Section 10.1

Council On Professional Affairs Operating Procedures

I. Introduction

These operating procedures provide guidance to the Council on Professional Affairs, the Board of Directors, staff, and committees and task groups operating under this Council.  The Society Bylaws require that each organizational unit of the Society develop operating procedures to supplement but not replace or override the Bylaws.

II. Purpose and Responsibilities

The Council on Professional Affairs is one of four Councils created under the Society Bylaws. Councils have permanent and continuing functions in the management and administration of Society programs and operate under the Society Board of Directors with assistance from Society staff.

The Council has oversight responsibility for Society programs related to professional affairs. Within its area of responsibility it shall assist in developing and supporting the Society strategic plan and develop and define resources to accomplish the mission, purposes, goals and objectives of the Society.

The Council is responsible for planning, organizing and managing Society resources to provide programs, procedures and operational support for the safety profession and professional safety practitioners. Specific responsibilities include:

  • Develop and implement programs to place the Society in a leadership position in the management of the Safety Profession.
  • Pursue opportunities to gain and achieve recognition for the safety professional.
  • Carry out programs to enhance the safety profession.
  • Develop professional and academic standards for the safety profession (with approval of the Board of Directors).
  • Define professional safety practice and maintain the definition in the Society publication, Scope and Functions of the Safety Professional Position (with approval of the Board of Directors).
  • Set standards of professional safety practice.
  • Maintain the Society's Code of Professional Conduct (with approval of the Board of Directors and the House of Delegates).
  • Recognize professional safety achievements of professional members in accordance with Society Bylaws by bestowing the Society Fellow Award on qualified candidates.
  • Establish and maintain methods to monitor at state, national and international levels activities and issues affecting professional safety practice.
  • Carry out programs relating to professional safety competency, credentials, certification and licensing.
  • Establish and maintain relationships with colleges and universities, particularly those preparing students for entry into or advancement in the safety profession.
  • Help the PR Department develop public relations programs which promote the advancement of and recognition for the safety profession.
  • Participate in the Congress of Councils in accordance with the Society Bylaws.

III. Council Membership

  • The Vice President, Council on Professional Affairs shall serve as the Chair of the Council.
  • The Council shall be composed of the Chair and six members at large.
  • The members at large shall be appointed by the Vice President Council on Professional Affairs with approval by the Board of Directors.
  • The members of the Council shall elect a Vice Chair of the Council, from among the Council members.
  • Council standing committee Chairs and members are appointed by the Council Chair.
  • Council task group Chairs and members are appointed by the Council Chair.
  • The President, President Elect and Executive Director shall be ex-officio members of the Council.
  • The terms of office for Council members shall be as follows:
    • The Vice President, Council on Professional Affairs serves for two years and may not serve more than two consecutive full terms.
    • Council members at large serve full two-year terms and may be reappointed for a maximum of two consecutive terms. Terms for members are staggered so that some continuity for the Council activities is maintained.
    • The Council Vice Chair serves a one year term and may be elected for no more than two terms.
    • Council committee Chairs and members are appointed for one year terms and may be reappointed for terms coinciding with the committee's specific operating guide.
    • Council task force Chairs and members serve for the duration of the task for which the task group is constituted. Most tasks are one year or less in duration.
  • IV. Structure

    The Council on Professional Affairs operates under the direction of the Board of Directors with input from the House of Delegates.  The Council operates in concert and coordination with the other Society Councils to ensure commonality of purpose and compatibility of programs and to avoid duplication of effort and inefficient use of Society resources.

    To achieve program objectives the Council shall establish and operate committees and task groups as needed.  Emphasis will be given to minimizing the use of standing committees and maximizing the use of task groups.

    V. Council Functions, Committees and Task Groups

    A. Council Functions
    Within the purposes and responsibilities identified above and which may be delegated to its standing committees (Council on Government Affairs, Educational Standards Committee and the Technical Professional Recognition Committee), the Council is responsible for the following:

    • Developing and maintaining academic standards for programs and disciplines that are involved in preparing individuals for entry into or advancement in the safety profession or professional safety practice.
    • Establishing and maintaining participation for the Society in organizations and activities related to academic accreditation for safety.
    • Developing and maintaining standards of practice to include such things as model position descriptions, contracting language for professional safety activities, and information on professional safety as a career field.
    • Developing, maintaining, and promoting standards of competency, such as those used for establishing qualifications of practitioners in government laws, regulations and standards, in consensus standards, and in registration, certification and licensing.
    • Identifying and pursuing opportunities to promote the profession in public policy and through government agencies, business, the information highway and other avenues.
    • Informing the membership of legislative activities affecting or potentially affecting professional safety practice and the safety profession and advising other units of the Society, such as Councils, Regions, Chapters and Practice Specialties of the status of such activities. The information should include recognition achieved in government, business and other written documentation.
    • Administering the Society Fellow award program that recognizes professional achievement of Society Professional Members.
    • Establishing and operating partnerships with other professional organizations for purposes of promoting and seeking recognition for the safety profession, representing the Society in academic accreditation or similar activities.
    • Advising schools in meeting safety academic standards and preparing for accreditation.
    • Monitoring the routes of entry and numbers of individuals entering the safety profession and analyzing the job potential for professional safety positions.
    • Promoting the safety profession as a career option for students.
    • Developing and pursuing a strategy for ensuring that there is a sufficient supply of qualified academic instructors for the safety professional field.
    • Maintaining coordination with, regularly providing information to, and assisting other organizational units of the Society in dealing with matters related to professional affairs.
    • Assisting other Councils in identifying programs or program elements that contribute to recognition for and promotion or advancement of the safety profession. Seeking input from other Councils on professional affairs programs.

    B. Council Committees and Task Groups

    The Council will regularly evaluate its program needs and funding and establish committees and task groups suitable to operate and maintain its programs. 

    Standing committees include: Council on Governmental Affairs; Technical/Professional Recognition Committee and the Educational Standards Committee.

    Standing Committees shall have written operating procedures that are approved by the Council.

    Each task group formed by the Council shall have a charter document that follows the format established by the Board of Directors.

    VI. Council Operations

    A. Meetings

    Frequency: The Council shall meet at least twice a year.

    Schedule: The schedule of meetings shall be drawn up by the Council Chair and agreed to by the Council members.

    Quorum: A quorum exists when at least one-half of the members of the Council are present at a meeting, one of who must be the Chair or Vice Chair as the presiding officer.  A majority vote of members present shall be sufficient for Council actions, except as otherwise specified by these rules.

    Agenda: A call for agenda items will be sent to all Council members by the staff liaison prior to each Council meeting.  Agenda changes and additions may be made at the beginning of each Council meeting.  Any member of the Council, any Council committee or task force, or the Board of Directors may place items on the agenda.

    Motions and action items: The Council is authorized and required to act on business items that do not require Board action.  The Council will regularly report to the Board of Directors.

    Parliamentary Procedure: For matters not governed by Council operating procedures or Society Bylaws, the latest edition of Robert's Rules of Order (Newly Revised) shall guide the transaction of business at Council meetings.  The Chair may appoint a parliamentarian for each Council meeting from among Council members.

    Ballots: Official business of the Council may also be transacted by mail,  FAX, or E-mail ballot. For approval, a majority of the Council must vote in favor of any ballot initiative. Council members must be notified of the deadline for ballot voting, which must be no less than 10 days from the date the ballot is received.

    Minutes:The staff liaison will prepare minutes for all Council meetings and distribute the minutes to all Council members for review, comment and approval.  Minutes of the previous Council meeting will be on the agenda for approval at the subsequent meeting.  Copies of approved minutes will be distributed to Chairs of other Councils, to Council committee and task group Chairs and to the Board of Directors.

    B. Reports
    Reports for Council meetings will be requested from Council members, committees, task groups and staff liaison prior to each scheduled Council meeting.  The reports will give progress on Council programs and activities or provide background information for agenda items.

    The Council Chair and Chair of each of its committees and task groups will prepare a written annual report of activities and accomplishments.  Task groups will prepare a report at the end of their program assignment.

    C. Staff Liaison
    The Council will be assigned appropriate staff liaison by the Executive Director.  The staff liaison is responsible for:

    • Issuing calls for meetings and Council reports
    • Preparing agendas in coordination with the Council or committee Chair
    • Preparing meeting materials for Council and committee members
    • Researching proposed action items and obtaining cost estimates where needed
    • Keeping minutes of Council and committee meetings and preparing and distributing copies to Council or committee members
    • Recommending programs and actions for achieving Council objectives and functions
    • Carrying out funded Council programs and assigned Council actions
    • Reporting on program progress and expenditures
    • Coordinating development of the Strategic Plan and budget for the Council and its committees and task groups

    D. Budgeting and Finance
    The Council operates within the Society budget, including travel, meeting and staff support expenses.  Committees and task groups are funded through specific program plans and budget actions of the Council or Board of Directors.

    With assistance from staff liaison, the Council participates in the Society budgeting process and cycle, requesting funds for Society and Council programs and operations that are included in the Society Strategic  Plan.

    E. Strategic Planning
    The Council participates in the Society Strategic Planning process and budget cycle in the areas for which it is responsible.

    VII. Amendments

    The Council may amend these operating procedures by means of a majority vote.  Changes shall become effective after approval by the Board of Directors.


    Approved By/Date: Board of Directors 2/11

    Replaces Edition Dated: 10/04

    Date of Revision: 2/14

     
     

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