SIG Volunteer Leadership Handbook

Committee Meetings

Face-to-Face Meetings

Meeting participants will receive an e-mail from an ASHA Travel Manager containing logistical information (i.e., meeting dates, budget code, hotel information, reimbursement information, and directions from the local airports) 6–8 weeks prior to the meeting. Invited participants who are unable to attend should contact the ex officio and Travel Manager as soon as possible so any necessary cancellations can be made in a timely manner. The SIGs are expected to follow ASHA guidelines for arranging travel through the designated travel agency and for per diem travel limits.

Per Association policy, expenses associated with meetings held in conjunction with ASHA's annual Convention are the responsibility of the individual.

Board of SIG Coordinators

The BSIGC will hold at least one meeting at the National Office each year. In addition, the board will conduct an annual meeting at the ASHA Convention on Committee Day. This day is devoted to meetings of committees and boards of the Association.

Coordinating Committees

Each Coordinating Committee should have one face-to-face meeting or other real-time interactive meeting per year. Face-to-face meetings require a 2-day agenda and should be scheduled with consideration of SIG CC and staff schedules. The ex officio and SIG Coordinator will collaborate to determine the meeting agenda. The SIG CC must finance any additional meetings planned; associated expenses need to be included in the budget and approved by the BOD.

Off-Site Meetings

Face-to-face meetings are typically held at the National Office; however, alternative locations may be considered on the basis of cost savings. Off-site meetings require approval from the Vice President for Finance and the Chief Executive Officer.

A representative from the National Office must be in attendance for these meetings.

Travel Reimbursement

Committee members who attend a face-to-face meeting, must complete and submit a Travel Expense Voucher within 30 days of the end of the meeting to the ex officio (see below). Original, itemized receipts must be included with the expense voucher in order to receive reimbursement. A copy of the reimbursement request should be kept by the individual in the event there are follow up questions or missing information.

Completed Travel Expense Vouchers should be mailed to:

Ex Officio
ASHA
2200 Research Blvd. # (Mailstop)
Rockville, MD 20850

Conference Calls

Coordinating Committee conference calls are initiated by the CC to conduct SIG business. Each CC is encouraged to hold monthly calls, but the frequency/schedule of these calls will be determined by the committee and based upon the SIG's approved budget.

The BSIGC may choose to conduct business via conference call in between face-to-face meetings. These calls will be initiated by the BSIGC Chair and SIG Director.