would issue an appreciation certificate, promotional incentive, letter of thanks, whichever the System Safety Society Executive Committee has decided to give. This prevents having the ship out these items at a later date, losing creditability for the chapter.

d.Guest Speakers - Guest speakers should be introduced after chapter business is completed. The guest speaker should be asked to arrive on the meetings site at least 15 minutes prior to the start of the meeting to:

1. Ensure any special needs such as visual aid equipment are set up
2. Review the biography (as required)
3. Explain approximately when they will be call to speak
4. Remind them only to discuss topic and not sales pitches for their company. Also not to offend members of the audience or embarrassment upon themselves. When introducing the speaker, ensure you:

a. Introduce the guest by his or her full name, Organization and or agency.
b. Topic the guest speaker will present
c. Biography of the guest speaker
d. Invite audience to greet guest speaker before and after presentation with an applause.

2. Maintaining Interests in Meetings, Programs, and Special Events

Listed below are several ideas that should help chapter meetings maintain interest and attendance.

a. Subject matter experts are utilized within the local area.

b. Development of advisory groups or committees to address specific problems which may be insufficient interest to all local chapter members and does not warrant devoting an entire meeting to the issue.

c. Promoting training provided by other professional organizations through letters, training bulletins, etc. to the System Safety Society Chapter Membership. Piggyback on training courses offered by the American Society of Safety Engineers, National Safety Council, and like organizations.

d. Publishing meeting dates, training sessions, chapter activities in local media (newspapers, radio, TV).

e. System Safety Society Chapter sponsorship of safety and health-related programs with other organizations, societies, etc.

f. Participation in local American Society of Safety Engineers, National Safety Councils, Federal Safety and Health Councils as they are available in the area.

3.6 Planning / Programming
System Safety Society Chapter Programs is the one of the most important and vital task the chapter could
undertake. Programs are the basis for the continual success of your organization. Programs are the window for others to see where safety initiatives are going. Programs also provide excellent public relations activities that, if properly advertised, will provide high visibility for the local chapter's, recruitment efforts, and proposed focus on the safety issues.

Program sources are abundant simply by referencing established government regulatory manuals denoting those areas of responsibility as established by law. Additionally; all contractors employed by either governmental agencies and or the private sector, who's responsibility it is to provide a variety of system safety services. In light of the potential topic sources, the guest presenters / lecturers of topics should be those persons who actually perform the service and/or write the regulations to be discussed. Holding a program on real time local safety issue is also a plus for the local chapter. Listed below are suggested topics that can be presented by the chapter.

*SOFTWARE SAFETY*	*EXPLOSIVE SAFETY*
*MISHAP PREVENTION / INVESTIGATION*	*HAZARD ANALYSIS*
*ELECTRICAL SAFETY*	*HUMAN FACTORS*
*RISK ANALYSIS / RISK ASSESSMENT*	*RISK MANAGEMENT*
*SOFTWARE SYSTEM SAFETY SYMPOSIUMS*	*LEGAL AUTHORITY / ISSUES IN SAFETY*
*HAZARDOUS MATERIALS*	*CSP REFRESHER TRAINING*
*SAFETY STANDARDS*	*AWARDS AND RECOGNITION PROGRAMS*

3.7 System Safety Society Chapter Funding
Funding sources in most instances are minimal at best. Each System Safety Society Chapter should develop a budget and submit to the Director of New Chapter Formation and Chapter Services for review and submission to the Society Executive Council for approval. Refer to the System Safety Society Operations Manual for the date when budget requests are required.

As indicated in Section 2.2, the System Safety Society Headquarters does supply the local chapters with basic items to function. However, there will be circumstances where chapters may find it necessary to acquire additional funds to accomplish it's goals and objectives. At this point financial creativity becomes essential. Funds can take specific forms, such as:

1. Cash acquired through:
     a. System Safety Society funding
     b. Sponsoring International Conferences.
     c. Fund raising or donations.
2.    Donated services for which currency would normally be rendered for:
     a. Foods and drinks for a specific meeting, program, or special activity.
     b. Printing of literature from a local printing establishment.
     c. Space to hold meetings, programs, and special events.

System Safety Society Chapters must be aware of the various methods of acquiring the "funding " necessary to accomplish it's mission, as well as remaining ethical. Please consult with the Director of New Chapter Formation and Chapter Services prior to any funding searches outside of what's described here.

3.8 Communications
One of the key factors to the successful operation of a chapter is the ability to communicate effectively. Communication is important in the perception by the local chapter membership. The membership relies heavily on the chapter for leadership and guidance. To this end, the System Safety Society Executive Committee must know the wishes and desires of it's membership. One way of doing this is to evaluate the effectiveness of your particular communications system. For instances, you may establish a standard which the format of System Safety Society Chapter Meeting minutes are as good as actually being in attendance.

Communication is also important outside of the chapter. In this instance, good communication must be maintained with the various organizational management and the safety and health professionals to understand their individual needs and desires. The System Safety Society Chapter Executive Committee must be kept apprised of any changes or issues that have taken place in the interim since the last official meeting with outside organizations.

Feedback is of great importance to the System Safety Society Executive Committee regardless of what form it takes. It is important for both the membership and the partnering organizations to see the level of cooperation and communication that takes place between them and the System Safety Society Executive Committee. This type of working relationship tends to foster the growth of the communication process within the system.

3.9 Obtaining Top Management Support
Listed below are several ideas that should assist the System Safety Society Chapter Executive Committee gain the support of top management officials in their respective areas.

1. Determine what businesses, government agencies, etc. are represented in your area. In most areas, the telephone directory will be a good starting point.

2. Send out announcement letters to organizations, explaining the scope and benefits of the System Safety Society Chapter. Letters should be addressed to the senior manager, with and information copy to the safety and health professional(s).

3. Follow-up letters with personal contacts. Personal contacts should be directed at both top management and agency safety and health representatives. The idea is to sell the mutual benefit of the System Safety Society Chapter. Recommended that you solicit them to come out and share their mishap prevention methodology as a means of encouraging partnering and participation.

4. Structure local chapter meetings to provide meaningful information to the represented local population. Subject matter must be tailored to fit the needs of the local area.

4.0 REACTIVATING System Safety Society LOCAL CHAPTERS

This section outlines suggested procedures for reactivating System Safety Society Local Chapters. These recommendations are based on experience and best practice of other like organizations.

4.1 The Director of New Chapter Formation and Chapter Services
The Director of New Chapter Formation and Chapter Services or a representative should perform the following:

1. Conduct several meetings with various key individuals in the local area the chapter was found to be inactive before arranging a local System Safety Society Chapter meeting. (This should be anticipated before a commitment to have a meeting can be expected.)

2. Arrange for a System Safety Society Local Chapter meeting.

a. Select an appealing meeting site (hotel / motel).
b. Send written meeting notifications to those previously involved as well as newly interested organizations and businesses.
c. Contact should also be made with area safety and health professionals to obtain a commitment for their assistance in reestablishing the local chapter.

3. Prior to this meeting, obtain a commitment from at least four individuals to act as the interim president, vice president, secretary, and treasurer. These individuals act in this capacity only until permanent officers are elected.

4. The Director of New Chapter Formation and Chapter Services or a representative calls the meeting to order and conducts the meeting until interim System Safety Society Chapter Officers are introduced. At this time, the interim president officially takes control over the chapter and the meeting.

a. The interim president appoints interim Ad Hoc Committees who will:

1. Recommend nominees for permanent position as System Safety Society president, vice president, secretary, and treasurer.

2. Make arrangements for next meeting at which permanent officers will be elected. Date, time, and place of the next meeting should be agreed on by the new established membership attendees.

3. Establish preliminary programming plans and strategy that meet the needs of local area.

4. Prepare a budget for approval, submitted through the Director of New Chapter Formation and Chapter Services.

5. The Director of New Chapter Formation and Chapter Services or a representative should work closely with newly elected officers during early stages of the chapter development.

5.0 STUDENT System Safety Society CHAPTERS

(TBD)

6.0 CHAPTER RECOGNITION

(TBD)

APPENDIX A

SAMPLE LETTER OF APPLICATION / SAMPLE SYSTEM SAFETY SOCIETY CHAPTER CHARTER

Include with the letter a zip code list of the area you are interested in including in your chapter.

Date

Director of New Chapter Formation

System Safety Society

Five Export Drive, Ste. A

Sterling, VA 20164-4421

Dear

I hereby submit application for formation of a local Chapter of the System Safety Society in (name of city, state and country). In support of this application, I am enclosing the following:

a. A list of individuals in this area who have indicated they would support this Chapter actively. Membership applications with dues payments are enclosed for individuals who are not yet Society members.

b. The names of those persons who have been working with me as a steering committee.

c. A draft of a Charter, Constitution and By-laws.

We believe that there is a real need for a Chapter in this area, since this is a center of industrial complexes and government agencies. We estimate that the Chapter can develop a minimum active membership of ( ) in the first year.

Sincerely,

Name

Address

Phone Number