PIRA Physics Instructional Resource Association

Physics Instructional Resource Association
Department of Physics, University of Colorado, Boulder

The PIRA Handbook for Officers and Committees (05-06)

I. Introduction

The "PIRA Handbook for Officers and Committees" lists the duties of each officer, the charge of each committee, and policies for the PIRA Resource room, the Newsletter, and any other policy approved by the Executive board (or membership). The Handbook is intended to be a repository of policies that need to be more flexible and easily changed than bylaws. It also will allow more detailed instructions and advice to be written for officers and committees, and will make more detailed information about committee activity readily available.

II. Dues – This section may change if Stephen Irons Amendment of 07/05 is passed.

1. The annual dues shall be $10.00 per person or institution, payable prior to October 1 each year.

2. The Newsletter Editor shall be authorized to send notices of dues to those who do not pay at the required time. Notices of Dues may also be printed in the PIRA Newsletter.

3. Each Dues paying member shall receive instructions for communicating with Association members by electronic mail, and access to the PIRA website which includes a member directory and the PIRA Newsletter.

4. 1st place Apparatus committee winners are given free PIRA memberships for the 1 st year.

III. Newsletter General Considerations

1. The purpose of the newsletter is to disseminate timely information to the membership. Even publishing less often that the AAPT journals, we are more timely since things don't go through the same amount of 'editorial process' as in the journals, and we're less formal too.

2. The Newsletter will be published when enough content is available with there being at least one issue per year.

3. Sponsorship and/or advisement in the newsletter will be at the discretion of the newsletter editor with consultation of the executive board if needed. Position openings are an exception. No fee is charged to list a position opening, and they are included as a service to the membership, and not considered advertising. Classified advertisements for buying and selling equipment are an exception, as long as it is restricted to non-commercial sales & swaps between members. No fee is charged for these listings. They are also included as a service to the membership, and not considered advertising.

4. Contests, promotions and other related activities should be review by the Executive Board before they are used in the Newsletter.

5. Editors are authorized to transfer information between the list-serve forum "TAP-L" and the PIRA Newsletter at their discretion unless otherwise noted by the author.

6. Incidental Newsletter costs will come out of the general fund as needed.

7. New members gained through the summer AAPT meetings will be given a new member packet. The new member packet will contain the following information: Instructions for gaining access to TAP-L, (possibly) PHYS-L, and back issues of the newsletter, a copy of the Physics resource collection/Resource CD, and grant information available to members.

IV. PIRA Resource Room

1. The PIRA Resource Room shall be held at the AAPT Summer Meeting. Members of PIRA will staff a room during the majority of the Summer Meeting to provide catalogs, manuals, and publications of interest to people who design and construct instructional physics apparatus as well as those who manage instructional laboratories, lecture demonstrations, and other teaching centers. Media and software should also be available for review.

2. Selling in the Resource Room - Only PIRA Members can display sales items in the room, with an accompanying address for information. Only PIRA can collect money in the room.

V. PIRA Sessions

1. The Invited Session shall be held at the AAPT Summer Meeting. The chairman of the Invited Session committee will determine the focus and invite speakers for the next year's session.

2. The General PIRA Workshop should be arranged for the Summer Meeting. It should focus on problems and solutions common to managers of physics laboratories, demonstrations, learning centers, courseware centers, and other resource professions and help initiate ideas, trade information and set up lines of communication between the participants. This workshop may be held in alternate years.

3. The Workshop for Lab Managers should be arranged for the Summer Meeting. It should focus on problems relating to the setup, instruction, and management of the physics laboratory and help initiate ideas, trade information and set up lines of communication between participants. This workshop may be held in alternate years.

VI. Officer's Duties

Executive Board

From Bylaws Section V. 1-5.

1. The Executive Board shall insure coordination and planning for Association activities. The Executive Board shall be consulted during the year by the President by phone, mail, or email, and shall act in concert at all times. When possible, the Board shall convene at the AAPT Winter Meeting.

2. The Executive Board shall review and approve interim changes to the policies listed in the "Handbook for Officers and Committees" and submit these changes to the members for approval at the next annual meeting.

3. The Executive board shall recommend the amount of PIRA dues for the next year and any changes to the policies on membership. The members present at the annual business meetings shall approve any change in the amount of dues or membership policy and these changes shall not be modified before the next annual business meeting. These policies shall be included in the "PIRA Handbook for Officers and Committees.

4. Debts for the Association may not be incurred without the prior approval of the majority of the Executive Board.

5. The President may call upon the officers of the Association to perform any special tasks he/she may wish to require of them in pursuance of goals of the Association.

Executive Board Deadlines

1. The Board should discuss possible nominations to AAPT area committees by the appropriate due date (call for Nominations can be expected in the Sept. Announcer). If a PIRA member is especially qualified to serve on an AAPT committee and that involvement would greatly benefit both PIRA and the AAPT, the Board may wish to submit a nomination. Persons nominated should be contacted about their willingness to serve and asked to send in self-nominations also.

Past-president’s Duties

From Bylaws Section VI. 3.

The Past-president shall be chair of the nominating committee.

Past-president's Deadlines

1. Nominations must be complete by late April for inclusion on ballot in the pre-meeting issue of the newsletter (This issue must be out at least one month prior to the annual business meeting.).

President’s Duties

From Bylaws Section III. 1.

The President shall (1) administer and supervise the affairs of the Association, (2) call all Association and Executive Board meetings, (3) preside at Association and Board meetings, (4) represent the Association at AAPT official occasions, (5) generate an agenda for the annual business meeting in consultation with the Executive Board, and (6) submit an annual report to the AAPT Executive Office and the Secretary prior to the AAPT required deadline of each year. The annual report will include the names and addresses of officers and a description of the past year's activities and future plans.

From Bylaws Section VI. 2.

“The President shall appoint a committee of three members, none of whom shall be serving on the Executive Board, to act as a Constitution and Bylaws Committee.”

President's Deadlines

1. PIRA Annual Business Meeting

President should consult the AAPT website for information on current deadlines which typically falls in October.

2. Annual Report

Annual Report should be submitted before the deadline on the AAPT website which is usually in September.

President-elect’s Duties

From Bylaws Section III. 2.

"The President-elect, in the absence of the President, shall perform the duties of the President. The President elect shall (1) attend the Winter and Summer meetings of the AAPT Apparatus Committee or send an appropriate representative, (2) fill out session request forms for PIRA sessions and submit them to the Apparatus Committee (3) attend the Winter and Summer meetings of the AAPT Program Committee or send an appropriate representative (4) the President-elect shall be responsible for although not necessarily presiding over or organizing these A) PIRA Invited Session; B) General PIRA Workshop; and C) other PIRA sessions. The President-elect shall follow any instructions specifically approved by the membership at the annual business meeting regarding these sessions. Other duties include: (5) acting as parliamentarian; and (6) fulfilling special tasks required by the President."

President-elect's Deadlines

1. Deadlines for PIRA Invited Session

President elect should consult the AAPT website for information on the current deadlines which in the past has fallen in October. Contact each PIRA Officer to ask for their ideas on invited speakers. The session request form is automatically sent to the current Apparatus Committee chairperson when the online form is submitted. Abstract deadlines for invited papers are on the AAPT website. Send each invited speaker a letter telling him or her they are invited along with a copy of his or her abstract.

2. Deadlines for PIRA General Workshop

Consult the AAPT website for the submission deadlines. When filling out the online form, consultation with the former officers and the host institution about the equipment and room space available is suggested. An abstract should be submitted by the deadline on the AAPT website.

Vice-president’s Duties

From Bylaws Section 111. 3.

"The Vice-president shall be responsible for the PIRA Resource Room during the next AAPT summer meeting after his/her election. The vice-president shall have the option of forming an interim committee to assist him/her in carrying out this duty and recruiting PIRA members present at the AAPT Summer meeting for duty in the PIRA Resource Room. The Vice-president shall maintain and update policies of the PIRA Resource Room in consultation with the Executive Board and make them available in the PIRA Resource Room as a section of the "PIRA Handbook for Officers and Committees". These policies shall be approved by the membership of PIRA at the annual business meeting.”

Vice-president Deadlines

1. Deadlines for PIRA Resource Room

a. Consult with host institution concerning the availability of resources including Internet access, printing, etc. Submit a Session Request on the AAPT website by the appropriate deadline usually falls in October.

b. See if Paul Stokstad of PASCO will provide the copy machine for the resource room. If not, consult the host institution about providing a copy machine. Consult with the past Vice President concerning this.

Secretary

From Bylaws Section III. 4.

"The Secretary shall (1) conduct Association correspondence as directed by the Executive Board, (2) keep minutes of Association and Executive Board meetings, (both in person and via e-mail), (3) maintain the "PIRA Handbook for Officers and Committees" listing the duties of each officer, charge of each committee, and policies for the PIRA Resource Room, the Newsletter, and any other policy approved by the Executive Board. The Secretary shall (4) function as historian for the Association."

Secretary's Deadlines

1. Deadlines for PIRA Handbook

Have the Handbook updated as far as possible for member approval of changes at the annual business meeting. Be sure to have the Officer's duties deadlines sections updated so the officers will begin the year with accurate, timely deadline information. Consult online resources for deadlines at aapt.org. and past Secretaries.

Newsletter Editor

From Bylaws Section 111. 5.

"The Newsletter Editor shall (1) edit and publish the PIRA Newsletter. The Newsletter Editor shall (2) maintain the membership list of the Association and shall (3) maintain and update policies of the Newsletter in consultation with the Executive Board. The policies shall be approved by the membership of the Association at the annual business meeting and be included in the "PIRA Handbook for Officers and committees". The Newsletter Editor shall function as the treasurer and (4) receive, handle and deposit all Association moneys in a bank authorized by the Executive Board, (5) collect Association dues, (6) pay Association bills promptly, and resolve payment of any debts approved by the Executive Board, (7) report the financial condition of the Association to the membership at the annual business meeting and in the next PIRA Newsletter after the meeting, and (8) report the financial condition of the Association to the Executive Board on a quarterly basis."

Newsletter Editor’s Deadlines

The latest issue of the Newsletter should be published at least 30 days prior to the Summer Meeting.

From Bylaws Section VI. 3.

“The Past President shall be the chair of the Nominating Committee. The President shall appoint two PIRA members, none of whom shall be serving on the Executive Board, to act with the Past-President as a nominating committee. The nominating committee shall administer elections in accordance with section II. 2. and section II. 3.

VIII. Constitution and Bylaws Committee

1. Constitution and Bylaws committee members should be prepared to provide information about the constitution and bylaws to the PIRA membership at the annual PIRA business meeting.

2. The Constitution and Bylaws committee chair shall keep a log of proposed changes, initially screened for validity by the committee, until such time as each is acted upon. This log shall be passed to each succeeding chairman of the committee.

IX. Continuing Committees

1. Professional Concerns: The committee should submit a crackerbarrel session request form online at the AAPT website by the appropriate deadline. The PIRA PCC has been formed to examine the working conditions, salary ranges, national interaction and professionalism of physics support staff at colleges and universities around the country. The activities of the PCC will hopefully result in a 'national median' for salary and duties for these positions and will work to encourage administrations to send support staff to regional and national meetings to help them become more effective professionals.

2. Demonstration Classification Scheme: The PIRA Demonstration Classification Scheme (or PIRA DCS) is a major project, which is of important to anyone who uses or develops classroom demonstrations for teaching physics. The project, initiated by Philip Johnson at the University of Minnesota, has established a numbering system for physics demonstrations. Spin-offs associated with the DCS are lists of 200, 500 and 1000 demonstrations considered by a committee of professional demonstration managers as being the most desirable for teaching basic physical principles. A complete bibliography is in the works that includes an index of references to books, journals, and video resources linked to the demonstrations.

X. Miscellaneous Policies

1. Current Constitution & Bylaws - Source - l994 annual meeting minutes have Tony clarify and write this section

2. Physics Resource Collection/Resource CD.The PIRA Physics Resource Collection/Resource CD shall be updated on an annual basis and in time for the summer meeting.

3. Open Records, the records of PIRA are open to inspection by those with valid requests, citizens of the state of Florida, and state officials, if from states purchasing PIRA memberships for employees.

Last updated online March 22, 2006

The Handbook prior to this date can be found here.