SIGMAA Annual Reports
SIGMAA Reminders & Responsibilities
Click here for a list of deadlines for SIGMAA officers.
The deadline for submission of Annual Reports is March 1 of the following year. The purpose of this Annual Report is to collect information about the operation and activities of all the SIGMAAs (Special Interest Groups of the MAA) in an effort to establish a record for archival purposes. This information will be maintained by the MAA Department of Programs and Services and shared, in a variety of forms, with the SIGMAAs, with various MAA administrative units, and with the MAA general membership. This effort will enable the Department of Programs and Services, along with the MAA Committee on SIGMAAs, to better serve the needs of SIGMAAs and their members as well as provide SIGMAAs an opportunity to share best practices, new ideas, and concerns.
Please respond as completely as possible, keeping in mind the objectives of this form mentioned above. Simply type your responses in your SIGMAA's column in the Google document listed below. Access will be granted to the SIGMAA Secretary or Secretary-Treasurer.
Strategic Planning Work Group on SIGMAAs Updates |
The full SPWG (Strategic Planning Work Group on SIGMAAs) report is in the members-only portion of the web.
Membership for SIGMAA Officers
All SIGMAA Officers are required to have current membership with the Mathematical Assocaiton of America and the Special Interest Group they hold office. If you have any questions about an officer's membership status, please email Annie Baer.
SIGMAAs are only to submit a budget request for the upcoming year if they are requesting to use some of their accumulative reserves. If no budget requests are made, each SIGMAA will have it's re-occurring base budget put together in the MAA HQ Finance Office. The template should be downloaded, completed, and returned to Sharon Tryon. Budgets requests submitted after the deadline may not be considered.
PLEASE NOTE: As of this year (2012) no new money can be accrued, they can only use up to 50% of their (old) accrued balance, and after 2014, any remaining accrued balances will no longer be available.
Annual SIGMAA Hard-copy Mailings
SIGMAAs are no longer required, but strongly encouraged, to send an annual hard-copy mailing to all members. For SIGMAAs who wish to send hard-copy mail please note the following:
In addition to highlighting your upcoming activities, we ask that you remind your members that most SIG communications are electronic, and request that they make sure they have supplied an accurate email address to the MAA.
All mailings must include information on your officer election.
Usage of the MAA logo should fall within the MAA branding standards.
All copy must be edited by the SIGMAA newsletter editor, or other designated persons.
The cost of doing such a mailing should be included in your budget request, as it will come out of the SIGMAA's budget.
All SIGMAA mailings to its membership must be done through the MAA.
Choose the most reasonable quote given for the job.
Email Annie Baer with the specifics of the proposed mailing for options and accurate printer quotes.
Unsolicitied donations can be made directly to the MAA, with the SIGMAA designated as the recipient. Solictied donations must first be cleared through Michael Pearson. Please see the PI manual for more details.
All expense reimbursements and/or payments to be made from the SIGMAA budget can be processed by completing the Expense Reimbursement Form. Please scan and send the form, along with all relevant receipts, to firstname.lastname@example.org. Electronic submissions are preferred, but hard copies can be sent to:
Attn: Annie Baer
1529 18th Street NW
Washington, DC 20036
Please remember to keep a copy of all receipts for your records.
SIGMAA Election Procedures
The national office will administer all SIGMAA elections online each Fall. Elections are to run during the months of October or November and end before the MAA winterbreak. In order to properly administer this, the SIGMAA should follow these procedures:
September 5 - Secretaries and Chairs receive an email reminder about election dates and procedures.
September 25 - Deadline to send all candidate information to MAA HQ. Please include titles of office, names of candidates, and brief bios, and email address (for membership verification).
October 4 - Deadline for non-member candidates to establish membership. All candidates will be checked for current membership in both the association and SIGMAA. Those candidates without current memberships will be contacted and requested to renew. Those candidates that do not restablish their memebeships will be removed from the ballot to keep all elecltions on schedule.
Once all memberships have been checked, a SurveyMonkey ballot will be created and sent to the Chair or Secretary for approval. The approved ballot will be sent to all members of the SIGMAA for voting. The ballot will remain open for two weeks.
October 8 - Ballots open.
October 21 - Last day to vote.
October 22 - Election results will be submitted to the Chair of the SIGMAA the first week of November. The Chair may then choose how to announce the results.
All scheduled elections MUST take place, even in the event of an uncontested slate, and include the option for write-in candidates.
Please note that paper ballots are available, but are by request ONLY. To obtain a paper ballot, the member should contact Annie Baer, and it will be mailed or faxed out. In order for the paper ballot to be processed with the online votes, it must be received before the close of the election window.
Changes to SIGMAA Charter
At any time, a SIGMAA may make changes to its charter. To properly make these changes, the following rules must be observed:
Substantive changes must be sent to the Committe on SIGMAAs for approval before being voted on by the membership.
Any changes made to bring a SIGMAA's charter inline with the MAA's model charter do not need to be voted on by the membership. Please note: this does not mean that the membership has to be excluded from such a vote, only that they aren't required.
All changes need to be sent to the Committe on SIGMAAs, even after voting has occured. They will then forward the proposed changes on to the Executive Committee of the MAA for final approval.
View the model SIGMAA Charter.
SIGMAA Quarterly Reports
SIGMAAs are sent reports four times a year. These reports will contain:
A financial spreadsheet, showing the revenues and expenses for the previous quarter, as well as YTD.
A report containing information on the total number of members in all the SIGMAAs.
SIGMAA Officers should review these reports and take appropriate action if needed, such as reporting any expenses/revenues not shown on the spreadsheet, etc. Any questions about the reports should be directed to Sharon Tryon.
SIGMAA Deadlines Calendar
There are many deadlines that SIGMAA Officers need to be aware of including annual reports, budget requests and proposals for contributed paper sessions, minicourses, and MAA sessions.
For detailed information on submitting proposals to organize events at a Joint Mathematics Meeting or a MathFest, see our meetings deadlines page or contact Gerard Venema at email@example.com. To plan your event logistics, contact Laura Witowsky, Senior Meetings Coordinator at the MAA.
View the SIGMAA Deadlines Calendar
All SIGMAA Officers are enrolled in the SIGMAA Officers listserv that is used to send out messages that pertain to SIGMAAs. To ensure that these messages are not blocked by spam filters, add the address firstname.lastname@example.org to your address book. All messages are archived online and can be accessed here:http://lists.maa.org/wws/arc/sigmaa-officers. Please note that you will need to log in to http://lists.maa.org to view the archives. If you have not done so before, use the First Log-in link in the upper right corner.
Awards and Prizes
Any award or prize that a SIGMAA wishes to administer and present is the sole responsibility of the SIGMAA. The description of the award, all criteria for the nomination and selection of the award, including how the selection committee is formed, should be posted on each individual SIGMAA’s website.