Operating Guidelines

Table of Contents

Mission Statement of ABRF Chapters and Affiliates

1. ABRF Affiliates and Chapters Committee
2. ABRF Chapters
2.1 Overview
2.2 Benefits of becoming a Chapter
2.3 Examples of Chapter activities
2.4 Considerations in forming a Chapter
2.5 Applying to become a Chapter
2.6 Responsibilities of ABRF Chapters
2.6.1 Support of the ABRF and furthering of the mission of ABRF
2.6.2 Financial and legal requirements
2.6.2.1 Conformity with ABRF bylaws
2.6.2.2 Management of Chapter finances
2.6.3 Chapter meetings and other events
2.6.4 Annual Chapter reports
2.7 Remaining in good standing
2.8 Dissolution of Chapter status
3. ABRF Support of Chapters
3.1 ABRF support of Chapter events
3.1.1 Event planning
3.1.2 ABRF infrastructure support for Chapter meeting management
3.1.3 Financing Chapter events
3.1.4 Insurance
3.1.4.1 General Liability Insurance
3.1.4.2 Directors and Officers Insurance
3.1.5 Chapter reports of meetings and other events

ABRF Affiliates and Chapters Operating Procedures

Mission Statement of ABRF Chapters and Affiliates
The mission of the ABRF is to advance life sciences core facilities and biotechnology laboratories through
research, communication, and education. To facilitate this mission, the ABRF has implemented ABRF
Affiliates and Chapters and the ABRF Affiliates and Chapters Committee for the following purposes:
  • To encourage the establishment, support the operations, and facilitate the coordination of newregional and special interest groups that have goals related to those of the ABRF in support of life sciences shared resources.
  • To establish partnerships and collaborate with other existing organizations that have goals related to those of the ABRF in support of life sciences shared resources.
  • To promote the technologies, research support and administration of biomolecular resource facilities.
  • To promote the development and applications of biotechnologies as shared research resources and to facilitate the advancement of life sciences research.
  • To play a leadership role in networking core laboratories, researchers, and students, matching those with similar and complementary interests and skills.
  • To enhance communication on the regional, national and international level regarding ABRF activities; to enhance the visibility of the ABRF in the scientific community; to educate the scientific community about the value of the ABRF; and to broaden the number and diversity of core laboratories and biotechnology laboratories that take advantage of the ABRF research group studies and ABRF membership networking opportunities.
  • To enhance the visibility of the ABRF with funding agencies that support the development, acquisition and application of core facility shared research resources.
1. ABRF Affiliates and Chapters Committee
1.1 The ABRF Affiliates and Chapters Committee (ACC) is a standing committee of ABRF charged with
administering the relationship between the ABRF and its Affiliates and Chapters. This includes but
is not limited to: assessing applications to form new ABRF Chapters or Affiliates; periodically
reviewing the status of existing Affiliates and Chapters; coordinating support for Affiliates and
Chapters; facilitating communication and coordination among Chapters, among Affiliates, among
Chapters and Affiliates, and among Chapters and Affiliates and the ABRF; and responding to
requests from Affiliates and Chapters.

1.2 All recommendations and actions by the ACC are subject to review and approval by the ABRF
Executive Board (EB).

2. ABRF Chapters
2.1 Overview

ABRF Chapters are special interest groups which may be formed based on common interests
and/or geographical boundaries and support grassroots networks of individuals who wish to help
advance ABRF goals and promote the mission of shared resource facilities and biomolecular
resources.
Chapters facilitate an exchange of information and expertise that helps support and advance
members' careers and professional development. They foster connections that enable people to
discuss and address the continuing challenges associated with the operation of shared research
resources and technologies.
Chapters help communicate to the ABRF the needs of the Chapter members related to shared
research resources and provide a conduit for communicating both the activities and the value of the
ABRF to a broad range of core facilities and biotechnology laboratories and to current and potential
future members of the ABRF.

2.2 Benefits of becoming a Chapter
ABRF Chapter members may leverage access to the ABRF community to identify colleagues with
similar interests on a local, national or international level. ABRF Chapters may utilize established
infrastructure within the ABRF to help develop and plan Chapter activities and events. Members of
newly formed Chapters may seek advice from experienced colleagues who have previously
organized similar events. Regional Chapters may provide opportunities for local networking with
colleagues. Special interest Chapter events may provide an environment that facilitates interaction
among participants. Chapter membership may facilitate career advancement by providing
networking with experts in many areas, including technology, administration, and policy-making.
Chapters help advance and strengthen the overall mission of the ABRF of promoting research,
communication and education within the life sciences community.

2.3 Examples of Chapter activities
There are many possible types of Chapter activities. They may range in scope from web-based
video conferences to Chapter-focused Wiki sites to regional conference meetings. Chapters may
utilize electronic discussion forums to exchange communications on a topic of interest. Chapters
may create Chapter-focused web pages devoted to the dissemination of information on a particular
area of interest. A Chapter may host a workshop on a local level or work with the ABRF and the
organizers of the ABRF annual meeting to host workshops on a national or international level. The
opportunities are boundless and creative approaches and proposals are welcomed. Above all,
Chapter activities and events must ultimately serve to educate, inform and support the advancement of its members, be consistent with the goals of the ABRF, and be conducted in
coordination with the ABRF.

Chapters are encouraged to submit articles regarding Chapter events in ABRF publications such as
the Journal of Biomolecular Techniques and the ABRF Newsletter. Chapters are also encouraged
to submit abstracts describing Chapter activities for oral and/or poster presentations at the annual
ABRF meeting.

2.4 Considerations in forming a Chapter
Evaluation of applications to become an ABRF Chapter should include assessment of the potential
for significant membership and participation in the proposed geographical region or area of interest.
Including surveys of potential interested participants may be useful in this type of evaluation.
Applications to become an ABRF Chapter should indicate if there are existing Chapters that have
overlaps with the newly proposed Chapter, either regionally or in theme. For example, the
proposed members of a “technology-focused” Chapter may also be members of several “regional”
Chapters. Overlaps in membership or other overlaps between existing and proposed Chapters are
acceptable, so long as potential overlaps are addressed in the application and sufficient justification
is given to support the formation of a new Chapter. It is important that each Chapter has sufficient
participation to help maintain its vitality, relevance and usefulness.

The ABRF recognizes that there may be unique challenges in establishing Chapters that are based
outside of the USA. Groups that are based outside of the USA are strongly encouraged to
collaborate with the ACC in establishing appropriate guidelines for Chapters in their particular
country or region.

2.5 Applying to become a Chapter
2.5.1 The potential officers of a proposed Chapter should submit an application to the ABRF Affiliates and Chapters Committee (ACC), detailing goals, history, organizing committee, area(s) of interest, general geographic boundaries, possible meetings and other events,
financial plans, concerns, and current ties with the ABRF. The ACC will review the application and may request an interview with the proposed Chapter’s organizing group to discuss the Chapter’s goals and plans. The ACC will then submit a recommendation
to the ABRF Executive Board (EB) for final approval. The decision to grant ABRF
Chapter status is made by the ABRF EB.

2.5.2 A Chapter must define an internal organizational structure with a minimum of two
officers: Chair/President and Secretary/Treasurer as defined in the ABRF bylaws.
Officer positions should be reviewed and renewed on an annual basis. These two
officers of the Chapter must be current ABRF members.

2.5.3 Each Chapter must provide a liaison to the ABRF ACC. The liaison may be any
member of the Chapter, but must also be a current member of the ABRF.
Chapter President’s duties include but are not limited to:

a) Working with Chapter members to set priorities and goals, develop budgets, and
implement Chapter operating plans.
b) Leading and developing Chapter organizational meetings.
c) Overseeing Chapter operations to ensure necessary tasks are accomplished.
d) Selecting the Chapter’s liaison with the ACC.
e) Acting as the spokesperson for the Chapter.
Chapter Secretary/Treasurer’s duties include but are not limited to:
a) Maintaining the Chapter’s financial records.
b) Reporting financial information to Chapter officers, members and the ACC via the
Chapter liaison.
c) Preparing operating budgets and monitoring spending.
d) Collecting sponsorship revenues and monitoring event registration fees.
e) Managing accounts payable and accounts receivable in cooperation with ABRF
Accounting services.
Chapter liaison duties include but are not limited to:
a) Serving as the Chapter’s primary contact with the ABRF.
b) Facilitating communication between the Chapter and the ABRF ACC.
c) Participating on conference calls with the ACC when requested by the Chapter or
by the ACC.

2.6 Responsibilities of ABRF Chapters

The responsibilities of Chapters include: promotion and support of the ABRF mission; an expectation of professional conduct; and strict adherence to financial and legal requirements.

2.6.1 Support of the ABRF and furthering of the mission of ABRF

An important goal of the ABRF is to develop and maintain a mutually beneficial and supportive relationship with all of its Chapters. This dynamic relationship serves to promote research, education and communication in the shared research
resource community.

Each Chapter should foster the interests, issues and developments that are important to the Chapter’s community, while also supporting the ABRF’s overarching initiatives, mission, and ideals. ABRF Chapters should complement
and support the goals and activities of the ABRF and should not duplicate or compete with the ABRF.

Chapters should work to raise the visibility of the ABRF within their membership and promote the mission of the ABRF organization. Chapters should strive to recruit new members to the ABRF and contribute to the growing community of
ABRF supporters. This may include, but is not limited to:

a) Hosting of an ABRF speaker at regional events.
b) Distribution of ABRF membership materials at Chapter events or on
Chapter websites.
c) Providing ABRF booths, tables or posters at Chapter events.
d) Communication of appropriate ABRF news to Chapter members.

The ABRF logo and a link to the ABRF website should always be included in
marketing material distributed by Chapters, including Chapter websites.

2.6.2 Financial and legal requirements
2.6.2.1 Conformity with ABRF bylaws

Chapters must comply with all of the terms and provisions of ABRF bylaws, available on the ABRF website. All designated Chapters are official entities of the ABRF, are responsible to the Association and shall adhere to the ABRF
bylaws and other governing policies and procedures.

2.6.2.2 Management of Chapter finances
The ABRF will create a financial account for each Chapter that is based in theUSA, through the ABRF Business Office. This agency account will be separate from other ABRF accounts. In order to effectively conform to audit requirements associated with the non-profit status of the ABRF and the US government IRS regulatory mandates related to the use of ABRF merchant accounts, all Chapters
based in the USA may only hold financial assets within, and conduct financial transactions through, its ABRF agency account.

Rules for financial management of Chapters based outside the USA will be
determined on a case-by-case basis, will be in compliance with the regulatory
mandates for non-profit organizations in the country where the Chapter is based,
and will be specified in a Memorandum of Understanding (MOU) that will be
agreed upon by all interested parties.

Chapters must provide financial statement summaries to the ABRF, through the
ACC, on an annual basis. Detailed Chapter financial statements will be provided
by Chapter Officers to the ABRF, within a reasonable timeframe, following
requests at any time by the ABRF.

If a Chapter hosts a meeting or other event that is supported in any part by the
ABRF Business Office infrastructure, a proposed financial and operational plan
for the meeting or other event must be submitted to the ACC within a reasonable
time for review before the meeting. In addition, a follow-up financial and
operational report of the meeting or other event must be submitted to the ACC
within a reasonable time after the meeting. This report must include numbers of
attendees, mailing contact lists of attendees, meeting agenda and content,
sponsorship sources and levels, and a reconciled final budget.
Chapters are solely responsible for their financial accountability. The ABRF acts
only as a subcontractor of the Chapters’ officers to provide accounting support
for transactions. The ABRF will not be responsible for any deficits incurred, nor
for any financial or business obligations of a Chapter that are not each explicitly
approved by the ABRF Executive Board in writing.

Requests for the ABRF to be responsible for any financial or business obligations
of a Chapter should be submitted to the ACC. The ACC will review all such
requests and send them with a recommendation for final action to the ABRF
Executive Board (EB) for approval. The decision for the ABRF to be responsible
for any financial or business obligations of a Chapter is made by the ABRF EB.
Chapters based in the USA will direct their own finances in compliance with USA
laws and guidelines for non-profit agencies. Chapters based in other countries
will direct their own finances in compliance with the laws and guidelines for nonprofit
agencies in their countries.

2.6.3 Chapter meetings and other events
Chapters are required to submit a preliminary budget to the ABRF ACC for any Chapter meetings or other events. Chapters are normally expected to obtain non-ABRF support for most or all event expenses. Chapters may request ABRF support to cover some event expenses or choose to have an event without ABRF support. If a Chapter holds an event without ABRF support, it must follow the
same financial, reporting and scheduling rules as when having an event with ABRF support. Anticipated sponsorships and registration fees must be enough to cover or exceed any budgeted expenses for the event.

Chapter meetings and other major events should not be scheduled to directly conflict with the schedule of the ABRF annual meeting. Whenever possible, Chapter meetings and major events should be held at least two months prior or after the ABRF annual meeting. Chapters may request to host a meeting or workshop or other event at the ABRF annual meeting.

2.6.4 Annual Chapter reports
Each Chapter must submit an annual report describing its yearly efforts and initiatives. These annual reports are submitted to the ACC and are reviewed by the ACC and the ABRF EB. Chapter annual reports provide a detailed summary
of Chapter activities, including any articles submitted to either the ABRF Journal
of Biomolecular Techniques or the ABRF Newsletter, and copies of any Chapter
newsletters or website content. Reports should indicate what Chapter events
were supported in any part by the ABRF Business Office infrastructure. A
financial and operational report of all Chapter events should be included in the
annual Chapter report.

2.7 Remaining in good standing
Chapters are expected to remain active, demonstrating consistent efforts that further the goals of
the Chapters and the ABRF. An active Chapter, for example, might do any of the following:

a) Host an annual meeting or sponsor comparable event(s).
b) Conduct periodic conference calls or web-based conferences.
c) Maintain active websites or discussion forums.
d) Publish articles related to the Chapter activities or special interests in ABRF
publications such as the Journal of Biomolecular Techniques or the ABRF
Newsletter.

To stay in good standing as an ABRF Chapter, all Chapter events must comply with the guidelines
for ABRF Chapters and should complement and support the goals and activities of the ABRF and
should not duplicate or compete with the ABRF.

2.8 Dissolution of Chapter status
a) A Chapter status may dissolve via two officers of the Chapter notifying the ACC.
b) The ACC may recommend to the ABRF EB that the ABRF either put a Chapter on
probation status or dissolve Chapter status due to inactivity or for activities not in
compliance with Chapter guidelines or ABRF bylaws. Final decisions regarding the
ABRF putting a Chapter on probation status or dissolving a Chapter are made by the
ABRF EB.









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