CHARGE

Article VI, Section 12 of the Teratology Society Constitution

The Awards Committee’s primary responsibility is to develop and administer most of the awards of the Society. A secondary goal of the committee is to contribute to increased internal and external publicity regarding current and past year award winners and member contributions. These activities are conducted with the oversight of the President and Council. The Committee shall be composed of six regular members, with two members per year appointed by the President based upon the recommendation of the Awards Committee and with the approval of the Council. The F. Clarke Fraser New Investigator awardee will be one of the two newly appointed regular members each year. Committee members will serve a term of three years. In addition, one student/postdoc member will be appointed each year by the President to serve a one-year term. One regular member shall be selected by the Committee to be vice chair during the second year of his/her term. This individual will become the Chairperson in the subsequent year. The Chairperson shall become the past chair (as an ad hoc member) during a fourth year serving as advisor to the incoming Chairperson. Additional ad hoc members may also be appointed as deemed appropriate by the President to serve for one year after appointment.

COMMITTEE ROSTER

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

Committee members may access committee files and email archives on BDR Connection (current committee members only)

CHARGE

Article VI, Section 11 of the Teratology Society Constitution

The Communications Coordination Committee shall be responsible for coordinating communications activities across the Society, including internal communication across committees and external communications, including the Society’s website, webinars, press releases, and social media campaigns. The Committee shall report at least annually to Council regarding the status of the Society’s communications activities and make recommendations to Council regarding enhancements to the Society’s communications efforts. The Committee shall consist of a Chair and representatives from the Awards, Education, Membership, Public Affairs, Publications, Science, Student Affairs, and relevant ad hoc committees. In addition, one student/postdoctoral fellow member will be appointed by the President to serve for one year after appointment. Ad hoc members may be appointed by the Chair with approval from Council and will serve for one year after appointment. The Chairperson of the Communications Coordination Committee will be appointed by Council for a three-year term. During the second year of the Chairperson’s term, a vice chair will be selected to serve as vice chair during the last year of the Chairperson’s term. At the end of the Chairperson’s term, the vice chair will become the Chairperson of the Communications Coordination Committee for a three-year term. The past chair will remain on the committee for one year following his/her terms as Chairperson.

COMMITTEE ROSTER

Committee members may access committee files and email archives on BDR Connection (current committee members only)

CHARGE

Article VI, Section 2 of the Teratology Society Constitution

The Constitution and Bylaws Committee shall suggest changes in the Constitution and Bylaws of the Society. The Committee shall also consider suggested changes submitted by Council or members of the Society. Those revisions and/or amendments to the Constitution and Bylaws proposed and accepted by Council will be placed in final form by the Committee and delivered electronically to the membership together with the appropriate discussion (see Article VII). The Committee shall be composed of three members, one member per year appointed by the President and serving a term of three years. In addition, the President shall serve as an ex-officio member of the Committee. During the third year of his/her term, a member shall serve as Chairperson. Ad hoc members may be appointed as deemed appropriate by the President to serve only for one year after appointment.

COMPOSITION

The Committee shall be composed of three members, one member per year appointed by the President and serving a term of three years. In addition, the President shall serve as an ex-officio member of the Committee. During the third year of his/her term, a member shall serve as Chairperson. Ad hoc members may be appointed as deemed appropriate by the President to serve only for one year after appointment.

COMMITTEE ROSTER
(Date indicates year of expiration of term or office)

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

Committee members may access committee files and email archives on BDR Connection (current committee members only)

CHARGE

Article VI, Section 7 of the Teratology Society Constitution

The Education Committee shall concern itself with offering continuing education in the theory and practice of birth defects research and related disciplines of interest to Society members and within keeping with the Society’s objectives, and may offer and conduct educational and teaching programs in the name of the Society, subject to prior approval of the President and Council. The Committee shall consist of six members, each of whom will serve one term of three years, with two members per year appointed by the President, based upon the recommendation of the Education Committee and with the approval of the Council. During the second year of a term, one member shall be appointed vice chair by the President, based upon the recommendation of the Education Committee. During the third year of a term, that member shall serve as Chairperson. Ad hoc members may be appointed as deemed appropriate by the President to serve for one year after appointment.

COMMITTEE ROSTER (Date indicates year of expiration of term or office)

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

RESPONSIBILITIES

CHAIR RESPONSIBILITIES

The Education Committee is responsible for the planning and presentation of the Continuing Education (CE) Course and the Mini-course during the Society’s Annual Meeting. These activities include topic and speaker selection, coordination of notebook preparation, on-site registration of course participants, distribution of course materials, and identification of course sponsors. The CE Course usually consists of a series of 8-10 presentations; it is held Saturday afternoon and Sunday morning prior to the Annual Meeting. The Mini-course consists of two talks; it is usually presented early one morning during the Annual Meeting, prior to the main program for that day.
The Education Committee Chair position is usually held by the senior committee member who has served as committee secretary the previous year. Chair responsibilities are assumed after a committee meeting held during the annual Society meeting. Responsibilities, tasks and time frame are summarized below.

RESPONSIBILITY/TASK	TIME FRAME
Work with the outgoing chair to organize an Education Committee meeting during the Annual Meeting. Attend Programming Committee meeting(s) to coordinate the CE Course and Mini-course with proposed symposia and workshops. This meeting should be held after the courses are complete. Meeting should include: Welcoming of new committee members. Brief description of activities and duties expected. Discussion of course evaluation forms and issues regarding course conduct, logistics, speakers, materials, etc. Discussion of topics for following year’s courses. Ideally, a topic should be identified for the CE Course and the Mini-course. An outline for general course content should be created. Discussion of additional issues pertaining to the courses. Selection of committee secretary (usually from one of the second-year members). The name of the committee secretary should be provided to the incoming president, who is responsible for appointing the secretary. Establishment of a communication network for follow-up conference calls and e-mails.	During annual meeting
Finalize the course topics through discussion with committee members. Identify prospective lecturers and alternatives. Personal contacts from committee members to extend informal invitations are preferred. Discuss general topics and speaker ideas with the Program Chair (the Society Vice President).While the topics and lecturers of the courses are the committee’s responsibility, it is important to get general buy-in to minimize overlap with other meeting sessions. Communicate the names of the Committee Chair, Secretary and new members to the Society Business office.	July
Identify notebook sponsor, if necessary.  For the foreseeable future, Charles River Lab (CRL) is the main sponsor.	ASAP
Establish preliminary contact with notebook sponsor to establish timeline, format and expectations for course materials. Keith Robinson (Society member) is our contact at CRL; Sal Della Corte is our printer.	Fall
Finalize course topics and speakers; coordinate with other committee members. Consider balance between member/non-member speakers to keep travel expenses minimal. Ideally, no more than 50% of CE course speakers should be non-members. Both Mini-course speakers should be members. There is currently no provision for reimbursement of Mini-course speaker expenses. Note: Membership status of potential speakers and travel reimbursement policies can be obtained from the Business Office.	July/August
Send letter to speakers to confirm participation and communicate timelines and expectations. Assistance for the letter preparation can be obtained from the Business Office (Becca Rhame). Include: Overall course objectives. Final agenda. Meeting dates. Presentation length. Instructions and timeline for delivery of materials. Reminder to adhere to copyright and patient consent requirements, if appropriate. Reimbursement policies. Request for full contact information, presentation title and A/V needs.	As soon as possible after agenda is finalized
Give final course title, speakers and presentation titles to Program Chair. Prepare NIH Travel Grant Application which supports student travel awards.	By end of August
Work with committee secretary to define overall strategy and designate responsibilities for ongoing communication with speakers, reminders, updates, review of materials, coordination with notebook sponsor, etc.	Ongoing
Give preliminary course agenda to Business Office for inclusion in newsletters. Include presentation list and topic summaries.	As requested, usually in Jan/Feb
Solicit sponsorship for course breaks, if needed. Break sponsorship is desirable to subsidize cost and allow for more than bare minimum. Breaks include a coffee break on the first day, breakfast and mid-morning breaks on the second day of the CE course, and breakfast for the Mini-course. Target: $4,000-5,000 total sponsorship. Sponsors should be identified in the fall because they will often need to capture the contribution during budgeting for the following year; if not budgeted, funding may be difficult or impossible to obtain.	Fall
Discuss with committee members about the nomination of the Narsingh Agnish Fellowship recipient. Fellowship to recognize the contribution by a Society member on continuing education. Communicate the nomination to the Society President for consideration by the Council. While the committee puts forth the nomination, final selection of the recipient has to be approved.	Nov/Dec
Contact the recipient of the Agnish Fellowship and follow up with a letter prepared by the Business Office for the official invitation to the annual meeting.	Jan
Prepare introduction, course evaluation form, and list of past courses for course notebooks. Set up a room at the venue of the Society annual meeting and a time for a committee meeting. Seek assistance from the Business Office. Contact Society President for preparation of the President’s message for notebook. Assistance can be solicited from the Business Office. Set up micro-portal with CRL so that course materials can be transmitted electronically (.ppt files preferred). Set up a directory for draft version and encourage speakers to visit each other’s materials to coordinate their talks, if necessary. Set up a directory for final version where the printer can retrieve the materials. Provide speakers with passwords for the micro-portal and instructions for loading their files. Set up due dates for submission of materials for notebooks. Send periodic reminders to speakers of these due dates. The first should be beginning of April. Draft version: recommended for mid-April. Final version: recommended for end of April.	March/April
A/V arrangements: Identify presentation accommodations (e.g., computers [MAC/PC], CD drive, Zip drive, USB port, projectors, cables, pointers) to be provided at the course venue (available from Business Office). Identify speaker needs (e.g. overhead projector, movie projection). Identify and arrange for any equipment that may need to be brought by the speakers or committee members.	May/June
Work with committee to generate a list of suggestions for new committee members: Ideally the committee should be balanced with members from industry, academia and government. Research interests/expertise on the committee should be diverse (e.g., toxicology, nutrition, clinical, embryology/developmental biology, epidemiology, molecular/experimental teratology). Two new members and an ad hoc student member are added each year.	May
Provide the list of suggestions for new committee members to the incoming Society President, who is responsible for appointing new members. Ideally the new members should be appointed and contacted prior to the annual meeting so that they may participate in the committee meeting held at the annual Society meeting.	May/early June
Work with CRL printer to determine the number of course books needed. Obtain updates on the number of pre-registrations from the Business Office. Allow an extra 20 books for on-site registrants. Arrange course books to be shipped directly to the meeting venue several days prior to the course.	Late May/early June
Assign committee members for checking in course participants, distributing course materials, and distributing course certificates during the courses.	June
Present general introduction/logistics and introduce speakers during courses.	At the courses
Prepare a committee report (verbal) for the council during annual meeting. Report should include: Final registration numbers for courses (available from business office for pre-registrants and registration desk for on-site). Any issues or questions that have come up regarding conduct of courses.	At annual meeting (usually at Sat evening during the CE course)
Present committee report (verbal) at annual business meeting: May be presented by incoming or outgoing chair. Provide final registration numbers for the two courses. Acknowledge sponsors (notebook sponsor and break sponsors). Acknowledge committee. Introduce new committee members.	At annual meeting (usually Tuesday or Wednesday evening)
Work with incoming chair to organize committee meeting at annual meeting.	At annual meeting
Draft a report for the CE and Mini-courses that will be incorporated into a report for the grants that support the annual meeting. Submit materials to the Business Office.	Immediately after the annual meeting
Provide guidance and assistance to the committee.	The following year

SECRETARY RESPONSIBILITIES

The Education Committee secretary is generally selected from among the two “second year” committee members with the expectation that the secretary will assume responsibilities as the committee chair the following year. The primary responsibility of the committee secretary is to communicate with course speakers to facilitate/coordinate receipt of materials for the course notebooks and transfer of materials to the notebook sponsor. More specifically:

RESPONSIBILITY/TASK	TIMING:
Work with committee chair to define overall strategy and responsibilities for ongoing communication with speakers, reminders, updates, review of materials, coordination with notebook sponsor, etc.	Year round
Contact notebook sponsor to identify the appropriate contact person, confirm timelines; define preferred format and procedures for transfer of materials.	Fall/Winter
Letter/email to course speakers reminding them of timeline and to provide detailed format requirements and instructions for submission for course materials.	January
Follow-up reminders at periodic intervals.	Jan-April
Receive and transfer course materials: Receive course materials in agreed upon format (e.g. electronic via e-mail, on disc/CD, etc.). Review materials immediately. Resolve any questions/corrections with speaker. Transfer final materials to notebook sponsor in agreed upon format (Society FEDEX account number may be obtained from the business office for shipment of materials).	Jan-April
Obtain shipping instructions for course materials from the business office and provide to notebook sponsor	April/May

Committee members may access committee files and email archives on BDR Connection (current committee members only)

The Teratology Society is a member of the Federation of American Societies For Experimental Biology (FASEB). The Teratology Society has members who serve as representatives to the FASEB Board of Directors and on several committees. Members interested in serving should contact headquarters.

Members are provided updates on FASEB activities on BDR Connection

Committee members may access committee files and email archives on BDR Connection (current committee members only)

CHARGE

Article VI, Section 8 of the Teratology Society Constitution

The Finance Committee shall be responsible for overseeing all financial transactions of the Society and for preparing the annual report and budget for Council approval. The Finance Committee shall consist of three members: the elected Treasurer, who will serve as Chairperson, the Past Treasurer, and the Vice President. The Executive Director shall be an ex-officio member of this Committee. Each member shall serve a term equal to his/her term of office. Ad hoc members may be appointed as deemed appropriate by the President to serve for one year after appointment.

Committee Roster
(Date indicates year of expiration of term or office)

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

Committee members may access committee files and email archives on BDR Connection (current committee members only)

CHARGE

Article VI, Section 3 of the Teratology Society Constitution

The Membership Committee shall review new applications for membership and applications for restoration of membership in the Society. A list of applicants meeting the requirements for new membership shall be transmitted to the membership by the Secretary at times deemed appropriate to the Membership Committee. Once the lists are communicated, the membership will have fourteen (14) days to respond. Responses from the membership shall be reviewed by the Membership Committee. Its recommendations shall be submitted to the Council for approval. In addition, the Committee will review demographic information of current members and will make recommendations, if any, to Council prior to the Annual Meeting each year, on methods to retain current members and attract new members. The Committee is also responsible for reviewing and making recommendation to the Council on application of the Emeritus Membership. The Committee shall be composed of eight regular members, two members per year appointed by the President and serving a term of four years, as well as one student/postdoc member, appointed by the President and serving a one-year term. The Chairperson of the Membership Committee will be appointed by Council for a two-year term; this person shall be a current Membership Committee member. During the second year of the Chairperson’s term, a member may be appointed as the vice chair who will become the Chair of the Committee in the subsequent year. Ad hoc members may be appointed as deemed appropriate by the President to serve only for the one year after appointment.

Membership Committee Roster
(Date indicates year of expiration of term or office)

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

Committee members may access committee files and email archives on BDR Connection (current committee members only)

CHARGE

Article VI, Section 1 of the Teratology Society Constitution

At each Annual Meeting the incoming President, with the advice and consent of the majority of the members of Council of the Society, shall appoint a Nomination and Elections Committee made up of five Society members including a Past President, who shall serve until the next Annual Meeting. Ad hoc members may be appointed as deemed appropriate by the President to serve only for one year after appointment. The Nominations and Elections Committee shall distribute in person, by mail, or electronically at the discretion of Council via the Executive Director, a slate of nominees consisting of two nominees for each of the outstanding vacancies to each member at least 90 days before the Annual Business Meeting. Space must be supplied to permit write-in votes for each open position. Each nominee must agree to have his/her name placed on the slate before the slate is distributed to the membership. Other nominations for Officers, the Council, and other vacancies will be included if a petition is signed by at least five percent (5%) of the voting (see Article II) membership of the Society and filed with the Secretary sixty (60) days before the Annual Business Meeting. The Secretary then shall submit an amended ballot to the membership. The nominee must agree to have his/her name placed on the amended slate. Each nominee will provide a list of his/her credentials to be distributed with the slate. Elections will be by a simple plurality of valid ballots. Completed ballots shall be valid if received at least thirty-five (35) days prior to the Annual Business Meeting and are in compliance with voting instructions. If a tie has occurred, a run-off election shall be held between the tied candidates to determine the winner. Run-off ballots shall be sent to the membership twenty-one (21) days prior to the Annual Business Meeting. Completed ballots returned to the Executive Director shall be valid if received at least seven (7) days prior to the Annual Business Meeting and are in compliance with voting instructions. If there is a tie on the run-off ballot, the winner will be decided by Council through a secret ballot. The Executive Director in consultation with the Nominations and Elections Committee shall count all ballots properly submitted. The results of the balloting will be announced prior to the Annual  Meeting and the new Officers and Council members shall be installed at the Annual Business Meeting.

COMMITTEE ROSTER
(Date indicates year of expiration of term or office)

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

Committee members may access committee files and email archives on BDR Connection (current committee members only)

CHARGE

Article VI, Section 6 of the Teratology Society Constitution

The Public Affairs Committee (PAC) will have four functions: (1) Sponsor a symposium to be presented each year at the Annual Meeting on a subject of current interest to the Society members; (2) Develop informational materials to be used for public education concerning Society activities and other relevant subjects; (3) Recommend individuals with special expertise, either within or outside the Society, when requested by various groups or Federal Agencies; and (4) Respond to specific inquiries from outside groups through the use of subcommittees appointed by the PAC Chairperson. Actions taken by these subcommittees will be conducted with the approval of the full Committee and of the Society's President and/or Council. The Public Affairs Committee will consist of 12 members (or up to 14 members in those years when the vice chair is appointed) and will include representation from various interest groups, such as from basic and clinical sciences, industry, and Government. Four new members will be appointed each year by the PAC Chairperson, and each member will serve for three years. Appointment of new members is done in consultation with the Society's President and with Council approval. The Chairperson of the Public Affairs Committee will be appointed by Council for a three-year term. During the second year of the Chairperson's term, a vice chair will be selected to serve as vice chair during the last year of the Chairperson's term. At the end of the Chairperson's three year term, the vice chair will become PAC Chairperson for a three year term. This person should be either a current or past Public Affairs Committee member. The Chairperson will continue to serve as a member of the Committee for one year following his/her term as Chairperson. The Chairperson cannot succeed himself/herself. Ad hoc members may be appointed as deemed appropriate by the President to serve only for the year of appointment.

COMMITTEE ROSTER
(Date indicates year of expiration of term or office)

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

Committee members may access committee files and email archives on BDR Connection (current committee members only)

CHARGE

Article VI, Section 5 of the Teratology Society Constitution

The Publications Committee shall inform and advise the Council on the finances of the Journal when issues arise, shall provide advice on selection of individuals who may serve in a supporting role to the Editorial Board, shall provide advice on editorial activities when requested by the Editorial Board, shall review annually all policies (see Bylaws) of the Journal operation, shall recommend suggested changes in policy to the Council and shall perform other duties as directed by Council. Members of the Publications Committee shall be appointed by the President of the Society with approval from Council. The Publications Committee shall consist of eight members except when a past (non-current) member is appointed as the vice chair. In the latter case, the Publications Committee may consist of up to nine appointed members. Ad hoc members may be appointed as deemed appropriate by the President of the Society to serve for a one year appointment. The President. Editor-in-Chief, and Editors of the Journal shall be ex-officio members with full votes. The Publisher’s representative shall serve as non-voting ex-officio member. Associate Editors may not be appointed as members of the Publication Committee. A quorum shall be one half of the voting members or their alternates previously approved by Council. The appointed members will serve for four years, beginning with staggered terms. The Chairperson of the Publications Committee will be appointed by Council for a three-year term; this person should be either a current or past Publications Committee member. The Chairperson will continue to serve as a voting member of the Committee for one year following his/her term as Chairperson. The Chairperson cannot succeed himself/herself. During the second year of the Chairperson’s term, a current or past Publications Committee member will be selected to serve as vice chair during the last year of the Chairperson’s term. At the end of the Chairperson’s three year term, the vice chair will become Publications Committee Chairperson for a three-year term. Terms will begin on the day after the Annual Meeting.

COMMITTEE ROSTER
(Date indicates year of expiration of term or office)

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

Committee members may access committee files and email archives on BDR Connection (current committee members only)

CHARGE

Article VI, Section 9 of the Teratology Society Constitution

The Science Committee’s central responsibility is to develop and implement an overarching science strategy for the Society in collaboration with the President and Council. The scope of the Committee’s responsibilities falls in three key areas: 1) identification of new areas of science to integrate into Society activities including a symposium at the Annual Meeting; 2) management of existing partnerships and identification of new partnerships with external scientific organizations and funding organizations of strategic interest to the Society; 3) development of programs to enhance the visibility and scientific reputation of the Society. Considerable interaction with other Society committees is expected in order to accomplish these aims. The Committee shall consist of six members, each of whom will serve one term of three years, with two members per year appointed by the President based upon the recommendation of the Science Committee and with the approval of the Council. During the second year of a term, one member shall be appointed vice chair by the President, based upon recommendation of the Science Committee. During the third year of a term, that member shall serve as Chairperson. Ad hoc members may also be appointed as deemed appropriate by the President to serve for one year after appointment.

Committee Roster
(Date indicates year of expiration of term or office)

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

Committee members may access committee files and email archives on BDR Connection (current committee members only)

COMMITTEE ROSTER

COMMITTEE REPORTS

COMMITTEE MEETING MINUTES

Committee members may access committee files and email archives on BDR Connection (current committee members only)