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NDAS Policies and Procedures Manual

ADOPTED:
12-13-00

UPDATED:
4-17-01
5-18-01
9-17-01
10-17-01
4-3-02
1-7-05
5-16-05

9-14-15

I. Administration

The NDAS is an Affiliate Program Group (APG) chartered by the College of Health and Human Development (CHHD) Alumni Society Board. The CHHD Alumni Society is chartered by the Penn State Alumni Association.

II. Conduct of Meetings

A. The President provides an agenda in advance of the scheduled meeting. Board members send any additions to the agenda to the President for inclusion at the meeting.

B. Reports are provided in advance of the meeting to all Board Members.

C. A quorum of voting Board Members must be present to transact business. Any five of the following eight voting members constitute a quorum: Past President, President, Vice President, Secretary, Treasurer, At-Large Members (3).

D. The Secretary records minutes of the BOD meetings.

III. Nomination and Ballot Procedures

The NDAS Board of Directors (BOD) consists of 12 members, eight voting and four non-voting. Seven members of the Board are elected and serve a term of two years, with staggered terms. Officers are elected from among, and by, the elected members of the Board. The calendar year for NDAS is from 1st of September to the 30th of September of the following year.

A. Ballot Preparation

The Vice President, as the Nominating and Awards Committee Chairperson, the Treasurer, and one At-Large Member are members of the Nominating and Awards Committee. The Nominating and Awards Committee prepares the ballot. All Nutritional Sciences alumni are eligible as potential candidates.

B. Timetable

January: The Nominating and Awards Committee accepts nominations for openings on the board and contacts potential candidates.

February-March: The Nominating and Awards Committee develops the ballot and presents it to the Board of Directors.

April: If a sufficient number of candidates are available to require voting by the membership, ballots are e-mailed to the membership, with 3-4 weeks allowed for voting. Ballots are to be returned to the Alumni Director of the College of Health and Human Development (CHHD). If an insufficient number of candidates are available to require voting by the membership, the Board of Directors voting members will elect the new Board members.

May: The Alumni Director of the CHHD tallies the ballots and contacts the Nominating and Awards Chairperson with the results. The ballots should be saved for one month. The Nominating and Awards Chairperson contacts all candidates to notify them of the results. New Board members are announced to the membership.

August: New Board/Old Board changeover meeting

September: New Board Members take office and vote on Board positions.

IV. Election of Officers

At the first meeting of the new Board of Directors, the election of officers will take place. The Board elects their officers by first taking nominations for open positions and then voting on candidates brought forward.

A. Duties of Members of the Board of Directors

President: Prepares agendas for meetings, conducts meetings of the Board of Directors, oversees all NDAS programs, attends CHHD BOD meetings.
Past-President: Serves in an advisory position; completes projects and serves on committees as requested by the President.
Vice-President: Serves in the place of the President when necessary, chairs the Nominating and Awards Committee which is responsible for the ballot and awards.
Secretary: Records minutes at the meeting and along with the President, is responsible for NDAS correspondence
Treasurer: Responsible for fiscal management for NDAS and is a member of the Nominating and Awards Committee.
At-Large Members (3):

[M] One At-Large Member will serve on ` mentoring activities of the board including the APG Mentoring Program
[A] One At-Large Member will serve on the Nominating and Awards Committee as a member for selecting the recipients of NDAS awards
[C, S] One At-Large Member will help oversee NDAS Web site updates including job postings, member news, and events as well as helping to coordinate Social & Professional activities

V. MACS Procedures

NDAS follows the MACS format: Mentoring, Awards, Communications, and Social/Professional Activities.

A. Mentoring

1. APG Mentoring Program

NDAS participates in the APG Mentoring Program. One At-Large Member of the Board [M]of Directors is responsible for the conduct of this program. Responsibilities include assisting the CHHD Director of Alumni Relations with recruitment and retention of alumni mentors and publicity of the APG Mentoring Program to Nutrition alumni. Furthermore, student representatives of NDAS (undergraduate and graduate) will provide input to NDAS on current and future mentoring needs and activities.

B. Awards

The NDAS presents an Outstanding Nutrition Alumni Award each year to one alumnus and The John E. Smith Outstanding Senior in Nutrition Award to a graduating senior in Nutritional Sciences (basic or applied). In addition, NDAS awards travel grants to students. The Nominating and Awards Committee, as previously described is responsible for the awards process.

1. Outstanding Nutrition Alumni Award Criteria:

The individual must be a graduate of Penn State with an emphasis in Nutrition.
The alumnus should have distinguished himself or herself through contributions to the field, such as publication, service, research, administration, etc.
The individual does not have to be a member of the NDAS. Current NDAS Board members are not eligible for the award.

Selection Procedure:

The Vice President chairs the Nominating and Awards Committee, the Treasurer is a member, one At-Large member [A] and 1-2 additional members of NDAS are also recruited for the committee. Any member of the NDAS is eligible to be on the committee.
The Nominating and Awards Committee Chairperson provides award criteria to committee members.
A call for nominees and a nomination form is posted on the web site and/or nutrition magazine.
The committee receives nominees from the membership questionnaire, Board Members and nomination forms.
The committee requests a CV or resume from nominees.
Nominees are ranked according to award criteria and three finalists are selected.
The three finalists are ranked according to the award criteria.
Award winner is selected. The committee chairperson notifies the NDAS Board and the award winner. The committee chairperson also contacts those individuals who did not win the award with the results.
A plaque is ordered by the faculty liaison for presentation at the selected event. The inscription on the plaque should read: “Outstanding Nutrition Alumni Award Presented to (insert award winner’s name) By the Pennsylvania State University Nutrition and Dietetics Alumni Society In Recognition of Your Distinguished Contributions to the Field of Nutrition (insert month and year).” Lion graphic with Penn State underneath.

Timetable (may be modified depending on event where presentation will be made):

October-December: Nominees solicited
January: Top 3 candidates chosen and notified
February: Awardee is selected by committee
March: Winner notified; plaque ordered
April : Award presented

2. The John E. Smith Outstanding Senior in Nutrition Award Criteria:

Candidate must have completed at least 90 credits including the course, Nutrition 445, and plan to graduate in December, May or August.
Candidate must have demonstrated exemplary leadership in the College of Health and Human Development and/or University; and
Candidate must have shown exemplary service to the community.

Selection Procedure:

A call for nominees and a nomination form (see appendix) is posted on the NDAS Web site, and distributed to faculty, staff, and students.
Nominees submit to the NDAS faculty liaison an original plus four copies of the awards packet by a predetermined date in October. The awards packet should contain a completed application form, a statement by the candidate describing his/her qualifications, two letters of reference (one must be from a faculty or staff member in CHHD), a summary of publications, presentations, special projects, etc., and unofficial transcripts.
The NDAS faculty liaison forwards the awards packets to the Nominating and Awards Committee Chairperson (Vice President) who distributes them to the other committee members (including the Treasurer, one At-Large member [A] and 1-2 additional NDAS members).
Nominees are ranked according to award criteria. See Appendix for Judging Sheet.
Award winner is selected. The committee chairperson notifies the NDAS Board for approval and then notifies the award winner. The committee chairperson also contacts those individuals who did not win the award with the results.
A plaque is ordered by the faculty liaison with the presentation date determined by the graduation date of the recipient (December, May or August). The inscription on the plaque should read: “Outstanding Senior in Nutrition Award Presented to (insert award winner’s name) By the Pennsylvania State University Nutrition and Dietetics Alumni Society In Recognition of Your Distinguished Leadership and Service (insert month and year).” Lion graphic with Penn State underneath. A press release will be sent to the award winner’s local newspaper publication of choice if he/she so desires. Award recipient also receives $100 check from NDAS.

Timetable:
September: Nominees solicited
October: Award packets due
November: Award recipient notified; plaque ordered; press release written
December, May or August: Award presented by NDAS BOD member and/or faculty rep

3. Student Travel Grants

Budget permitting, each year, NDAS awards a minimum of two travel grants to students (undergraduate and/or graduate) to help defray expenses for traveling to national meetings. One award is presented to a student attending the Experimental Biology Meeting in the spring and one award is presented to a student attending The American Dietetic Association’s Food and Nutrition Conference and Exhibition in the fall. The BOD decides on the amount of the awards. The head of the Department of Nutritional Sciences selects recipients and presents the grants. The criteria students must fulfill are: they plan to attend most of the meeting and present a poster or oral presentation; they have made an effort to save money in arranging for travel and hotel; and they will have out-of-pocket expenses from the meeting. Students who meet these criteria should send to the head of the Department of Nutritional Sciences a copy of the abstract for their poster session or oral presentation, travel cost, nightly hotel rate (before taxes), and number of days they will be attending the meeting.

4. College of Health and Human Development Alumni Awards

Each year, NDAS will submit at least one nomination of a PSU Nutrition Alumni for the College of Health and Human Development Alumni Awards (Alumni Recognition Award or Emerging Professional Award – undergraduate, graduate). This award nomination may be submitted in conjunction with the Department of Nutritional Sciences. The submission deadline is typically at the end of February.

C. Communications

1. Minutes of Board Meetings

The Secretary emails minutes to BOD members and all other participants on the conference calls. Corrections are accepted up to the time of the next conference call, where they are approved. The secretary makes any corrections to the minutes and transmits them to the web master for posting on the NDAS web site. 2. Newsletter

The President will provide an update on NDAS activities via the Department of Nutritional Sciences newsletter. The President is also responsible for submitting NDAS activities/news to the CHHD magazine twice a year as requested.

2. Web Site and LinkedIn

One designated At-Large Member of the Board [C, S] or other Board member will work with the Director of the CHHD Alumni to update the NDAS Web site on at least a quarterly basis including member news, events and job postings. The NDAS LinkedIn account will be updated with this information and monitored at least monthly for new member requests.

D. Social/Professional Activities

One designated At-Large Board Member [C, S] or other Board member will coordinate efforts with the Department of Nutritional Sciences and the Dean’s Office for social events at professional meetings. At least one social/professional event will be held each year. The President will also coordinate professional activities with input from the entire Board of Directors. The faculty liaison will also work to help coordinate these activities.

APPENDIX

The Pennsylvania State University
Department of Nutritional Sciences
NDAS Outstanding Senior in Nutrition

Sponsored by the Nutrition and Dietetics Alumni Society, an Affiliate Program Group of The Pennsylvania State University’s College of Health and Human Development Alumni Society

Eligibility and Criteria
This award shall be given to a graduating senior majoring in Nutritional Sciences (Basic or Applied option).

Candidate must:

have completed at least 90 credits including the course, Nutrition 445, and plan to graduate in December, May or August.
have demonstrated exemplary leadership in the College of Health and Human Development and/or University; and
have shown exemplary service to the community.

Nominating Procedure
Students (undergraduate or graduates in Nutritional Sciences), faculty, staff, and alumni may make nominations. Students may also nominate themselves.

Application Procedure
Nominees should submit the following information as a packet postmarked or hand-delivered by October 15th to Rose Martin:

Completed application form (attached).
Statement by the candidate, not to exceed one page, double-spaced with font size no smaller than 12 point, describing how he/she has demonstrated the qualities listed in the award criteria listed above.
Two letters of reference: One each from a faculty, staff member, work/volunteer supervisor or an undergraduate or graduate student. One letter must be from either a faculty or staff member in the College of Health and Human Development.
Summary of any publications, presentations, independent research, special projects, student teaching, special clinical work etc.
Transcripts (unofficial)

Selection Committee
The recipient of this award shall be selected by the Awards Committee of the Nutrition and Dietetics Alumni Society and approved by the board of directors.

The Award

$100 and engraved plaque to be presented to the recipient on the day of their graduation ceremony
Recognition on NDAS Web site and newspaper publication of choice

The NDAS award will be granted one time per year and the date of the presentation will vary according to the graduation date of the recipient. (December, May or August )

The Pennsylvania State University
Department of Nutritional Sciences
NDAS Outstanding Senior in Nutrition

Sponsored by the Nutrition and Dietetics Alumni Society, an Affiliate Program Group of The Pennsylvania State University’s College of Health and Human Development Alumni Society

Application

Name of Student

Social Security Number

Local Address
_____________________________________________________________

Local Phone ( )_____________________________________________

Permanent (home) address
_____________________________________________________________

Home Phone ( )_____________________________________________

Expected Graduation Date _______________________________________

Letters of reference should address how the nominee meets the following criteria:

activities relating to the major of Nutritional Sciences or College of Health and Human Development;
other activities at Penn State (please indicate club memberships, offices held, committee responsibilities.);
community activities/service;
any awards and honors received; and
why the nominee should be considered for this award.

Please forward or mail an original and four copies of the application and supporting documents as described in application procedure (letters of reference, statement by candidate, summary of activities and unofficial transcripts) to:

NDAS Awards Committee

c/o Rose Martin

S-126 Henderson Building

University Park, PA 16802

Please also direct questions to Rose Martin at rosemartin@psu.edu or 814-863-0616.

Application deadline: October 14, 2005

NDAS Outstanding Senior in Nutrition Judging Sheet

Please assign point values for the applicants based on 1) exemplary leadership in the College of Health and Human Development and/or University and 2) exemplary service to the community.

The individual with the highest total points combined from judges will be selected as the award recipient. GPA should only and will only be considered in the event of a tie.

Applicant # 1 _______________________

Leadership _____(1 – 10 points)*

Community Service _____(1 – 10 points)*

Total _____

Applicant # 2 _______________________

Leadership _____(1 – 10 points)*

Community Service _____(1 – 10 points)*

Total _____

Applicant # 3 _______________________

Leadership _____(1 – 10 points)*

Community Service _____(1 – 10 points)*

Total _____

Please fax this form by _____(date)__________ to ____(Awards Chair)______at _____(Number)_________.

*1 representing the lowest score and 10 representing the highest score.