ETCHPS Rules and Operating Procedures
June 2017
Table of Contents
Forward
The RULES provided herein are intended to assist in the smooth conduct of East Tennessee Chapter business from year to year. Responsibilities identified in the Chapter Bylaws have been included as well as several unofficial responsibilities which have been assumed by the different officers and committee chairpersons over the years. It is hoped that the RULES of the ETCHPS will be updated periodically as the responsibilities of the Chapter change.
The initial version of this document was adopted by a majority vote of the 1994 Chapter Executive Council:
1994 East Tennessee Chapter Executive Council
- Jim Bogard, President
- Brian Kelly, President-Elect
- Roger Halsey, Secretary
- Elyse Thomas, Treasurer
- Pedro Gonzalez, Council Member
- James McVey, Council Member
- Charles Scott, Council Member
A revision of the ETCHPS RULES was adopted by a majority vote of the Chapter Executive Council on October 1, 2001.
2001 East Tennessee Chapter Executive Council
- Eric Abelquist, President
- Kenny Fleming, President-Elect
- Johnafred Thomas, Past-President
- Kyle Kleinhans, Secretary
- Tonya Bernhardt, Secretary-Elect
- James East, Treasurer
- Rick Rodriguez, Council Member
- Martin Davis, Council Member
- Monica Harrison, Council Member
A revision of the ETCHPS RULES was adopted by a majority vote of the Chapter Executive Council on May 11, 2005, and December 14, 2005.
2005 East Tennessee Chapter Executive Council
- Kyle Kleinhans, President
- Martin Davis , President-Elect
- Chuck Scott, Past-President
- Tim Vitkus, Secretary
- Duane Quayle, Secretary-Elect
- Art Palmer, Treasurer
- Mark McHugh, Council Member
- Cheríe Presswood, Council Member
- Tom Rucker, Council Member
A revision of the ETCHPS RULES was adopted by a majority vote of the Chapter Executive Council on April 16, 2015.
2015 East Tennessee Chapter Executive Council
- Scott Schwahn, President
- Wade Adams, President-Elect
- Jeff Chapman, Past-President
- Tina Piquet, Secretary
- Kyle Kleinhans, Treasurer
- Rick Greene, Council Member
- Tom Hansen, Council Member
- Pat Scofield, Council Member
A revision of the ETCHPS RULES was adopted by a majority vote of the Chapter Executive Council on November 1, 2016.
2016 East Tennessee Chapter Executive Council
- Wade Adams, President
- Myra Long, President-Elect
- Scott Schwahn, Past-President
- Jason Davis Secretary
- Tina Matta, Past-Secretary
- Kyle Kleinhans, Treasurer
- Rick Greene, Council Member
- Pat Scofield, Council Member
- Scott Byers, Council Member
The current version of the ETCHPS RULES was adopted by a majority vote of the Chapter Executive Council on June 14, 2017.
2017 East Tennessee Chapter Executive Council
- Myra Long, President
- Rodney Bauman, President-Elect
- Wade Adams, Past-President
- Jason Davis Secretary
- Mike Mahathy, Treasurer
- Kyle Kleinhans, Past-Treasurer
- Pat Scofield, Council Member
- Scott Byers, Council Member
- Linda Ostrowski, Council Member
Introduction
The ETCHPS Chapter RULES provided herein have been collected from the ETCHPS Charter and Bylaws, correspondence received from the national HPS as well as from the experiences of the Officers and Committee Chairpersons. Copies of the most pertinent information are included as attachments. It is hoped that the Chapter RULES serve as a convenient mechanism for implementing actions decided by the Executive Council.
Authority
Bylaws Article V, Section 2. The Executive Council shall adopt and document RULES that govern the conduct of all meetings and the administration of Chapter affairs. The RULES, when enacted and documented as such, shall be construed so as to expedite administrative matters and they are effective until amended by due process through appropriate Council action.
Chapter Rules
1. Each year, the outgoing Executive Council will prepare a budget for the following year to be presented to the incoming Executive Council for acceptance, amendment, approval, or rejection.
2. Elected and appointed officers may spend up to the amount budgeted for activities within their offices without further authorization. However, the Treasurer shall be notified of anticipated expenditures prior to incurring those expenses.
3. Budgets for activities for which money is collected from the Chapter members (e.g., ABHP and NRRPT review classes, family picnics, special workshops, etc.) will not be exact, since the amount of expenditure is related to the level of participation. For those activities, expenditure of up to 80% of the amount collected for the activity may be approved by the Executive Council member that is coordinating the activity. Expenditures in excess of 80% of the amount collected for the activity require approval of the Executive Council.
4. For activities not included under Rule 3, the Treasurer may approve unbudgeted expenses up to $100. Expenditures greater than $100 and less than $300 require approval of the President and Treasurer. Expenditures greater than $300 require approval of the Executive Council.
5. Only the President may sign contracts that commit the Chapter to financial obligations. In the event that the President is unavailable, the President-Elect is authorized to sign the contracts, acting as President.
6. Requests for donations from the Chapter must meet the following criteria:
a. The request must be in writing (electronic or otherwise).
b. The purpose of the request must be consistent with the “Objectives” as identified in the Chapter Bylaws. Consistency will be judged by the Executive Council, but must be associated with the general subjects in STEM (Science, Technology, Engineering, and Mathematics).
c. Requests must be made in a time period that allows for appropriate consideration by the Executive Council. As a general guideline, any donation request must allow at least two weeks for consideration and also be within the time period necessary to be considered during the Executive Council regular meeting (up to one month). It is inappropriate to pressure the Executive Council for a non-routine meeting by phone, email, or the like, for a more rapid donation decision. Requests of less than two weeks should be rejected without further consideration.
d. The donation must be equal to or less than the budget allowed for donations, recognizing that future requests within the budget year may be rejected as a result of previous donation(s). The Executive Council has the flexibility to approve a new working budget if desired.
7. Chapter members who have not paid annual dues by March 1 of each year will receive a delinquent notice. If Chapter dues are still unpaid by May 1, the individual will be removed from the active membership roster.
8. New members joining the Chapter after July 1 each year will only be required to pay one-half the annual membership dues.
Executive Council Responsibilities
PAST- PRESIDENT
Responsibilities assumed by the Past-President are summarized as follows:
1. Ensure smooth transfer of previous administration to the new president.
2. Ensure continuity of Executive Council actions.
3. Provide guidance to other members of the Executive Council with regards to interpretation of the bylaws, business conducted during earlier years, etc.
4. Acts as the Chair of the Nominating and Awards Committee.
5. Acts as Chair of the James E. Turner Back to School Lecture Series.
6. Abide by RULES of the Chapter.
7. Serves as a member of the Chapter Executive Council.
PRESIDENT
Authority
Bylaws Article IV, Section 2. The President is the presiding officer of the Chapter and as such is responsible for the overall administration of Chapter affairs.
The President functions as chief administrative officer of the Executive Council. Empowered to spend discretionary funds must be approved by the Executive Council.
Responsibilities
1. Provide administration of ETCHPS activities.
2. Preside over routine meetings of the Executive Council and Chapter consistent with the Chapter Bylaws and RULES.
3. Ensure that at least two meetings of the Executive Council are held each year. The annual business meeting normally is held by the end of February of each year.
4. Solicit committee chairpersons and submit to Executive Council for approval.
5. Assume responsibility for representing the ETCHPS.
6. Act as representative to Health Physics Society Chapter Council meetings.
7. Present an annual budget to the incoming Executive Council at the beginning of the year.
8. Preside over meetings of the Chapter Executive Council.
9. Ensures that each Councilperson has the resources needed to perform assigned duties.
The key roles that the President should oversee include:
Activities
Monthly Programs
Nominations/Awards
Web Page
Finances
Annual Picnic
Training Programs
Vendors’ Meeting
Councilperson with Responsibility
President-Elect
Past-President
Secretary
Treasurer
First-Year Councilperson
Second-Year Councilperson
Third-Year Councilperson
The Executive Council meetings provide an excellent forum to ensure that the necessary work is being accomplished. In these meetings, schedule conflicts, the need for additional resources and discussions of any problem area can be discussed. These meetings are typically held once a month and timing is dependent on the availability of the Executive Council members and the ability to meeting the requirements for a quorum.
Please note that the functions and their suggested schedule listed below are routine activities. Each president can and should identify initiatives that will strengthen the Chapter and help it to serve its members better. These initiatives should be brought to the Council’s attention early in the year. Plans for executing the initiatives can be developed, implemented, and tracked through both the Council and any ad hoc committees established for that purpose.
January
Activity
- Installation of new officers at Annual Business meeting
- Work with Treasurer to get annual budgets established
February
Activity
- Conduct initial Council meeting
- Work with Second-year Councilperson to begin coordination of CHP / NRRPT
- Refresher Class
- Ensure that Officers and Councilpersons understand their roles/responsibilities
- Assist President-Elect in setting up the initial programs/speakers for Chapter meetings
March
Activity
- Contact National HPS President-elect to agree on schedule for her/his visit and presentation to the Chapter
- Conduct Council meeting
April
Activity
- Begin planning for the Annual Picnic and Vendor’s meeting
- Conduct Council Meeting
- CHP / NRRPT Refresher course starts
May
Activity
- Report due to National HPS on Chapter-sponsored programs during the year
- Plan to attend Chapter Council meeting at national HPS meeting
- Conduct Council meeting
June
Activity
- Begin the process of setting up the Vendors’ Meeting for December/ Finalize date for Vendors’ meeting
- Annual Picnic preparations continue
- Conduct Council meeting
July
Activity
- Conduct Council meeting
- Finalize list of potential vendors for Vendors’ meeting with Third-year Councilperson
- Finalize Annual Picnic arrangements, check with First-year Councilperson
August
Activity
- Conduct Council meeting
- Notify potential vendors of Vendors’ meeting
- Annual Picnic
September
Activity
- Contact Nominating Committee Chair to establish slate of candidates for new officers and to make recommendations for Chapter members to run for national
- HPS office
- Conduct Council meeting
- Plan for NRRPT Review Class
October
Activity
- Work with Third-year Councilperson to ensure that arrangements are finalized for Vendors’ meeting
- Nominating Committee finalizes ballot for the Chapter officer elections – nominees are provided to Secretary by mid-month
- Conduct Council meeting
November
Activity
- Ballots for new officers are mailed to membership by mid-month (members have 30 days to vote before ballot closes)
- Conduct Council meeting
- NRRPT Refresher course starts
December
Activity
- Vendors’ meeting
- Ballots close; Oversee the ballot-counting process
- Notify those running for Chapter office about the outcome of the election
- Conduct Council meeting
- Modify list of Vendors’ meeting participants in preparation for next year
- Solicit changes to position descriptions from officers
- Plan for Annual Business meeting
- Plan for the James E. Turner Back to School Lecture Series
President- Elect
Authority
Bylaws Article IV, Section 3. The President-Elect shall be chosen by vote of the membership for three Chapter Terms. At the conclusion of the first Chapter Term the ascension to the office of President becomes automatic; the President-Elect performs duties as delegated by the President; and, in the absence of the President, assumes the duties of the President.
The President-Elect functions as chairman of the Program Committee, and is empowered to spend funding for Chapter meetings according to budget authorized by the Executive Council.
Responsibilities
1. Perform duties as delegated by the President.
2. In absence of the President at a meeting of the Chapter or Executive Council, assume duties of the President.
3. Serve as chairperson of the Program Committee and is responsible for staffing the Program Committee.
4. Act as representative to Health Physics Chapter Council meetings.
5. Arrange monthly Chapter meetings including assistance with Annual Picnic, Vendors meetings and Annual Business meeting.
6. Maintain attendance records (e.g., simple head count) for Chapter meetings.
7. Arrange for visit of HPS President-Elect. Cover expenses as identified in national HPS Information Attachments.
8. Serve as a member of the Chapter Executive Council.
9. Purchase plaques for outgoing officers and Chapter award recipients from budgeted funds. Plaques are presented at the Annual Business meeting.
10. Abide by RULES of the Chapter.
Other activities related to the President-Elect’s role as Program Committee Chair include:
1. Plans monthly Chapter meetings by arranging speakers, meeting locations, and other logistics such as speaker A/V needs, refreshments, follow-up “thank you” letter, etc.
2. Provides website announcement to WebMaster indicating date, time, location, and agenda of any business topics to be covered at the monthly meeting.
Note: Announcement should be no less than 14 days prior to the monthly meeting (using calendar function on web site).
3. Sends email meeting announcements or reminders as appropriate (publicize on the website and social media).
4. Responsible for introducing speakers at monthly meetings or making arrangements to have speaker introduced (President typically presides over all meetings). Visitors and/or special guests should be recognized at the start of the monthly meeting.
5. Responsible for planning Annual Business meeting program: recognition of outgoing officers and Council member, those passing NRRPT/ABHP exams, etc. Orders plaques for outgoing officers at Annual Business meeting.
Secretary
Authority
Bylaws Article IV, Section 5. The Secretary keeps a record of all transactions and meetings of the Chapter and Executive Council. The Secretary carries out correspondence of the Chapter as directed by the President, collects all dues, keeps an accurate mailing list of the membership, and posts all ballots used in elections and amending procedures.
Responsibilities
1. Maintains a database containing the names, addresses, e-mail addresses, phone numbers, employers, information about national HPS membership, and certifications/registrations of the members. New members are added to the list as applications are received. Corrections are made when submitted by members.
2. Checks the Post Office Box regularly and distributes the mail appropriately.
Make sure bank statements, IRS documentation, and bills are promptly sent to the Treasurer.
3. Responds to inquiries and requests that require Chapter correspondence.
4. Attends Chapter Executive Council and Monthly ETCHPS meetings as a member and records the minutes of the meeting. The minutes are then reviewed and approved at the next Executive Council meeting.
5. Generates a list of members who are delinquent in the dues payments for the year during the first week in March. Provides this list to the President. The President or the Chairperson of the Membership Committee (if an active ad hoc committee). The President or Membership Committee is then responsible for notifying these members that their dues are delinquent and attempts to obtain their dues so that they may remain as active members. At the end of March, with the approval of the Executive Council, make the appropriate changes to the database by moving unpaid persons to the inactive list or deleting the accounts of those individuals who still have not paid their dues.
6. Writes letters to new members notifying them of their approved membership in the ETCHPS (shared responsibility with the President-Elect). Also provide them with the website address and their access password for updating their personal information in the database (may be delegated to the Webmaster).
7. Prepares the ballot for the annual election. This involves assisting the Nominating Committee in obtaining biographies from candidates, if necessary, preparing, posting, mailing the ballots, and retrieving ballot responses and bringing these responses to the “ballot counting” meeting.
8. Provides monthly updates to the HPS Chapter Report. This involves collecting data on chapter activities (e.g., meeting dates, topics, attendance).
9. May assist with the preparation of a listing of the Chapter membership. Potential items to include in the list:
- Membership data
- Members by employer
- Current Council Members
- Listing of past ETCHPS Council Members
- List of Chapter Members who have served the National HPS
- Forms for updating the membership database – new member applications (see Attachment B)
- Amended Bylaws
10. Conduct filing of necessary incorporation forms with the State of Tennessee.
11. Conducts filing of necessary paperwork to maintain tax-exempt status.
12. Maintains the Bylaws and RULES of the Chapter, and all Chapter records (e.g., Treasurer’s reports, meeting minutes, committee reports, etc.).
13. The Secretary maintains a list of members indicating the dues payment status. This task may be delegated to the Webmaster. The list contains the member’s name, form of payment, and date of payment. The list includes dues status for the past three years.
14. The Secretary and Past-Secretary both serve as members of the Chapter Executive Council.
15. Abide by RULES of the Chapter.
Treasurer
Authority
Bylaws Article IV, Section 6. The Treasurer is the custodian of all monies of the Chapter and pays all authorized bills against the Chapter. The Treasurer shall submit the Chapter accounts for audit to the Executive Council prior to the Annual Meeting of the Chapter, submit an annual report summarizing the financial status of the Chapter to the membership at the Annual Meeting, and turn over all funds and properties of the Chapter to the new Treasurer at the end of the term.
Responsibilities
1. The Treasurer is the custodian of all Chapter funds. The Treasurer receives all monies and shall pay all authorized bills against the Chapter.
The Chapter currently has a checking account and some long term CDs at Bank of America.
The Chapter also has a PayPal account.
Checks are restrictively endorsed with the ETCHPS stamp that is kept in the Treasurer’s briefcase. In preparing the deposit slip, each check is listed, usually with the member’s last name or a company name. It is helpful for record keeping purposes to indicate on the deposit slip the purpose of the check (e.g. D=dues, V=vendors’ meeting, S=seminar, etc.) Copies of the checks may be helpful to the Secretary for verifying addresses.
The Treasurer or authorized Council member should be in attendance at all Chapter functions where funds are to be collected, so that proper records are kept.
Bills are paid from the checking account upon receipt from the Secretary, who opens the post office box. Copies of the bills are kept during the year for preparation of the annual report. Sales tax IS paid by ETCHPS. (Only Wartime Veterans organizations are exempt from Tennessee sales tax under section 501(c)(4).)
Individual members may notify the Treasurer of incurred expenses related to the Chapter functions (e.g. postage expense from the secretary). However, receipts should be available before payment is made. Unbudgeted expenses of $100.00 to $300.00 require approval of the president and treasurer, and unbudgeted expenses greater than $300.00 require approval of the Executive Council. Paid receipts are kept during the year for preparation of the annual report.
The Treasurer balances the checking account upon receipt of the statements.
2. The Treasurer submits financial status reports of all Chapter functions to the Executive Council.
Each Council member responsible for an activity should follow the budget approved by the Council for that activity. Any change must be approved by a majority vote of the Executive Council.
3. Present an annual report summarizing the financial status of the Chapter to the membership at the annual business meeting.
This report typically includes sections on income, expenses, net income, CD value, and checking account beginning and ending balance. The report is prepared on a calendar year, cash basis. That is, if the check was written in January of 1995, it is included in expenses for 1995, even though the expense may have been incurred in 1994. The same applies for the collection of dues at the end of December and the beginning of January. Dues deposited in January are income in that year.
The Treasurer makes copies of the annual report for the Executive Council, the members attending the business meeting, and the file.
In January, after the annual report has been prepared, the treasurer shall prepare budgets for the upcoming year, based on experience of the prior year or years, for approval by the Executive Council. After approval by the Executive Council, a copy of the budget is given to the Council member or other member responsible for a budgeted activity. A copy of each approved budget is kept for the file.
4. Coordinate update of authorized signatures for checking and savings accounts as necessary.
Signature cards should be obtained from the bank at the beginning of each year. The Treasurer, Past-Treasurer, and President are authorized to withdraw funds. The signature cards should be signed by the current Treasurer, Past-Treasurer, and President, copies kept, then returned to the bank.
5. The Treasurer and Past-Treasurer both serve as members of the Chapter Executive Council.
6. Abide by RULES of the Chapter.
Councilperson
The ETCHPS Bylaws establishes three (3) Councilperson positions on the Chapter Executive Council. The responsibilities assumed by each of the Chapter Councilpersons are summarized as follows:
1. Ensure continuity and support of Executive Council actions.
2. Serve as a member of the Chapter Executive Council.
3. Coordinate planning activities for one of the traditional meetings held each year. Each Councilperson is responsible for a specific Chapter operation or program as follows:
Councilperson First-Year
Councilperson Second-Year
Councilperson Third-Year
ETCHPS Committees
The ETCHPS has one permanent committee, the Nominating and Awards Committee. The charter, organization, authority, responsibilities, procedures and reports for this committee is detailed below. Additionally, the Executive Board of the ETCHPS routinely approves the establishment of ad hoc committees that support the Chapter operations and programs, and encourage Chapter member involvement.
These committees include the Programs Committee, Education Committee, Membership Committee, Newsletter/Website Committee, Picnic Committee, and Vendors’ Meeting Committee.
Nominating and Awards Committee Information
Nominating and Awards Committee
Charter
The Nominating and Awards Committee selects nominees for elective chapter offices, national society elective offices and national society standing committees. In addition, the Committee selects nominees for Chapter and Health Physics Society awards.
Organization
This standing committee typically consists of the five most recent Past-Presidents of the Chapter. The immediate Past-President serves as the Chairperson. Vacancies on this committee are filled by appointment by the President.
Authority
This committee has the authority necessary to carry out its charter. A Chapter member’s consent must be obtained prior to their name being placed in nomination for an office or committee appointment.
Responsibilities
1. Solicit, review and prepare recommendations for ETCHPS Executive Council elections for the next year consistent with Chapter bylaws.
2. Solicit, review and prepare recommendations for HPS nominations for officers and committee members consistent with the national HPS information and letter requests by the National HPS President-elect or National Nominating Committee Chair.
3. Solicit, review and prepare recommendations for the Chapter Lifetime Achievement and Distinguished Service Awards.
4. Solicit, review and prepare recommendations for HPS nominations for HPS Awards. HPS information may be found at https://hps.org/aboutthesociety/people/awardlist.html
Procedures
1. Committee Meetings – Committee Meetings are called on an ad hoc basis as necessary by the chairperson. Three (3) members of the committee constitute a quorum and all decisions of the committee require the affirmative vote of at least three (3) members of the committee.
2. Nominations for Chapter Elective Offices – At least two nominees shall be selected for each Chapter elective office being vacated, in accordance with the ETCHPS Charter and Bylaws. In no case shall an individual’s name be placed in nomination for more than one elective position during any one election. Nominations for elective positions shall be submitted in writing to the Secretary not later than sixty (60) days prior to the annual meeting of the Chapter.
3. Nominations for National Elective Offices – Nominees should be selected for the national Society offices and submitted to the Executive Council for approval as appropriate to the desires of Chapter members to serve in such functions and consistent with the HPS requirements for those offices. For each nominee:
- A curriculum vitae and/or resume shall be solicited from the nominee and provided for submission with the nominations.
- The Committee shall draft a cover letter to the chairperson of the national HPS Nominating Committee for the Chapter President’s signature.
- The deadline for submitting these nominations is usually in April, however, the actual deadline is provided by letter from the national HPS Nominating Committee.
4. Nominations for National Society Committee Membership – The Committee shall seek and encourage participation by Chapter members in the national HPS’s standing committees. Emphasis should be placed on nominations to committees without current Chapter representation. For each committee nomination:
- Nominees shall be submitted to the Executive Council for approval.
- A brief statement of qualifications and interest should be solicited from the nominees and provided for submission with the nominations.
- The Committee shall draft a cover letter to the national HPS President-Elect for the Chapter President’s signature.
The deadline for submittal is usually in early December, however, the actual deadline is provided by the letter from the national HPS President-Elect.
5. Nominations for Chapter Awards – Nominees should be selected for each of the following awards and submitted to the Executive Council for approval:
- Chapter Volunteer Award
- Lifetime Achievement
- Distinguished Service
The Committee is not obligated to submit a nominee for an award if it deems that no one is qualified in a given year. The criteria for these awards are listed in Attachment A under “Criteria for Chapter Awards”.
Nominees should be submitted to the Executive Council by December 1 each year. The committee shall notify recipients. Presentations are made at the Annual Business Meeting.
6. Nominations for National Awards – One nominee may be selected for each of the HPS awards and submitted to the Executive Council for approval.
More than one nominee may be selected for the Fellow Class Members award if the committee deems it appropriate. Criteria for these awards are listed in Attachment A.
A curriculum vitae and/or resume shall be solicited from the nominee and provided for submission with the nominations. In addition, for the Fellow Class Member award, three letters of recommendation from existing Fellows are required for each nominee.
The committee shall draft a cover letter to the chairperson of the national HPS Awards Committee for the Chapter President’s signature.
Nominations are due to the Executive Council during January. Letters of recommendation are due to the National HPS Awards Committee, chaired by the HPS Past-President, generally by February. The actual deadline is provided by letter from the national HPS Awards Committee.
Committee Reports and Records
An annual report of committee activities shall be prepared and submitted to the Executive Council. The committee is also responsible for keeping records of their activities when directed by the President and shall submit such records to the Secretary of the Chapter.
Nominating and Awards Committee
Criteria for Local Chapter Awards
The criteria for each award are as follows:
The Chapter Volunteer Award is presented to a Chapter member who had a lead role in the outstanding success of a specific Chapter initiative, provided long-term faithful service to the sustained success of the Chapter and its programs, or any combination of similar involvements.
The Distinguished Service Award is intended to recognize Chapter members who have performed significant and sustained service to the ETCHPS.
General Requirements:
1. Open to any member in good standing of the ETCHPS, except current members of the Chapter Executive Council.
2. Nominations for this award shall be made by Chapter members and should include the name of the nominee, a short resume that describes the nominee’s career, and the reason for the nomination. Items such as reports, references, and previous awards earned may be submitted as supporting material for the nomination.
3. No nominee may receive the same award twice.
4. Nominees should have demonstrated outstanding service to the Chapter for a continuous period of at least five (5) years.
The Lifetime Achievement Award is intended to acknowledge outstanding contributions to the science and technology of radiation protection. The recipient of the award is recognized for accomplishments of fundamental importance to the practice, acceptance, and advancement of the profession of health physics.
General Requirements:
1. Open to any member in good standing of the ETCHPS, except current members of the Chapter Executive Council regardless of their past or local recognition. The nominee must have a minimum of 20 years experience in the field of health physics and 10 years as an active member of the Chapter.
2. Nominations for this award shall be made by Chapter members and should include the name of the nominee, a short resume that describes the nominee’s career, and the reason for the nomination. Items such as reports, references, and previous awards earned may be submitted as supporting material for the nomination.
3. No nominee may receive the same award twice.
Each nomination shall be accompanied by a short resume that describes the nominee’s career, and the reasons for the nomination. Items such as reports, references, previous awards earned, may be submitted as supporting material for the nomination
Nominating and Awards Committee
Criteria for National Awards
The Health Physics Society awards provide an excellent opportunity to recognize outstanding and extraordinary scientific and other significant contributions and service to our profession. There are many deserving potential recipients still to be formally recognized.
The time to nominate individuals for an award is any time between the end of an annual meeting and March 1 before the next annual meeting, except for the National Student Science Award, which is due by 30 May before the next annual meeting. Society members, chapters, and sections are encouraged to give thoughtful consideration to potential candidates and submit nominations for HPS awards in accordance with https://hps.org/membersonly/operations/awards.html to be presented at the next annual HPS meeting.
East Tennessee Chapter of the Health Physics Society
Type of Memberships
Plenary
Persons who are currently engaged in the practice, science, or technology of radiation safety. Benefits include: inclusion into the Membership database; reduced registration fees at official meetings of the chapter; and, the right to vote and hold office within the Chapter. Dues shall be determined annually by the Executive Council of the Chapter, but without affirmative action to change in any given year, shall remain the same as the previous year.
Student
Students who are engaged in study in a field allied with one or more health physics disciplines. Benefits include: inclusion into the Membership database; and reduced registration fees at official meetings of the chapter. Dues are determined annually by the Executive Council of the Chapter, but without affirmative action to change in any given year, shall remain the same as the previous year. There are no voting rights or ability to hold office while holding Student membership status. Student members must demonstrate proof of status as a student each year.
Fellow
To honor Senior Members of the Chapter who have made significant administrative, educational, and/or scientific contributions to the Chapter. Nominations for Fellow membership may be made by any Plenary or Fellow members of the Chapter. The minimum qualifications to be considered for application as a Fellow of the ETCHPS is 50 years of age, 10 years Plenary membership in the chapter, and a majority vote of the ETCHPS Council. Benefits and dues are the same as a Plenary member. Fellows of the HPS may also become Fellows of the Chapter by providing documentation of their HPS Fellow status.
Members Emeritus
To honor senior members of the Chapter who have reached the age of 60 and are no longer active in the profession of radiation safety. The minimum qualifications to be considered for application as a Member Emeritus of the ETCHPS is (i) 60 years of age or have ceased to function professionally in the field of radiation safety because of permanent disability, (ii) retired from active employment, (iii) 10 years Plenary membership in the Chapter, and (iv) a majority vote of the ETCHPS Council. Plenary members that wish to become Members Emeritus of the Chapter may make a written request to the Secretary. Benefits are the same as a Plenary member. Dues are reduced to 50% of Plenary Member for Members Emeritus of the Chapter. Members Emeritus of the HPS may also become Members Emeritus of the Chapter by providing documentation of their HPS Members Emeritus status.
Life
Persons who have been active Plenary members of the Chapter since its founding in 1960. These individuals are: John Auxier, Roger Cloutier, Fred Haywood, B.F. Rutherford, and C.M. “Hap” West. Benefits are the same as a Plenary member. Dues are waived for Life members of the Chapter.
Honorary
The Executive Council may confer honorary membership on any person whose personal contribution to the advancement of the Chapter affairs is particularly worthy. Honorary membership is terminated at the end of the Chapter term in which it was granted, unless renewed by action of the Executive Council. Benefits include: inclusion into the Membership database; and reduced registration fees at official meetings of the chapter. Dues are waived for Honorary members. There are no voting rights or ability to hold office while holding Honorary membership status.
Affiliate
Organizations whose interests in the general field of radiation safety are such to warrant a formal working relationship with the Chapter. Benefits include: a table at the Annual ETCHPS Vendors’ Meeting, the current a link on the ETCHPS web page; and the option of sponsoring ETCHPS activities. There are no voting rights for Affiliate members, unless the individuals are also Plenary members. Dues shall be determined annually by the Executive Council of the Chapter, but without affirmative action to change in any given year, shall remain the same as the previous year.