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SIGMAA Officer Handbook

SIGMAA Officer Deadlines

Below are deadlines for receipt of reports and proposals relevant to SIGMAAs. Mandatory items are highlighted.

January 31, 2014
JMM 2015 Minicourse Proposals
January 31, 2014
JMM 2015 Contributed Papers Proposals
March 1, 2014
SIGMAA 2013 Annual Report
April 15, 2014
JMM 2015 Panel/Other Activity Proposals
September 25, 2014
Nomination Information for Officer Elections
October 8-22, 2014
SIGMAA Officer Elections Open
October 15, 2014
MathFest 2015 Minicourse Proposals
October 15, 2014
MathFest 2015 Contributed Papers Proposals
December 31, 2014
MathFest 2015 Panel/Other Activity Proposals

For detailed information on submitting proposals to organize events at a Joint Mathematics Meeting or a MAA MathFest, see our Propose a Session Guidelines or contact Gerard Venema at venema@calvin.edu.

Annual Reports

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 use the link below to submit your 2013 Annual Report, due March 1, 2014. Respond as completely as possible, keeping in mind the objectives of this form mentioned above. 

Click here to submit your 2013 Annual Report.

SIGMAA Finances

A lot has changed for SIGMAA Finances over the past couple of years! Read the SIGMAA Finance FAQs for an overview.

Budgets and Financial Reports

SIGMAAs should plan each year based on income from the previous year (see the FAQs above for more detailed information). Financial reports are sent each quarter from the MAA Programs Department. If your SIGMAA does not receive yours, let us know.

Planning Events and Projects

For routine events within your budget (small receptions at a meeting, prizes given annually, etc.), we don't need to know ahead of time. Just submit the proper forms for reimbursement.

For non-routine events or large projects, please submit a Project and Event Proposal Form.

Requesting Payments from SIGMAA Accounts

For payments going to people, use the MAA Reimbursement Form.

To request checks for other purposes, use the MAA Check Request Form.

Send all forms to programs@maa.org or mail hard copies to MAA SIGMAAs, Attn: Julia Dills, 1629 18th Street NW, Washington, DC 20036.

DONATIONS

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.

Please remember to keep a copy of all receipts for your records.

SIGMAA Member COmmunications

Membership and Mailing Lists

We can send you membership list of your SIGMAA at any time (note that it will not include email addresses). To request a list, either the Chair or Secretary of the SIGMAA should email programs@maa.org. Please note that these lists can include mailing addresses but cannot include email addresses. If your SIGMAA is sending out a hard-copy mailing, we are happy to either have it printed and sent from HQ or to send you mailing labels.

If someone is already an MAA member and would like to join a SIGMAA, he or she should call 1-800-331-1622 and we can update the membership and accept payment (SIGMAAs are $12 per year) over the phone. This type of update cannot be made through the website.

Listservs

We update SIGMAA listservs about once a month. If members is wondering why they are not receiving emails, please have them email programs@maa.org (it is usually because either their MAA or SIGMAA membership has lapsed). If you need to change the moderator of your SIGMAA's listserv, just let us know. 

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.The timeline for 2014 elections is below. If your SIGMAA cannot meet these deadlines, please let us know as soon as possible.

  • September 4 - 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 3 - 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 22 - Last day to vote

  • October 23 - Election results will be submitted to the Chair. 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 Julia Dills, 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.

Officer Communications

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 sigmaa-officers@lists.maa.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.

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 Julia Dills.

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.

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