Student Activities

Handbook

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MANUAL OF PROCEDURES STUDENT ACTIVITIES
COMMITTEE

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Manual of Procedures

STUDENT ACTIVITIES COMMITTEE

FOREWORD

Upon appointment to the Student Activities Committee, the new member should obtain a copy of the
Rules of the Board) and Manual of Procedures (MOP) and become thoroughly familiar with each
document.

The Manual of Procedures is an in-depth description of the duties and responsibilities of the Committee
members.

Appendices are part of the MOP and therefore require approval by the reporting body.

This committee shall develop procedures for recommending updates to the

strategic plan on a continuous basis. As a minimum the committee shall
submit a report to the council at a time determined by the Planning
Committee. The report includes the current status of each activity which
supports the fulfillment of the committee’s assignments under the
strategic plan. The committee shall report to the council all
recommendations for changes to the strategic plan as provided by the
committee’s constituents prior to the Annual Meeting.

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TABLE OF CONTENTS

Page

Foreward………………………………………………………………………………………………2…
Duties/Responsibilities of Student Activities
Regional Vice Chairs ...................................................................................................................4-7
Accreditation Representatives……………………………………………………… ...7-9

Subcommittees
Student Activities K-12 ............................................................................................................ 9-10
Student Activities Post High School ...................................................................................... …. 10
Student Project Competition ......................................................................................................... 11
Undergraduate Program Equipment Grant ................................................................................... 11
Accreditation Activities ................................................................................................................ 11

Committee Liaisons (Membership Promotion, YEA) ............................................................................... 12

Student Activities Committee Chair .................................................................................................... 13-15

Student Activities Committee Vice Chair .................................................................................................. 16

Student Activities Committee Staff Liaison ........................................................................................ 17-18

Student Activities Board Ex-Officio .......................................................................................................... 19

Student Activities CRC Workshop (Appendix A) .............................................................................. 20-22

Guidelines for Regional Student Branch of Year Award (Appendix B) ................................................... 23

Guidelines for Student Branch Advisor of the Year Award (Appendix C) ......................................... 24-25

Student Program and Student Consultant (Breakfast) (Appendix D) ........................................................ 26

Design Competition Guidelines (Appendix E) .................................................................................... 27-29

Design Competition Timeline and Procedures (Appendix F) ............................................................. 30-31

Undergraduate Program Equipment Grant (Appendix G) ......................................................................... 32

Undergraduate Program Equipment Timeline and Procedures (Appendix H) .................................... 33-34

Student Activity Achievement Award (Appendix I) ........................................................................... 35-36

Mentoring Program (Appendix J) ........................................................................................................ 37-38

Guidelines for Awards (Appendix K) ........................................................................................................ 39

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MANUAL OF PROCEDURES
For

STUDENT ACTIVITIES REGIONAL VICE CHAIRS AND ACCREDITATION

REPRESENTATIVES

General Duties/Responsibilities of all Student

Activities Regional Vice Chairs

Responsible for:

Operation of Student Activities Committee including developing, revising, deleting and administering
programs relating to student education.

Duties:

The following duties are the minimum required by each Regional Vice Chair for Student Activities. The
failure to perform, in a satisfactory manner, any duty may be reason for the appropriate Regional Chair
or the Society Student Activities Committee Chair to recommend termination of the appointment of the
individual.

For attendance at meetings listed below, these duties apply to both the "incoming" and "outgoing" vice
chairs, as well as the "established" chair. Transportation costs to and from the Society meetings are paid
by Society for incoming, outgoing and established chairs in attendance at the Committee meetings.

1. Attend all scheduled Student Activities Committee meetings.

A. Two meetings of the Student Activities Committee occur each year, concurrent with the
Society Annual and Winter meetings (June and January).

B. Student Activities Committee meetings are usually scheduled for Friday and
Saturday. At the discretion of the Student Activities Chair, an early morning and/or an
afternoon session may be scheduled at the annual meeting to orient new committee
members. All members would be expected to attend the orientation session as well as
the regularly scheduled Committee Meeting.

C. Regional Vice Chairs actively participate in the business of the Society regarding student
and faculty related activities at the Student Activities Committee meetings. Robert's Rules
of Order are followed. Regional Vice Chairs are given specific assignments and are
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expected to be fully prepared to make presentations with recommendations regarding
these assignments so that time spent at the meeting is most productive.

D. Regional Vice Chairs assigned as Subcommittee Chairs shall attend the Executive
Committee (ExCom) meeting usually scheduled on the Friday afternoon preceding the
regular meeting.

2. Attend Regional Planning Meetings. (Transportation reimbursed by society)

3. Attend Chapters Regional Conference

A. One Chapters Regional Conference (CRC) is held each year within each Region. Each
chapter within the region usually takes its turn in hosting the CRC. CRCs are held either
in the fall or spring, depending on the policy of the region.

B. CRC meetings last 2 to 4 days and involve both technical sessions and Society business at
the regional level.

C. Regional Vice Chairs for Student Activities actively participate in CRC meetings via:

1. WORKSHOPS* - A workshop is conducted by each Student Activities

Regional Vice Chair for the purpose of acquainting chapter student activities
chairs with the Chapter Student Activities Committee Handbook and informing
chapter SA Chairs about society Student Activity objectives and goals. (A/V aids -
slide modules, etc. are available to assist the Regional Vice Chair in conducting
the workshop) (See Appendix A)

2. REPORT* - Present a 10-minute to half-hour report of the past year's student

activities to the Regional Officers and Regional Delegates.

*Scheduling the workshop and report are worked out at the regional level between the Regional
Chair and the Vice Chair. Student Activities Regional Vice Chairs must
ensure that a workshop of sufficient length (two hours as minimum, four
hours recommended) is scheduled.

D. Transportation to the CRC for Regional Vice Chair and the Student Activities Chair is
reimbursed by Society.

4. Administer Regional Student Activities Awards Program

5. Conduct Student Branch Operations review with each Student Activities Chair at the beginning of
each year.

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6. Maintain a month-by-month liaison with chapter student activities chair within your region for
the purpose of ensuring that the student goals of the Society are carried out by each chapter.

A. Written correspondence is encouraged to avoid misunderstandings.

B. Personal and telephone correspondence is encouraged so that a one-to-one relationship

may be established between the Regional Vice Chair and the Chapter Chairs.

7. Attend chapter meetings within the region at the request of the Regional Chair.

A. A request is usually to:

1. Represent the Regional Chair because the Regional Chair cannot attend. In this
case, Society and Regional matters would be involved, with the Regional Vice
Chair covering all subjects as requested by the Regional Chair. A short speech at
the chapter meeting is usually required; pre-meeting sessions, e.g. with the Board
of Governors, is also usually required.

2. Accompany the Regional Chair, or attend alone, for the purpose of student
activities matters, e.g. strengthening a chapter in student educational matters by
giving them individual attention - a helping hand at the place where they conduct
chapter business. A maximum of three meetings may be requested.

B. Transportation is reimbursed by Society after approval by the Regional Chair. Chapters

are encouraged to provide lodging and dinner, if required.

8. Encourage students to submit entries to the Student Design Competition. Judge the entries
received at the regional level to ensure that each entry meets the required criteria and is worthy
of submission for Society-wide judging.

9. Each chapter is responsible for entering PAOE information into the ASHRAE database via the
website. RVC’s may access the website to obtain information for chapters in their Region and to
enter points also. There will be no need for monthly or quarterly reports to the Regional Vice
Chairs by the Chapter Committee Chairs.
PLEASE NOTE: PAOE points will be entered directly on forms on the ASHRAE web site
by the Chapter Presidents and Chapter Committee Chairs by using the chapter PINs. The
Chapter President and the Chapter Committee Chairs are responsible for ensuring that the
data is entered and that the reporting is completed by June 30. The RVCs may access the
web site to obtain information for chapters in their Region. There will be no need for
monthly or quarterly reports to the RVCs by the Chapter Committee Chairs. See page 6
for RVC responsibilities in PAOE reporting.

10. Answer all correspondence promptly. Any contact, oral or written, usually should be answered
within one week of receipt. A negative reply with indication of future action is recommended if
an immediate reply cannot finalize the inquiry. Copy other committee members (chair) and staff
liaison as appropriate.

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11. Perform all other duties as assigned by the Director & Regional Chair and/or the Society Student
Activities Committee Chair, e.g. participation on subcommittees of the Student Activities
Committee.

12. Refer to the Student Activities Committee Board Approved Rules (BAR) for further information on
policies and procedures.

General Duties/Responsibilities of all Student

Activities Accreditation Representatives
Responsible for

Participation in the business of the Society regarding ABET and accreditation related matters. Reps are
required to attend their Accreditation Subcommittee meeting and the Accreditation Subcommittee
Chair is required to attend the ExCom meeting. They participate in the main
Committee meeting. They do not follow any of the required duties of a Regional Vice Chair. The EAC
and TAC Commissioners must follow through on their annual duty to serve as the team chair for
accreditation visits.

Duties

This subcommittee will be comprised of ASHRAE’s representative to the ABET Board of

Directors as well as ASHRAE’s representatives to the Technology Accreditation Commission
(TAC) and the Engineering Accreditation Commission (EAC) respectively. EAC and TAC
representatives must attend the accreditation committee meetings.

ABET Board of Directors

1. One representative shall be appointed to represent ASHRAE on the ABET Board of Directors (BoD)
and another shall be appointed as an Alternate. Each appointee shall serve a three-year term.

2. The Representative and Alternate shall attend the ABET BoD, Annual and other appropriate
meetings of ABET, participating in the deliberations and actions as required by the ABET
procedures.

3. The Alternate shall act in the place of the Representative when the Representative is unavailable.

4. The Representative and Alternate shall report their participation in ABET BoD activities and
pertinent actions of the ABET BoD to the Student Activities Committee, but without divulging
secret accreditation information.

ABET Commission Members

1. Two representatives shall be appointed to represent the Society to the ABET's Engineering
Accreditation Commission (EAC) and to the Technology Accreditation Commission (TAC). Five-
year term.

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2. Commission members will attend ABET Commission meetings in addition to Society meetings.
The representatives will also travel as assigned by the Commission in order to participate in the
accreditation process.

3. The Technology Accreditation Commission Representative shall be responsible for

developing and updating the Program Criteria for Air Conditioning and Refrigeration
Technology and similarly named programs.

4. The Engineering Accreditation Commission Representative shall be responsible for developing

Program Criteria for Air Conditioning and Refrigeration Engineering and similarly named programs
when such programs come into existence.

5. The representative shall report their participation in ABET Commissions activities

and pertinent actions of the ABET Commissions to the Student Activities
Committee, but without divulging secret accreditation information.

Program Evaluators and Observers

1. ASHRAE members will be recommended as ABET Program Evaluators and

Observers by the Student Activities Committee Chair. Currently there are only such
programs in Engineering Technology.

ABET Program Criteria

Applicability
These program criteria apply to engineering technology programs that include air conditioning, HVAC,
refrigerating, heating, or ventilating and similar modifiers in their titles.

Objective
An accreditable program in Air Conditioning, Refrigerating, Heating and Ventilating Engineering
Technology will prepare graduates with the technical and managerial skills necessary to enter careers in
the design, application installation, manufacturing, operation, marketing and maintenance of heating,
ventilating, air-conditioning, and refrigeration (HVAC&R) systems. Graduates of associate degree
programs typically have competence in airconditioning processes, heating/cooling load calculations,
ventilation principles, pipe and duct design, system controls, system components, heating, refrigeration,
economic analysis and computerized energy evaluation methods. Baccalaureate degree graduates are
well prepared for design and development of complex systems complementing and expanding on lower
division work.

Outcomes
Graduates of associate degree programs must demonstrate knowledge and hands-on competence
appropriate to the goals of the program in:
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a. utilizing air-conditioning processes, heating and cooling load calculations, ventilation
principles, pipe and duct design, system controls, system components, heating, refrigeration,
economic analysis, and computerized energy evaluation methods in system design.

b. applying mathematics, physics or chemistry, thermodynamics, psychrometrics, and fluid

mechanics to HVAC&R systems

Graduates of baccalaureate degree programs must demonstrate, in addition to outcomes expected of

associate degree graduates, the ability to:

a. analyze and design complex HVAC&R systems.

b. apply project management to HVAC&R systems.
c. apply economic analysis and computerized energy evaluation methods to HVAC&R systems.

SUBCOMMITTEES OF THE

STUDENT ACTIVITIES COMMITTEE

The following subcommittees are vitally important in carrying out the activities and goals of the Student
Activities Committee. As a Student Activities Vice Chair, you will be asked to serve on at least two of
these subcommittees. Your commitment and enthusiasm will be needed for the Student Activities
Committee to continue serving the membership.

Student Activities K-12

STEM Activities

JETS Activities

Promote participation in National Engineers Week to chapter chairs

Career Brochures and Audiovisuals (K-12)

Teacher Liaison

Responsible for updating and adding projects to the online K-12 Resources

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Create CRC K-12 Workshop Materials

Student Activities Post High School

Student Branches

Career Brochures and Audiovisuals (Post High School)

Guidelines for a Regional Student Branch of the Year - Appendix B

Guidelines for Student Branch Advisor of the Year - Appendix C

Student Technical Tour

Student Program – Appendix D

Student Consultant - Appendix D

Create CRC Post High School Workshop Materials

Chapter Scholarships

Review and Recommend Student Activities Information on Student Zone

Student Project Competition

Administer Student Project Design Competition: write criteria and judge - Appendix E and F

Review and Recommend Student Project Competition Information on Student Zone on ASHRAE Web Site

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Undergraduate Program Equipment Grant

Administer Undergraduate Program Equipment Grant Program: write criteria and score - Appendix G
and H

Officiate and Execute the Regulations and Guidelines of the Grant Program

Review Budget for Grant Program on Annual Basis

Review and Recommend Student Activities Information on Home Page on Student Zone Web Site
Accreditation Activities

Assist in the recruitment efforts of prospective evaluators

Communicate with ABET and ASHRAE Staff Liaison regarding program evaluator assignments
and other coordination needs.

Review and Recommend Accreditation Activities Information on ASHRAE Student Zone

Chapter Chair Training and Development

Develop and update training for Student Activities Chapter Chairs

Create and implement Centralized Training for chairs

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LIAISONS: Membership Promotion, YEA

Responsible for:

Liaison with other ASHRAE committees, correspondence and attendance as required.

Duties:

1. Report to Student Activities Committee those items of business or discussion of the respective
committees, which are germane to the Student Activities Committee in any way.

2. Transmit to Student Activities Committee motions and/or appropriate business to their respective
committees or the chair.

3. Follow up on Student Activities Committee actions and solicit a response from the respective
committee of any pertinent information.

Executive Committee

The SA Committee also has an executive committee, which consists of the SA Chair, SA Vice Chairs, BOD
ExO, and the Chair of each of the SA Subcommittees. The Executive Committee usually meets at the
Society Winter and Annual Meetings the day before the full meeting of the SA Committee.

STUDENT ACTIVITIES COMMITTEE CHAIR

Manual of Procedures

Responsible for:

Direction and operation of Student Activities Committee and reporting to Members Council, as
required.

Duties include:

1. Prepare agendas for all Committee meetings and distribute to Committee (including accreditation
representatives, CO, ExO). Agenda will be distributed to liaisons from other committees.

2. Preside at all Committee meetings.

3. Prepare written reports to the Members Council as required.

4. Approve the minutes of each Committee meeting for distribution by Headquarters.

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5. Coordinate the MBO Program for the Committee and transmit to Society President. Written goals
are due in September but goals should be well established and finalized at the preceding June
meeting.

6. Attend Members Council meetings as required.

7. Assign Committee members specific functions.

8. Make recommendation, with assistance from Vice Chair and Staff Liaison, for appointment of
incoming Vice Chair at end of term.

9. Other duties as assigned by the President or the Board of Directors.

Suggested time frame: (includes deadlines of student activities)

JUNE Year usually begins as chair (term officially begins on the convening of the new Society Board of
Directors for the first time, usually the last day of the Annual Meeting)

Prepare subcommittee and liaison assignments

Prepare goals for coming year

STUDENT ACTIVITIES COMMITTEE CHAIR- continued

Suggested time frame:

At Annual and Winter Meeting attend Members Council meeting – held on Tuesday.
At Annual meeting attend New Chair Orientation workshop – held on
Tuesday

JULY Send Regional Vice Chairs, Student Activities (RVCs an updated calendar for the
coming year as it relates to student activities
Review minutes from June meeting for distribution by HQ

Offer assistance to RVCs who have upcoming CRCs (push current topics)
AUGUST Remind RVCs of chapter visits - should attend at least one a year or as requested by
Regional Chair.
Submit committee goals to Headquarters – Annual meeting only

OCTOBER Contact RVCs asking for progress reports on assignments

NOVEMBER Send reminder to Committee of any action items/reports the RVCs are working on for
January meeting

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DECEMBER Be thinking of recommendation for new Vice Chair of Committee

JANUARY Early in month - prepare agenda for January meeting and

distribute to Committee

Attend and conduct Winter Meeting

Prepare report to Members Council

Attend Members Council meeting and provide a written report of the committee meeting

FEBRUARY Review minutes of Winter Meeting for distribution by HQ

Send RVCs remaining student activities calendar as a reminder

STUDENT ACTIVITIES COMMITTEE CHAIR- continued

Suggested time frame: (continued)

MARCH Offer assistance to RVCs who have upcoming CRCs

(push current topics)

APRIL Send reminder to Committee of any action items/reports the RVCs are working
on for June meeting

MAY

JUNE Early in month - prepare agenda for June meeting and distribute to Committee

Attend and conduct Annual Meeting Prepare

report to Members Council

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Attend Members Council and present a written report on the issues dealt with at
the SA Committee meetings

JULY

STUDENT ACTIVITIES COMMITTEE VICE CHAIR

Manual of Procedures

1. If the Chair is unable to attend a scheduled meeting, the Vice Chair shall conduct the meeting.

2. The Vice Chair shall serve as the fiscal planner for the committee and shall work with the
committee chair and staff liaison to plan and administer the committee's budget.
3. The Vice Chair shall conduct an orientation meeting for new committee members at the
Annual Meeting.

4. The Vice Chair shall be responsible for updates and revisions to the MOP and BAR, longrange
planning, and fiscal planning.

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STUDENT ACTIVITIES COMMITTEE STAFF LIAISON
Manual of Procedures
Responsible for: Liaison between Student Activities Committee and Society staff and facilities.

Duties include:

1. Act as secretary at Committee meetings; submit meeting minutes for approval to the Chair prior
to distribution; and distribute meeting minutes within 60 days after any regular Committee
meeting.

2. See that agendas (and supporting papers) are mailed to all Committee Members in a timely
manner.

3. See that the Manual of Procedures and Chapter Student Activities Handbook, etc. remain current.

4. See that Committee reports to the Members Council are prepared and submitted in a timely
manner.

5. Welcome each new member when appointed to the Committee, sending them copies of the BAR,
Manual of Procedures, 2 past sets of minutes, and other pertinent information.

6. Keep current with budget/expenses incurred by Committee. Work with Chair of Committee in
establishing the yearly budget.

7. Correspond with student branches keeping them informed of items of interest to students, for
example, the grant programs, design competition, scholarships, special activities, etc.

8. Correspond with Chapter Student Activities Chairs as needed; i.e., keep Handbooks current, send
information of interest to students, etc.

9. Remind student branches and chapters of deadlines:

Dec. 18 - Undergraduate Program Equipment Grant
Dec 15 - Grant-in-Aid

May 4 - Student Project Competition (for international entries, dates may vary)

10. Maintain records (ABET bios, dates, etc.) of program evaluators; commission members and board
member.

STUDENT ACTIVITIES COMMITTEE STAFF LIAISON - continued

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14. General correspondence:
General inquiries as to engineering schools, scholarships, etc.

Career guidance inquiries

Student Activities Committee

Chapter Student Activities Chairs

15. Be familiar with and have access to Society rules and procedures and budget information, and
inform Committee of such as required.

16. Monitor Student Branch activities.

17. Coordinate ASHRAE activities in K-12 and university related educational initiatives (i.e., National
Engineers Week and Solar Decathlon, etc.).

18. Revise student member publications.

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STUDENT ACTIVITIES BOARD EX-OFFICIO
Manual of Procedures

Responsible for:

Assessing the Committee's scope, operation, and personnel and shall suggest changes as needed.

Duties include:

1. Communications and interpretation of Presidential goals

2. Guidance in fiscal planning

3. Assistance in preparation of annual objectives

4. Monitoring of progress toward completion of annual objectives

5. Assistance in developing action plans to achieve Strategic Plan Objectives

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Appendix A
STUDENT ACTIVITIES CRC WORKSHOP

Time: 4 hours is strongly recommended, but 2 hours is the minimum acceptable timeframe

AV equipment: DVD player

High speed internet connection
LCD projectors and screen

Power cords and connection cables

Materials: SA Handbooks
Videos
PowerPoint Presentations
Handouts/Brochures
Sign-in sheet

Be prepared for the workshop by reviewing all of the materials that will be used during the session and
organize the workshop to cover all the topics in the allotted time. Check out all the AV equipment and
media prior to starting the session to ensure everything is working properly. Encourage discussion and
the sharing of ideas, but manage the pace of the workshop to make sure all of the material is covered.

Begin the workshop by handing out the SA Handbooks and passing around a sign in sheet. Ask each
participant to sign their name, chapter position, and the chapter, which they represent. This will help
you determine which SA Chapter Chair did not attend the workshop and will need materials sent to
them.

Stress that this Handbook contains the answers to many of the questions that come up during the year.
It is an essential resource.

Student activity resources can be found on the ASHRAE student zone website. Discuss how to setup a
user account for the ASHRAE website. A user must log in to have access to PAOE and other members
only sections of the website. Access the Student Zone portion of the website during your presentation
to show chapter chairs where information on the Student Activities can be found Show participants each
section of the Student Zone. Show them where to find membership applications, career information,
design competition details, scholarship and grant programs and K12 resources.

Discuss how to navigate to the PAOE section of the ASHRAE website. Supply each chair their chapter
number and let them know this number is needed in order to view chapter reports. Supply each chair

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with the chapter-specific login id and password for PAOE. Demonstrate, then, how all of these goals are
accomplished.

As you begin your presentation, emphasize that you would like a lot of discussion and sharing of ideas
from the group.

Mention that the work of the Student Activities Committee requires a team effort and as chapter
representatives, they should organize a subcommittee to assist with their efforts.

On the chapter level, the work of the SA Committee involves three main areas:

1) Encourage the study of HVAC&R related courses in post secondary school

institutions. Promote the development of new student branches including assistance

and nurturing of existing branches.

2). Promote leadership in ASHRAE student membership.

3) Promote math, science, and the career of engineering to students in Kindergarten-

12th grade

STUDENTS - POST SECONDARY SCHOOL

Begin by discussing the importance of establishing and maintaining ties with colleges, universities, and
technical schools which have HVAC&R programs and courses. (Section 4 - SA Handbook)

Discuss:

Establishing New Student Branches

Programs that support Existing Student Branches

Ask your participants what programs and activities have worked in their chapter to encourage student
membership and the support of student branches.

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Ask your participants what are some effective ways to approach a new school and get a new student
branch initiated.

Discuss Society programs geared toward Student members

(SA Handbook Section 5)

1. Student Project Competition

2. Society Scholarship Program
3. Grant Programs for Undergraduate and Graduate Students
4. Career resources (Career Profiles, ASHRAE Student Guide, Careers in HVAC&R video)

STUDENTS - KINDERGARTEN - 12TH GRADE

(SA Handbook Section 6)

Discuss the national problem of a decline in students entering the engineering field and the overall poor
showing of U.S. students in math and science. Emphasize that a large number of engineering societies
are working to promote Science, Technology, Engineering and Math (STEM) throughout the United
States and Canada. Discuss the need to target all age groups from Kindergarten - 12th grade. Review all
the programs and activities outlined in Section 6 of the SA Handbook.

Promote the ASHRAE K-12 experiments, emphasizing its use in classroom presentations.
www.ashrae.org/ashraek12.

Show portions of selected videos as appropriate.

Discuss the importance of preparing in advance when making classroom visits and show the appropriate
videos.

Perform a demonstration classroom project to show what to do during a classroom session/activity.

Encourage anyone who has done a classroom visit share their classroom experience and insight.

Allow plenty of time for discussion and the sharing of ideas and experiences.

The SA Vice Chair should view all of the videos supplied prior to the CRC and select the appropriate
videos or sections of the videos for the audience in their region.
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Close the session by reminding the group that the SA Handbook will be a valuable reference book
throughout the year. SA Chapter Chairs should also be encouraged to contact you (the RVCs) if they
need information or ASHRAE Headquarters.

Appendix B

Guidelines for a Regional Student Branch of the Year Award

Toward the end of the Society year, each student branch should submit its qualifications and
accomplishments to their respective Student Activities Regional Vice Chair. The regional vice chair will
then select the most outstanding student branch in the region. The following criteria could be used
subjectively as a guideline for judging.

A. Student Branch Growth 20%

B. Student Branch Organization 25%

1. Programs
2. Field Trips
3. Meeting Attendance
4. Liaison with other Engineering Societies

C. Participation in other ASHRAE Activities

1. Local Chapter Activities 10%

a. Student Nights
b. Career Fairs
c. Chapter Meetings
d. Student/Chapter Member Liaisons
e. CRC Participation

2. Society Activities 10%

a. Attendance at Society Meetings
b. Student Scholarship Participation
c. Student Project Competition

D. Participation in the Activities of the Local Engineering Community 15%

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1. Engineers Week
2. Local Interns with HVAC-Related Firms
3. Shadow Programs (Engineers Visits)

E. Enthusiasm for ASHRAE 10%

F. Miscellaneous 10% Appendix C

Guidelines for Student Branch Advisor of the Year Award Objective:

• To annually select and award the Student Branch Advisor/Student Branch of the year.

Procedure:

• Chapters Presidents or Student Activities Chairs should submit their Chapter’s best
nomination to the Regional Vice Chair for Student Activities no later than May 31. If they
wish, Chapters can solicit nominations from active student members and Student Branch
Advisors.
• The nomination should be electronic and include:
• The Advisor’s name and ASHRAE member number (if available).
• The Student Branch name.
• How your candidate met the criteria listed below.
• A short paragraph on the success of the Student Branch Advisor and the Student Branch
(include the activities and programs they did during the year).
• The RVC will select the best nomination in his/her region and submit it to the Post-High
Subcommittee for evaluation no later than June 15.

Judging:

• Members of the Post-High Subcommittee will evaluate all entries and select their top
candidate.
• Final judging occurs at the Annual Meeting on June 22, 2007 during the Post-High
Subcommittee meeting, and the full Committee will vote to approve the selected individual
the next day. The winner will be notified no later than July 15, 2007.

Award:
• The award is presented to the winning Advisor at the Student Program ASHRAE Winter
Meeting.

Criteria:

Number of new student members sponsored during the ASHRAE year 10 points/student
Student Branch activities organized 100 points/activity
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Student Branch Activities where local chapter members are present 50 points/activity
Number of student members placed in a summer internship 10 points/student
Number of graduating student members placed in industry job 10 points/student
Annual reporting to headquarters before May 31st 50 points
Student members attending Winter Meeting 10 points/student

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Dedication to the advancement of Society Student Activities (list examples)

50 points

Volunteer event sponsored for K-12 to involve student members and promote the
industry to children

50 points/activity

Application to ASHRAE Student Activities programs (e.g. grants, design competition, etc.)

10 points/entry
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Appendix D Student Program/Breakfast

This event is held on Sunday morning 7:00 a.m. - noon. during the Winter Meeting and serves as an
orientation session for the ASHRAE student members in attendance. The breakfast potion of this
program is informal continental style to promote interaction between the student members and the
regular members present. Prior to the end of the breakfast period a more formal presentation of
background information is given to the student members by one or more scheduled speakers. The SA
Committee is responsible for lining up individuals to speak during the program. The Student Activities
also hosts a Panel Discussion, which provides the students with an opportunity to learn more about
ASHRAE-related careers and how to secure a job in one of these areas. The SA Committee members are
expected to attend and support these activities.

During the student breakfast, the SA Committee hosts a poster session to highlight the first- and
second- place winning projects of the ASHRAE Student Design Competition. Team members have an
opportunity to discuss their winning designs and answer questions about their participation in the
competition.

Student Consultant
The SA Committee has one position available for a student to serve as a consultant to the committee at
both the ASHRAE Winter and Annual Meeting. A student branch officer from the host region shall be
appointed by the president as a non-voting consultant to attend the meeting held in the student’s
region and to serve on the Student Activities Committee, with transportation, two nights’ hotel
accommodations, a ticket to the Welcome Party, and an allowance of $100.00 provided.

The RVCs from each of the host regions are responsible for securing qualified candidates for this
position. The SA staff liaison will assist in this process by sending notices out to each of the student
branches in the two regions.

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Appendix E

Student Design Project Competition Guidelines

ASHRAE sponsors the design project competition to recognize outstanding student design projects, to
encourage undergraduate students to become involved in this dynamic profession, to apply their
knowledge of practical design, and to promote teamwork.

The student design project competition follows a prescribed format. The contest's guidelines specify the
system all teams will design, including all design parameters necessary to complete the project;
however, the teams may compete in one of three subsystem categories: Integrated Sustainable Building
Design, HVAC System Selection and HVAC System Design.

Entry

ASHRAE recommends that project groups consist of at least two members. However, team members
can attend different colleges. All entries must be submitted electronically on each level: local chapter,
regionally and nationally. Each entry, including drawings, diagrams, calculations and manufacturer's
data, must be no longer than 35 pages or 44 slides if in form of PowerPoint presentation. These reports
should include the following:

• Statement of objectives
Team name and contact information

• Descriptions of how the design satisfied these objectives

• Descriptions of how and why the final architectural design or HVAC system was selected
• Supporting calculations
• Design drawings and/or schematic diagrams

Entries may originate from an undergraduate engineering or architecture curriculum. All team members
must be enrolled in an undergraduate program during the semester/term they contribute to the design.
Projects can be submitted by graduate students in the Integrated Sustainable Building Design category.

Evaluation

Evaluation of the design project is based on the following major criteria:

Anticipated Operating Cost (HVAC System Design and HVAC System Selection only)

Environmental Impact

29
Comfort and Health (HVAC System Design and HVAC System Selection only)

Appendix E (cont.)

Creativity

Communication of Results

Practicality (Architectural Design Category only)

Evaluation Process

There will be four levels of evaluation. Evaluators at all levels will evaluate the design project reports,
not only for content, but also for compliance with the contest rules.

School level competition under the direction of the faculty advisor at the entrants' school will select
projects that meet the competition requirements.

Chapter level evaluation under the guidance of the Chapter Student Activities Chair (minimum two
evaluators plus chair) to select best project in each category for forwarding to the regional competition.
A maximum of one entry in each category will be accepted from each chapter.

Regional level competition under the guidance of the Regional Vice Chair (minimum two evaluators plus
the vice chair) will select the best project in each category for forwarding to the society competition. A
maximum of one entry in each category will be selected from each region.

Society level competition under the direction of the Student Activities Student Project Subcommittee
Chair (at least three evaluators plus chair) will select 1st 2nd and 3rd place winners in each category.

Awards

The awards presented to the winners of each of the three subsystem competition categories are to be
as follows:

First place: $2000 Plus a representative from the team will receive free transportation and two nights
lodging and $100 expenses for attendance at the winter meeting, where the award will be presented.

30
Second place: A representative from the team will receive free transportation and two nights lodging
and $100 expenses for attendance at the winter meeting, where the award will be presented.

Third Place:A representative from the team will receive free transportation, two nights lodging and
$100 expenses for attendance at the winter meeting where the award will be presented.

Rising Star: A representative from the team will receive free transportation and two nights lodging for
attendance at the ASHRAE winter meeting where the award will be presented.

31
Appendix F

Administrative Procedures and Timeline

Student Design Project Competition

Winter Meeting - January

Competition Subcommittee finalizes the following year’s competition design. This will include designating
3 Subcommittee members to field HVAC System Design, System Selection, and Integrated Sustainable
System Design technical inquiries.

February

Competition Subcommittee sends Staff Liaison the design, including

• Design criteria for all 3 categories

• Site and architectural plans (11 x 17”)

• AutoCAD diskette including site and architectural plans (please label diskette with the AutoCAD version)

• Request for Information Form

March
Staff Liaison distributes a word-processed version of the competition announcement and design criteria to
all student branch advisors and all SA Committee members.

April - May

Opportunity to revise competition.

July

Staff Liaison publishes the competition brochure,

August

Staff Liaison distributes the competition brochure, design criteria, site & architectural plans, and diskette
of AutoCAD plans to all student branch advisors. All student members, chapter SA Chairs, and the Student
Activities Committee will receive the brochure only. The design criteria and site & architectural plans are
available online and will be distributed upon request.

32
Appendix F

September - May

Staff Liaison responds to requests for design criteria, site & architectural plans, and diskettes. Technical
inquiries must be written (faxed or mailed on the Request for Information Form or emailed). Staff Liaison
will send technical inquiries to appropriate subcommittee member. Committee members will respond to
technical inquiries in writing and send to Staff Liaison. He/she will reply to individual questions, but
compile questions and distribute answers to all student branch advisors and all participating individuals in
November and February.

June
RVCs submit their winning entries in each category to Staff Liaison. Within 2 weeks of the Annual Meeting,
Staff Liaison will distribute each winning entry to the Competition Subcommittee members.

Annual Meeting
Competition Subcommittee will compile the results of each member’s evaluation. Winners to be
announced at SA Committee Meeting.

August
Winners announced no later than the first Friday in August Participants
not-selected should be notified.
Appendix G

Undergraduate Program Equipment Grant

ASHRAE annually awards up to $ $65,000 in funds to colleges and universities through its Undergraduate
Senior Project Grant. This program provides grants to engineering, technical and architectural schools
worldwide with the goal of increasing student knowledge, learning and awareness of the HVAC&R
industry through the design and construction of senior projects. Grants are to be used to fund
equipment and supplies for engineering or architectural senior projects and 2-year technical school
projects that focus on ASHRAErelated topics. Grants may cover projects lasting from one academic term
up to one year. By providing grant funds for engineering or architectural senior projects and 2-year
technical school projects, ASHRAE hopes to fill a need often found in undergraduate engineering and
technical school programs and to encourage students to pursue ASHRAE-related careers.

Projects involving the building of working models, test equipment, experimental teaching aids, and
laboratory experiments are encouraged. Projects only involving data collection, computer modeling or
computer programming will receive lower funding priority. Computer hardware will not be funded;
however computer software if utilized in conjunction with the above listed project is acceptable. When

33
the project is complete, the student or group of students and faculty advisor(s) will submit a final report to
ASHRAE. Additionally, fullyear projects will require a mid-year progress report.

The grant application must be submitted by the faculty member(s) responsible for the project. The
application may be made from any engineering, architecture, or engineering technology department as
long as the project involves an ASHRAE-related topic. The faculty member(s) and student(s) responsible
for the project are NOT required to be ASHRAE members or student members. The grant is made to the
university solely for the support of the materials required for the project in an amount not to exceed
$5000 (U.S.) per calendar year per project. University overhead and faculty or student salaries will not be
funded.

The faculty advisor(s) will submit the application to ASHRAE on behalf of the student or group of students
completing the project. To be considered, ALL questions must be answered on the application, including a
complete project description and a fund expenditures form (see the example on the following page).
The application deadline is December 15 annually. (this many vary slightly depending on the day of the
week in which Dec. 15th falls)
Applications will be evaluated based upon: ASHRAE related topics; adherence to guidelines; quality of the
student experience; number of students participating; appropriateness of funding request and ASHRAE
involvement. Project titles from last year's successful applicants are available for viewing under the
Student Activities Section of the ASHRAE Homepage (www.ashrae.org).

Applicants will receive notification of their application's status by March 1 from the Student Activities
Liaison. An unaccepted project proposal may be revised and re-submitted for the following years. Funds
will be available to the grant recipients on or after July 31. Any funded project not completed (as
indicated by nonreceipt of a mid-year progress report or final report) will result in the removal of the
school from consideration for additional grants the following year.

Appendix H

Administrative Procedures and Timeline

Undergraduate Senior Project Grant

September
Staff Liaison distributes grant applications to all ASHRAE student branch advisors, faculty liaisons, the
Association of Engineering Educators list of deans of engineering & engineering technology, past grant
recipients, past non-funded grant applicants, and other requests. The program is announced in ASHRAE
Insights and on the ASHRAE Home Page.

December

Applicants submit application to Staff Liaison. He/she distributes to Grant Subcommittee.

Winter Meeting - January

34
Grant Subcommittee evaluates applications and chooses projects to be awarded grants.

February
Staff Liaison sends notification letters to all applicants. Applicants receiving funding are sent Project
Information Sheets to be returned April 21 They will also receive guidelines for the interim and final
reports. Staff Liaison also sends copies to RVCs and chapter student activities chairs encouraging
recognition/certificate presentations.

April

Project Information Sheets returned to Staff Liaison.

Annual Meeting - June

Grant Subcommittee evaluates the program, suggesting revisions to applications, correspondence,
procedures, etc.

Appendix H

July

Staff Liaison distributes grant checks and plaques with cover letter including deadlines to submit reports.
The cover letter states that delinquent reports disqualify schools from receiving future grants for one
year.

Staff Liaison sends chapter SA chairs a copy of the award letter and a memo encouraging
recognition/certificate presentations. The memo also announces that a plaque has been presented to the
recipient for affixing to the project.

****All advisors’ inquiries regarding the programs’ policies will be referred to the Grant Subcommittee.

35
Appendix I

STUDENT ACTIVITIES ACHIEVEMENT AWARD

The following criteria is for the Student Activities Achievement Award.

1. The Student Activities Achievement Award shall be presented annually but may be omitted if a
suitable candidate is not identified.

2. The Student Activities Achievement Award will consist of an 8” x 11” plaque which will state: “In
recognition of service to the goals and growth of Student Activities at all levels and in appreciation
of this dedication the Student Activities Achievement Award is given.” Fiscal impact will be about
$25 per award to be budgeted by the Student Activities Committee.

3. A candidate will be nominated to the Honors and Awards Committee by the Student Activities
Committee. The nomination shall include a one page (100 words) explanation of the nominee’s
qualifications along with documentation of the computed award points as outlined in Item 4. The
Honors and Awards Committee shall consider the points and the explanation in its deliberations.
This award will be given at the Plenary Session’s Honors and Awards Ceremony.

4. Award points shall be cumulative as follows:

a) Chapter Student Activities Chair or Education Chair 1 pt/year

b) Establishing a student branch 2 pts/branch

c) Reactivating a Student Branch 2 pts/branch

d) Application to Undergraduate Senior Project Grant to 2 pts/branch

chapter supported school

e) Entry to Student Design Project Competition to 2 pts/branch

chapter supported school

f) Student branch advisor 1 pt/year

g) Speaker for Post High School 1 pt

h) Speaker for K-12 1 pt

*
Must have been inactive more than 2 years

36
Appendix I

5. A minimum of 10 points is necessary for eligibility.

6. The purpose of the Student Activities Achievement Award is to recognize excellence in volunteer
service. It serves to heighten general membership awareness of, and interest in, student activities.

STUDENT ACTIVITIES ACHIEVEMENT AWARD

(10 Points Minimum Required)

Scoring System Points Max. pts Comments

Available

Chapter Student 1 pt/year 2 pts

Activities
Chair or Education
Chair
Establishing a Student 2 pts/branch 4 pts
Branch
Reactivating a 2 pts/branch 4 pts
Student Branch*

Undergraduate Sr. 2 pts/branch 4 pts

Project Grant

Student Design Project 2 pts/branch 4 pts

Comp.

Student Branch 1 pt/year 2 pts

Advisor

Speaker for Post 1 pt 2 pts

High

Speaker for K-12 1 pt 2 pts

Total Points 24 pts

37
* Must have been inactive more than 2 years

APPENDIX J
MENTORING PROGRAM

During the final meeting of the Fiscal Year, the Board of Directors/Board of Governors, Council or
Committee Chair shall appoint an incumbent to be the mentor for an incoming member. A mentor
should be appointed for each new member. The mentor will be responsible for the following tasks:

• Before the next meeting of the Board of Directors/Board of Governors, Council or Committee Meeting,
the mentor should contact the new member by telephone, letter, fax or email to introduce
himself/herself and explain the new relationship and its purpose.

• The mentor should make every effort to update the new member on:

1. Board of Directors/Board of Governors, Council, Committee or Chapter functions, focus and

objectives.
2. Review the Board Approved Rules (BAR) and Manual of Procedures (MOP) with the new member.
3. Discuss the typical meeting format and member duties and responsibilities.

• The mentor should plan to meet the new member before the respective meeting is scheduled to start
and introduce him/her to the chair and early arriving members. The mentor should also introduce the
new member with pertinent data such as:

1. Member’s field of expertise and employer

2. Chapter and city of the new member
3. Former chapter, region and Society positions previously held by the new member

• The new member will be sent a copy of the group Board Approved Rules (BAR), Manual of Procedures
(MOP) and a copy of the most recent meeting minutes to acquaint him/her with the function and focus
of the group. The new member should be encouraged to develop a rapport with other members to
effectively work with fellow members to maximize productivity.

The chair of the Board of Directors/Board of Governors, Council, Committee or chapter shall have the
following responsibilities:

1. Assign a mentor to each incoming new member of the group prior to the first meeting.
2. Assure that the time allotted at the beginning of the first meeting is sufficient for proper
introduction of the new member by the assigned mentor.
3. Assess at a later meeting the effectiveness of the mentor/new member relationship.
4. Provide any assistance to enhance the mentor/new member relationship.

Completion date: The relationship terminates at the end of the new member’s first year in the group.

38
APPENDIX J

Process of Measurement at the Society and Regional Level:

Measurement Actual % Tool Responsible Party

1. Each Board of Directors/Board of Governors, Council, MOP Committees/Council

and Committee will include the mentoring program in
their Manual of Procedures (MOP).

2. The Committee Management by Objectives (MBO) MBO Committees/Council

should include an objective for mentoring which
will be reported to the Council at each meeting.

3. The mentoring program will be monitored to MBO Council

determine its effectiveness through the MBO
process.

4. The Councils at each annual meeting will include in BOD Council

their report to the Board of Directors the status of Report
that Council’s mentoring program.

Process of Measurement at the Chapter Level:

Focus and measurement will be accomplished using the Presidential Award of Excellence (PAOE)
program. Points will be awarded based on a chapter submitting an effective plan to accomplish
mentoring of new members. Short-term results will be measured by PAOE compliance. Long-term
measurement would be completed by retention % reduction for new members who have belonged to
the Society for less than two years.

Measurement Actual % Tool Responsible Party

1. Percent of chapters having a mentoring program in PAOE Membership

place as reported by PAOE Report Promotion
Committee

2. Retention decrease of new members Membership Membership

Report Committee

1
Appendix K
GUIDELINES FOR AWARDS

All requests or suggestions for new awards, revisions to current awards, or award deletions
shall be forwarded to the Honors and Awards Committee for review and recommendation before
being forwarded to the BOD for review and approval.

ASHRAE awards are grouped into the following categories, each of which has their defined
forms of award:

1. Personal Honors
2. Personal Awards for General Society Activities
3. Personal Awards for Specific Society Activities
4. Paper Awards
5. Society Awards to Groups or Chapters

Awards will normally carry the name of an ASHRAE activity (e.g., Distinguished Service Award,
Fellow, Journal Papers Award, etc.) No business, product, or commercial name shall be used
for an award. Only in very exceptional instances may consideration be given to naming the
award for an individual member.

Proposers of awards shall submit a detailed description, including the name of the award, the
suggested category for the award, the reason for establishing the award, and the proposed
selection and awarding process to the Honors and Awards Committee.

Proliferation of awards that would tend to detract from the worth of existing awards must be
avoided. The award must first be considered as applying to an important field of ASHRAE
related activity; the name of the award would then add prestige

ASHRAE Mission Statement

To advance the arts and sciences of heating, ventilating, air-conditioning and refrigerating to
serve humanity and promote a sustainable world.

2
ASHRAE’s Core Values
 Advancement - We are committed to the advancement of the arts and sciences of HVAC&R
for the benefit of society through research, technology development and transfer, and
education and training.
 Leadership - We are committed to providing leadership within our industry, and
developing leadership qualities in our members.
 Integrity - We are committed to honesty in the practice of our profession as embodied
in the ASHRAE Code of Ethics.
 Service - We are committed to service to our members and to the public.
 Excellence - We are committed to the achievement of technical quality and excellence in
our programs, publications, courses and other activities.

ASHRAE Vision

ASHRAE will be the global leader, the foremost source of technical and educational information,
and the primary provider of opportunity for professional growth in the arts and sciences of
heating, ventilating, air conditioning and refrigerating.

3
Handbook for Chapter Student Activities Chairs

Table of Contents
Page
Introduction 4

Student Activities Committee Structure 5-6

Duties/Goals 7
Organizational Chart 8-9
Student Activities Achievement Award 10-13

Presidential Award of Excellence 14

Student Activities Criteria 15-18

Calendar of Events for SA Chairs 19-20

Manual for Student Branch Operations 21-37

Manual for Chapter Operations (Student Act Section II only) 38-47
Rules of the Board (Student Act Section Only) 48-50

Students - Post High School

Post H.S. Student Information Sheet 51
Appendix A - Student Design Project Competition 52-55
Appendix B - Undergraduate Senior Project Grant 56-57
Appendix C - Graduate Student Grant-in-Aid 58-60
Appendix D – ASHRAE Scholarships 61-63
Appendix E - Chapter Scholarships 64-68

Students - K-12
K-12 Student Information Sheet 69-71
Appendix F – Chapter Letter to Schools 72
Appendix G – Other Associations & Resources 73-81

Miscellaneous
Consignment Procedures 82

4
ASHRAE HANDBOOK FOR CHAPTER STUDENT ACTIVITIES CHAIRS

INTRODUCTION

Manpower shortages exist at all levels of our industry -- laborers, mechanics, technicians,
draftsmen, service personnel, operation personnel, engineers, scientists, teachers, and professors.
These shortages are not necessarily confined to the type of individual who might be a candidate
for ASHRAE membership, but we in ASHRAE have a responsibility to our Society to encourage
students to obtain an education that will allow them to enter our industry.

The curriculum we may influence must satisfy the varied needs of the people entering the industry,
not just those who will attend or graduate from a college or university. We need to review and
recommend course content at the junior high school, intermediate, senior high school, technical
school, and university levels that will better meet the needs of the people on whom our industry is
based. Our educational programs need to motivate more students to select a program that allows
them to enter our industry for their career. Please be sensitive to the needs of minorities and sex as
you address student recruitment to ASHRAE.

The purpose of this manual is to provide you information not only to answer such questions as
"What am I supposed to do?" or "How do I do it," but, additionally, to provide new, fresh ideas
that you can use to develop a dynamic student activities program within your chapter.

5
COMMITTEE STRUCTURE
As stated in the Manual for Chapter Operations (MCO), the Student Activities Committee should
be composed of a Chair and at least three members. (Review MCO Section 2, paragraph 2.6) -
see next page.)

It is highly recommended that a Vice Chair also be appointed. This is important to maintain
continuity for future years. The Vice Chair should be the most likely candidate to succeed
the existing Chair. The importance of continuity is also discussed in Section 2, paragraph
2.6 of the MCO.

Your committee should be structured to accomplish its mission. This cannot be done without
doing at least the following:

• Appoint your members (Do not force people to serve, but insist on a sincere \
commitment from those who do).

• Meet immediately after your appointments are completed and your committee
formed.

• Appoint your Vice Chair. (Coordinate this with your president and president-elect so
that this person is satisfactory to them; make it clear that this person should succeed you.)

• Establish goals for the year with the help of chapter leaders.

• Form subcommittees as necessary.

• Assign specific tasks to members/subcommittees.

• Schedule follow-through meetings on assignments.

Do not try to do the job by yourself; do not even try to be a three- or four-person effort. Establish
a team effort within your chapter. Act as a team to organize things to be done and follow through
to see that they are done. Involve as many people as possible. Don't neglect the old, young, or
new. If you try to do it all yourself, it may not get done. One of the most important side benefits
to involvement is that it is a lot of fun to get to know others and to work with them. The chain
effect of this is that you, your chapter, and the Society will all benefit.

6
EXCERPTS FROM THE MANUAL FOR CHAPTER OPERATIONS COMMITTEES

2.6 Student Activities Committee

The Student Activities Committee is appointed by the President-Elect in conformance with

chapter bylaws and should be composed of a chair and at least three chapter members. It is
recommended that the chair accept a term of at least two years so as to maintain continuity of the
chapter educational activities. The chair of the committee is expected to attend the Student
Activities Committee Workshop at the CRC. A minimum of three (3) hours should be allotted
for all committee training workshops at CRCs (08-01- 21-04). For those regions where the CRC
is in the Spring, it is suggested that the Student Activities Chair for the next chapter year also
attend the
Student Activities Workshop and CRC. The committee should be responsible for performing the
following functions as directed by the chapter:

A. Act as liaison between the chapter and area educational institutions

B. Develop and coordinate scholarships and other student incentive awards.
C. Encourage the formation and continuing operation of student engineering organizations
such as ASHRAE Student Branches and recruit new students.
D. Provide information on present and future industry manpower needs at both faculty and
student levels, by means of counseling, programs, group discussion, etc.
E. Promote credit courses in the fields of heating, ventilating, air conditioning and
refrigerating at universities, colleges, technical institutes and junior colleges.
F. Provide speakers to college and high school groups. Provide individual counseling to
promote HVAC&R fields of interest to college students.
G. Plan use of visual aid presentations for junior and senior high schools and trade school
groups. Materials are available through your Regional Vice-Chair for Student Activities.
H. Cooperate with and seek advice from the Regional Vice-Chair for Student Activities (for
chapters assigned to a region).
I. Provide to the Regional Vice-Chair (where applicable), in a timely fashion and according
to the rules, completed statistical report forms for the Presidential Award of Excellence.
Chapters that are not assigned to a region should submit their PAOE forms directly to
Society Headquarters.
J. Chapter student branch presidents may be ex-officio members of chapter Student
Activities Committee. (09-10-25-6B)

7
DUTIES/GOALS

DUTIES

You have been appointed as Chair of your Chapter Student Activities Committee because of your
interest and willingness to work for ASHRAE.

Chairing a chapter committee is both an honor and a responsibility. The honor is that of sharing in
the deliberations and the policy making for your chapter as an important part of a major technical
Society; the responsibility is that of doing work assigned, of attending meetings, of promptly
answering correspondence, of giving your time, your judgement, and your experience so that the
chapter and Society may continue to move ahead.

Accepting election as chair of a chapter committee implies that one pledges to carry out specific
committee responsibilities; be faithful in attendance at chapter, regional, and committee meetings;
and give meticulous attention to correspondence concerned with the functioning of the committee
through the Regional Vice Chair for Student Activities.

There is a great deal to be done, and people like you are needed to accept this responsibility and give
your chapter and the Society your commitment to actively participate in the program.

YOUR TOTAL COMMITMENT IS REQUIRED

GOALS

The Society's goals are set forth each year in the Presidential Award of Excellence (PAOE)’s point
scoring method and/or categories for earning points. The areas covered by the PAOE may or may
not include all of the activities mentioned in the Manual of Chapter Operations and may not include
all of the activities your chapter is interested in pursuing.

A good rule to follow, however, is that whatever benefits the Society should take precedence over
chapter or regional activities because in the long run these activities will produce the most benefits
for the chapter and the region.

8
STUDENT ACTIVITIES

The Student Activities Committee is appointed by the President-Elect in conformance with chapter
Bylaws and should be composed of a chair, vice chair, and at least three chapter members. It is
recommended that the chair accept a term of at least two years so as to maintain continuity of the
chapter educational activities. The chair of this committee is expected to attend the Student Activities
Workshop at the Chapters Regional Conference (CRC) Meeting. For those regions where the CRC
Meeting is in the spring, it is suggested that the Chapter Student Activities Chair for the next chapter
year also attend the Student Activities Committee Workshop and CRC Meeting. The Committee
Item A Act as liaison between the chapter and area educational institutions.

Item B Develop and coordinate scholarships and other student incentive awards.

Item C Encourage the forming and/or continuing operation of student engineering

organizations such
as ASHRAE Student Branches and recruit new students.

Item D Provide information on present and future industry manpower needs at both faculty and
student
levels, by means of counseling, programs, group discussion, etc.

Item E Promote credit courses in the fields of heating, ventilating, air conditioning and
refrigerating at
universities, colleges, technical institutes, and junior colleges.

Item F Provide speakers to college and high school groups through assemblies or classroom
visits to
promote engineering and HVAC&R to students.

Item G Promote strong math and science education at all grade levels in local area schools.

Item H Plan use of visual aid presentations for junior and senior high schools and trade school
groups. Materials are available through your Regional Vice-Chair for Student
Activities.

Item I Cooperate with and seek advice from the Regional Vice Chair for Student Activities.
should be responsible for performing the following functions as directed by the chapter:
Item J Provide to the Regional Vice Chair, in a timely fashion and according to the rules,
completed
statistical report forms for the Presidential Award of Excellence.

2.4

9
SOCIETY COMMITTEE ORGANIZATIONAL RELATIONSHIPS

Chapter SA COMMITTEE MEMBERSHIP AND STRUCTURE

STUDENT ACTIVITIES ACHIEVEMENT AWARD

The following criteria are for the Student Activities Achievement Award:

10
1) The Student Activities Achievement Award shall be presented annually but may be omitted
if a suitable candidate is not identified.

2) The Student Activities Achievement Award will consist of an 8” x 11” plaque which will
state: “In recognition of service to the goals and growth of Student Activities at all levels and
in appreciation of this dedication the Student Activities Achievement Award is given.” Fiscal
impact will be about $25 per award to be budgeted by the Student Activities Committee.

3) A candidate will be nominated to the Honors and Awards Committee by the Student
Activities Committee. The nomination shall include:

 A 1-page (100 words) explanation of the nominee’s qualifications

 Documentation of the computed award points as outlined in Item 4
 A copy of their ASHRAE bio

The Honors and Awards Committee shall consider the points and the explanation in its
deliberations. This award will be given at the Plenary Session’s Honors and Awards
Ceremony.

4) Award points shall be cumulative as follows:

a. Chapter Student Activities Chair or Education Chair 1 pt/year

b. Establishing a student branch 3 pts/branch

c. Reactivating a Student Branch 2 pts/branch

(Must have been inactive more than two years)

d. Author (or co) to application for Undergraduate Senior Project 2 pts/branch

Grant (Chapter supported school)

e. Support to a Student Design Competition Entry 2 pts/branch

(Chapter supported school – support defined as name listed in entry)

f. Student Branch Advisor 1 pt/year

g. Speaker to promote engineering or ASHRAE to a Post High 1 pt

School Audience

h. Speaker to promote engineering or ASHRAE at a K-12 class 1 pt

5) A minimum of 12 points is necessary for eligibility.

6) The purpose of the Student Activities Achievement Award is to recognize excellence in

volunteer service. It serves to heighten general membership awareness of, and interest in,
student activities.

11
STUDENT ACTIVITIES ACHIEVEMENT AWARD
(12 Points Minimum Required)

Scoring System Points Max. pts Comments and Points for

Available Nominee

Chapter Student 1 pt/year 4 pts

Activities Chair

Establishing a 3 pts/branch 6 pts

Student Branch

Reactivating a 2 pts/branch 4 pts

Student Branch*

Undergraduate 2 pts/branch 4 pts

Senior
Undergraduate
Project Grant

Student Design 2 pts/branch 4 pts

Project
Competition

Student Branch 1 pt/year 3 pts

Advisor

Speaker for Post 1 pt 3 pts

High**

Speaker for K-12** 1 pt 4 pts

12
Total Points 32 pts

* Must have been inactive more than 2 years

** Must be a formal presentation to a class or student group

13
12

14
14
CHAPTER REPORTING

The Chapter President is responsible for reporting the points for the Chapter Operations category.
Each Chapter Committee Chair is responsible for reporting the points for his/her respective category.
The PAOE points will be entered directly on forms on the ASHRAE website by the Chapter President
and Chapter Committee Chairs by using their chapter PIN. The Chapter President and the Chapter
Committee Chairs are responsible for ensuring that the data is entered and final report completed by
July 15th each year. The Regional Vice Chairs may access the website to obtain information for
chapters in their Region and to enter points as indicated below. There will be no need for monthly or
quarterly reports to the Regional Vice Chairs by the Chapter Committee Chairs.

November Reflects October 31 results

January Reflects December 31 results
March Reflects February 28 results
April Reflects March 31 results
May Reflects April 30 results
June Reflects May 31 results
July 15 Final Entry of Reported Points

DRCs and RVCs REPORTING

 Points for chapter officer/chapter committee chair who attends the CRC workshop (or
centralized training if applicable).

 Points for Planning Sessions with DRCs or RVCs resulting in setting chapter goals for the
upcoming year. Planning Sessions may be held in the spring before the chapter year starts
(i.e. during spring President-Elect Training meetings). Points to be assigned by DRC/RVC
by October 1.

 Points for achieving chapter goals are to be assigned by DRC/RVC by June 30.

 50 points in each category will be given to the first chapter in each region to reach PAR.
Points to be assigned by the DRC, RVC or Regional Historian and will be based upon them
reviewing points reported on the Society webpage and the chapter contacting the assigner
of points when PAR is reached.

ASHRAE HEADQUARTERS REPORTING

Beginning July 1 each Society year, PAOE will be available in dual form; the current Society year
and the previous Society year. Chapters are now able to enter PAOE points for both years during
the month of July until the deadline date for entering points of the previous year. The PAOE Point
Summary data can be obtained for each chapter in the Region from the ASHRAE website.
Research Promotion points will be calculated and entered at Headquarters.

15
For Chapters

 From the ASHRAE homepage, login using your email address on your ASHRAE
membership record and your personal password.
 Select the link for Secure Chapter Volunteer Activity (located on the left side of the screen).
 Select the link for Presidential Award of Excellence (PAOE)
 Select the link to Update PAOE Chapter Totals (Authorized Users Only)
 Select the year (i.e., 2010-2011, 2011-2012, etc.); enter your chapter’s logon and
password (use all lower case, no spacing, the last three characters of the password are
numeric). If you do not have your chapter’s logon or password, please send an email
to [email protected].
 Select the PAOE category to enter points.

For DRCs, RVCs and Regional Historians Only

 From the ASHRAE homepage, login using your email address on your ASHRAE
membership record and your personal password.
 Select the link for Secure Chapter Volunteer Activity (located on the left side of the screen).
 Select the link for Presidential Award of Excellence (PAOE)
 Select the link to Update PAOE Regional Totals (Authorized Users Only)
 Select the year (i.e., 2010-2011, 2011-2012, etc.); enter your region’s logon and
password (use all lower case, no spacing, the last three characters of the password are
numeric). If you do not have your region’s logon or password, please send an email
to [email protected].
 You will have a drop down box which lists all of the chapters in your region. Select chapters
individually to enter PAOE points.

16
STUDENT ACTIVITIES: CRITERIA MINIMUM PAR

Investment in Student Activities 300 Points 500 Points

30 D / M for chapter investment in student activities

D = Dollars contributed (any support of a student member, e.g. scholarships, dinners, meeting travel,
etc.)
M = Area Assigned Members

General Student Branch Involvement

100 points for establishing a new student branch or reactivating an inactive student branch
50 points if net student membership for the chapter exceeds that of previous year
50 points for sponsoring a student member to attend the ASHRAE Winter Meeting; chapter to provide
transportation, hotel and registration (150 point maximum)
50 points for each scholarship to a tech or undergraduate engineering student (minimum of $100
scholarship award)
50 points for each active student branch where the faculty advisor is a chapter member
50 points per active student branch that submits the student branch report by May 31
25 points for tracking student members by their cell phone numbers and/or email addresses (maximum
200 points)
25 points for each ASHRAE Student member, enrolled in engineering college undergraduate or tech
school, that is placed in an ASHRAE related summer intern job or part-time job during school semester
by an ASHRAE member (200 points maximum)
25 points for chapters providing formal recognition of student branch advisors to university
administration or dean of engineering
25 points for each National Engineers’ Week activity or equivalent non-US activity
25 points for each chapter activity with student branch (i.e. Student Night meetings, technical programs,
technical tours) (50 points maximum)
25 points for each post high school activity in which one or more chapter member participates
20 points for meeting with faculty of engineering college or tech school for the purpose of establishing a
student branch (40 points maximum)
20 points for each student member attending a chapter monthly meeting, a regional meeting, or a
Society level meeting (200 points maximum for Society level meetings)
10 points for each time a student branch advisor attends a host chapter monthly meeting, a regional
meeting or a Society level meeting

K-12
50 points for meeting with representatives of other societies and coordinating and participating in joint
K-12 STEM activities
50 points for each K-12 student activity organized by student branch members
25 points for each K-12 student activity (excluding National Engineering Week) in which one or more
chapter member participates. Points doubled for 6-8th grade activities
25 additional points for each K-12 activity promoting engineering to and for girls

YEA Activities
50 points for each student member 35 years of age or younger that transfers from student member to
associate member after graduation (200 points maximum)
50 points for holding an event in which graduating student members information is recorded for the
purpose of converting to Associate member status, i.e., Senior send-off event. (50 points max)
25 points for any YEA member mentoring a team (i.e. ASHRAE Grant, Design Competition, Chapter
involvement, student branch support)
25 points for each Young Engineers in ASHRAE (YEA) member that presents the ASHRAE Young
Engineers in ASHRAE (YEA) program to student branches

RVC Assigns
100 points for the incoming Chapter Student Activities committee chair attending the SA CRC
workshop
50 points for an individual planning/goal setting session with RVC (points assigned by RVC by October
1)

17
0 to 50 points for achieving goals established in goal-setting session with RVC (points assigned by
RVC by June 30)

CALENDAR OF MAJOR EVENTS FOR CHAPTER STUDENT

ACTIVITIES CHAIRS
The "chapter year" begins and ends in June of each year. Appendix A of the Manual of Chapter
Operations outlines a suggested sequence for chapter operations. Below are the major events in
which you will be involved:

PLEASE NOTE: The PAOE points will be entered directly on forms on the ASHRAE web site by
the Chapter Presidents and Chapter Committee Chairs by using the chapter PINs. The Chapter
President and the Chapter Committee Chairs are responsible for ensuring that the data is entered
and that the reporting is completed by June 30. The RVCs may access the web site to obtain
information for chapters in their Region. There will be no need for monthly or quarterly reports
to the RVCs by the Chapter Committee Chairs.

MAY
 Appointment of chapter committee chairs by President-Elect
 Attend Chapter's Regional Conference (CRC) (if you have a spring CRC)
 Attend Student Activities Workshop at CRC (if you have a spring CRC)
 Student Design Project Competition entries due to Society no later than May18 (from
Chapters to RVCs
 Chairs submit your Chapter’s best nomination for Student Branch Advisor of the Year to
RVC no later than June 10.

JUNE
 Appoint your committee members/vice or co-chairs
 Society Student Design Project Competition judging at Annual Meeting

JULY/AUGUST
 Meet with Chapter President/Board of Governors to discuss chapter operations, problems,
goals, etc.
 Contact your RVC to discuss your goals for the year.
 Be sure you have an understanding of PAOE and your expectations with it (your RVC is a
great resource for this).
 Call the first meeting of the Student Activities Committee (local chapter level). Set goals,
review duties, etc.
o Make specific assignments to committee
o Plan the first Student Night of the year
o Form subcommittees
 Graduate Grants-in-Aid and Undergraduate Senior Project Grants awarded after July 31.
 Society Student Design Project Competition winners announced after August 6.
 Send thank you letters and certificates of participation to ALL schools that submitted a
design competition entry to you, but DID NOT make it to the regional level.
18
 Remind Chapters of the criteria for the Regional Student Branch of the Year Award.
 Begin promotion of Student Activities Achievement Award. Nominations should be made to
RVCs by December 1.

SEPTEMBER
 Visit student branches to:
o Promote Senior Undergraduate Project Grant
o Promote Student Design Competition
o Determine the needs of the student branch (e.g. speakers, chapter involvement, etc)
o Provide reminders about deadlines for student branch status reports and other
ASHRAE programs (e.g. EWEEK)

OCTOBER/NOVEMBER
 Host a committee progress meeting and plan for future meetings
 Host a NEW planning meeting for chapter and student branch involvement

DECEMBER
 Undergraduate Project Grant Applications are due December 15
 Undergraduate Scholarships are due December 1
 Graduate Grant-in-Aid applications - due December 15

JANUARY
 Student Design Project Competition winners receive awards and attend Winter Conference
 Host an EWEEK meeting to tie up any loose ends – invite chapter members to attend and
volunteer
 Plan a second Student Night
 Send reminders to chapters and student branches about Student Design Competition
deadlines in May – offer assistance.

FEBRUARY
 EWEEK is the 3rd week in February
 Introduce A Girl To Engineering is Thursday of EWEEK

MARCH
 Host EWEEK debriefing meeting and send progress write-ups and photos to society staff
Assistant Manager of Student Activities.

MAY
 Engineering Technology Scholarship applications due May 1
 Student Design Project Competition entries due to local chapter Student Activities Chair May
4**
 Student Design Project Competition entries due to Regional Vice Chair for Student Activities
Chair May18**
 Prepare your annual report to the Chapter Board of Governors, summarizing your
committee's activities for the year
.
19
ASHRAE MANUAL FOR
STUDENT BRANCH
OPERATIONS

20
INTRODUCTION

The procedures have been written to assist ASHRAE student branches in planning, organizing, and
improving the operation of their student branch. It is intended to serve as a guide and with certain
exceptions, such as directives based on society rules, the student branches should feel free to
amplify and modify the suggestions to suit their various needs.

Branch officers should keep in mind that there is no better way to assure the success of a branch
than to have each member feel a definite sense of purpose. To accomplish this, participation is
important and insofar as practical, every person is needed to contribute to the success of the
branch.

Good liaison between the students, advisor, sponsoring chapter, and Society headquarters is vital to
the overall effectiveness of the branch. The local chapter student activities chair and student
branch advisor are the agents who channel information between the sponsoring chapter, branch
members, and Society. It is important that the student branch maintain effective communication
through its local, sponsoring chapter. The Regional Chair and Regional Vice Chair for Student
Activities help to channel information between chapters, regions, and Society Headquarters.

The Society is governed by the following documents, in the order listed:

1. The Certificate of Incorporation

2. The Society Bylaws

3. Rules of the Board

4. Chapter Bylaws

5. Student Branch Constitution

6. Student Branch Bylaws

This manual is solely for the use of current student branch officers and is to be passed along at the
end of their tenure to an incoming officer. It is available to any student branch officer or advisor
upon request of the Society:

Your contact at Society Headquarters is: Assistant Manager of Student Activities

ASHRAE
1791 Tullie Circle, NE
21
Atlanta, GA 30329
678/539-1212 - Phone
678/539-2212 - Fax
[email protected] - Email

PROCEDURES FOR STUDENT BRANCH OPERATIONS

DUTIES OF STUDENT BRANCH OFFICERS

A. President

1. The branch president is responsible for the organization and successful operation of the
student branch. The President should consult regularly with the advisor and/or local
chapter officers or advisory committee. A copy of "Robert's Rules of Order, Revised"
and a gavel will prove helpful in conducting meetings. Please see red leaflet titled
“The a-b-c’s of Parliamentary Procedure” included with your branch information.

2. Committees should then be established and students appointed to each. If possible,

every member of the student branch should have an opportunity to serve on a
committee, present a paper, or prepare a discussion during the year.

Possible committees are: future meetings, publicity, membership, field trips, socials,
ways and means, newsletter, etc.

B. Vice President

The student branch vice president is responsible for maintaining the records of the
student branch, for the completeness and accuracy of applications, for changes of
address, and the transmittal of this material to Society Headquarters, with copies when
required to the Regional Chair and the sponsoring chapter or advisory committee.
The vice president may also be responsible for planning programs at each branch
meeting.

The vice president shall:

1. Assist the advisor in processing applications by checking applications for

completeness, legibility and accuracy.

2. Make sure that all changes of address of student members are forwarded to Society
Headquarters and to the local secretary of the sponsoring chapter.

C. Treasurer/Secretary

22
1. The student branch treasurer/secretary is responsible for maintaining the accounts of
the student branch. It is recommended that some amount of money be charged to all
student members for local operating funds. The treasurer/secretary shall also consult
with the local chapter or the advisory committee for possible financial aid. The
amount of possible financial will be determined by the local chapter Board of
Governors or the advisory committee.

2. Prior to the end of the spring school term each year, the student treasurer/secretary will
submit a financial report (Appendix B) signed by the student branch advisor, to
Society Headquarters with copies to the sponsoring chapter or advisory committee,
retaining a copy in the student branch files. This should be submitted no later than
May 31 annually.

3. The treasurer/secretary shall send reports on student branch meetings to Society

Headquarters with a copy to the sponsoring chapter or advisory committee.

DUTIES OF THE STUDENT BRANCH ADVISOR

A. The Student Branch Advisor should:

Encourage engineering students interested in heating, refrigeration, and air

conditioning to become student members as the initial step in their program of
professional development:

Make certain that the activities and programs of the student branch stimulate interest in
the profession; and

Create a professional awareness which will inspire the students throughout their career
to maintain a continuous and active membership in ASHRAE.

B. Throughout the year, the student branch advisor, with the assistance of the student
branch, will review student member applications. The forms are designed so that
after an application has been appropriately signed and certified, payment of dues is to
be sent directly to Society Headquarters along with the request for membership.
Student membership applications are available from ASHRAE Headquarters or from
the Regional Vice Chair for Student Activities or local Chapter Membership or
Student Activities Chair.

C. In addition, the student branch advisor will perform the following specific duties:

September: Call the first meeting of the student branch and set up the election of
officers.

October: Encourage student members to begin preparation for presentations at the

local chapter's student night and encourage student members to prepare papers for
23
presentation at student branch meetings. Remind students of any deadlines of Society
or chapter awards/competitions/grants/etc.

May: The Student Branch Status Report needs to be completed and submitted to
Headquarters no later than May 31 annually. In collaboration with the student branch
treasurer, prepare a financial report for the past student branch year so it can be
forwarded to the sponsoring chapter and Headquarters. This is filed electronically via
http://www.ashrae.org/students/page/702.

D. Mailings - During the school term the advisor will receive a number of emails from
Headquarters containing information of interest to students (i.e., information on and
deadlines for applying for grants, internships, etc.). It is the advisor's responsibility to
pass this information along to the students.

E. Consignment - An instructor can receive copies of the ASHRAE Fundamentals

Handbook on consignment for distribution to new ASHRAE student members. For
further information, contact Customer Service at ASHRAE Headquarters.

MEETINGS

A successful branch will conduct its meeting on a specific schedule, place, and format. It is the
obligation of the officers and their committees in charge to make the meetings interesting and
instructive. All attendees should feel welcome and "at home."

The number of meetings scheduled may vary, but at least seven regular meeting are recommended.
The meetings should be set so as to be scheduled on regular intervals (e.g., the 3rd Tuesday of each
month). To help the meeting run smoothly, have a planned agenda and time limit.

Certain activities must be accomplished. Finances, future officers chosen at an appropriate time,
membership, etc. are necessary matters.

"Robert's Rules of Order" (Revised) is recommended as the prevailing procedure for conducting
meetings.

A. Opening Rally

1. Arrange to invite all interested students, including freshmen and sophomores, to the
opening meeting. This should normally be the first meeting in September.

2. Speakers such as the student branch advisor, the chapter student activities chair,
someone from the advisory committee, or the president of the local chapter can stress
the value of the student branch to the individual student and can relate the activities
and accomplishments of the Society.

B. Program Hints

24
1. It is best to plan programs at the beginning of each year. This could be a duty for the
vice president.

2 Student and faculty can serve as speakers, as can representatives from industry,
another educational institution, or government.

3. Within the Society there is a great diversity of interest, as represented by the many
technical committees. Plan student programs so that these diverse activities may be
emphasized in order that each student member may obtain a perspective of the diverse
possibilities a career in the HVAC&R field has to offer.

4. The local, sponsoring chapter is an excellent source for obtaining quality program
speakers.

5. In order to give several students an opportunity to participate, a meeting may well be

conducted as a symposium. Each student could give a brief talk with time for
discussion.

6. A group of two to five students could be in charge of arranging each meeting. The
president of the student branch should open and close the meeting, conduct the brief
business period arranged for every meeting, then turn the meeting over to the chair for
that particular program at the appropriate time.

7. In planning technical meetings, an effort should be made to obtain a good film on the
selected subject or to plan a visit during the same day or week to a plant in the vicinity
where the process to be discussed may be seen. Most manufacturers of engineering
apparatus will supply film or exhibits of equipment without charge, and occasionally
will send a competent lecturer as well.

8. The Society also has a speaker’s list, which may be of help. The list is compiled of
speakers from the previous two years' annual and winter meetings. By reviewing the
list you may find speakers from your geographical area that would be interested in
speaking to the student branch. The speaker’s list can be obtained from Society
Headquarters.

9. In addition to regular technical meetings, it would be advisable to plan:

a. A "Get Together Night," including a brief address on a subject of general interest

and possibly some form of entertainment and refreshments.

b. An "ASHRAE Student Night" - joint meeting with the sponsoring chapter.

25
c. The "Student Branch Annual Meeting" - possibly including dinner, and address by
a prominent speaker and some entertainment.

d. An "Inspection Trip" possibly in cooperation with another ASHRAE Student

Branch in the Area and the sponsoring ASHRAE chapter(s) or the branch of
another engineering society in the same school.

10. Consider having a table top product display by local vendors.

11. Also available through the local chapter and Society are audiovisuals of selected
meeting speakers and special subjects. This may prove an excellent source for
programs at student branch meetings. Contact the Manager of Chapter Support at
Society Headquarters for a list of these programs.

C. Conducting a Meeting

1. The value of a technical meeting lies in the opportunity it offers for the interchange of
experience and information.

For a technical session to be of greatest value, the following are essential:

a. A good speaker

b. Adequate discussion

c. A good presiding officer

d. Adequate meeting room and suitable equipment

2. The preparation of an interesting paper on a technical subject requires thorough study

by the author. An author should not read the paper, but should refer to notes, then
speak forcefully. If the presenter has the attention of those on the back row, then the
presenter can be assured that all of the audience can hear.

3. The presiding officer should encourage discussion, confining it to proper channels, and
conduct the meeting with firmness and justice. Individuals have a tendency to rise in
the audience and make formal remarks which few people can hear. The presiding
officer should either repeat the question or have the participant move to the front of the
room.

4. The success of a meeting may be measured by the number participating in the

discussion. Members receive greater benefits when they participate than when they
are merely spectators or listeners.

D. Sample Meeting Agenda

26
1. Call to Order

2. Introduction of guests and members

3. Roll call

4. Minutes of previous meeting

5. Committee reports

6. Old business

7. New business

8. Announcements

9. Program:

a. Introduction of speaker

b. Technical presentation

c. Discussion

d. Announcement of plans for next meeting

10. Adjournment

E. Finances

1. Dues - Students should pay some dues to the branch to cover incidental costs,
refreshments, equipment rental, etc. To control expenditures and to set dues or
requests from the branch for expenditures, the branch should prepare an annual budget.

2. Bank Account - An account in the name of the student branch should be maintained if
funds are raised or dues collected. Due to the transient nature of the members, this
account should be at a local (campus) facility and have at least three authorized
signatures, requiring two signatures for withdrawals. Possibly the student branch
advisor should serve as a co-signer.

F. Records and Reports

1. Student Branch Status Report - To keep your records current, the "Student Branch
Status Report" (Appendix A) is requested by Headquarters and your sponsoring
chapter. Each branch will be notified in early spring to complete and return the status
report. The status report also serves as a means of obtaining information of interest to

27
other branches. The report will be due with the Financial Report no later than May 31
annually.

2. Financial Report - At the end of the school term, copies of the financial report
(Appendix B) should be sent to the sponsoring chapter and Headquarters. The report
will be due with the Student Branch Status Report no later than May 31 annually.

MAINTAINING AN ACTIVE STUDENT BRANCH

To maintain a high activity level in student branches, thus keeping students interested and
enthusiastic about the HVAC&R industry, the following definition of an active student branch has
been developed.

A. Criteria for an Active Student Branch

1. Student branch advisor required

2. Student officers must be elected annually and all positions must be filled

3 Fall status report and spring treasurer's report (Appendix B and A, respectively, of
Section II of this manual) must be submitted to both the sponsoring chapter and Society

4. At least 2 activities* must be scheduled for the fall semester

5. At least 2 activities* must be scheduled for the spring semester

An activity is defined as an organized event, such as a tour, a field trip, a presentation

by guest speakers, a fund-raiser, etc. Regularly scheduled organizational meetings are
not included.

B. To remain active, a student branch must achieve at least 3 of the 5 criteria. If a branch
fails to meet at least 3 of the criteria, it will be put on a "warning status" for one year.
Society will notify the student branch advisor, Director and Regional Chair, Regional
Vice Chair for Student Activities, the sponsoring chapter's president, and the
sponsoring chapter's student activities chair.

C. If the branch does not meet at least 3 criteria the second year, the student branch
advisor will lose the $20.00 student branch advisor dues privilege and the branch will
be considered inactive. Society will notify the student branch advisor, Director and
Regional Chair, Regional Vice Chair for Student Activities, the sponsoring chapter's
president, and the sponsoring chapter's student activities chair.

D. If the branch does not meet at least 3 criteria the third year, the branch will remain
under an inactive status. Society will notify the student branch advisor, Director and
Regional Chair, Regional Vice Chair for Student Activities, the sponsoring chapter's

28
president, and the sponsoring chapter's student activities chair. The branch can be
reactivated if there is an active advisor and if the Status and Treasurer's report is
submitted to both the sponsoring chapter and Society.

To demonstrate that a branch is active, the student branch advisor should complete the student branch
status report and treasurer's report annually. Completion of the status report will satisfy 4 of the 5
criteria: the student branch advisor's name, address, etc. will be listed; the student officers will be
listed; and the activities for the fall and spring semesters will be listed.

29
PROCEDURE TO CHANGE A BRANCH'S NAME

If a student branch's advisors and students wish to change the branch's name, the student branch
advisor should notify in writing both the sponsoring local ASHRAE chapter and the ASHRAE
Manager of Student Activities at Society Headquarters. The letter should include the branch's
original name, the new name, and the reason for the change. The Manager of Student Activities
will forward this requested change to ASHRAE's Members Council for approval. Members
Council will approve the change at the next Society Meeting following receipt of the request.

30
GUIDELINES FOR ESTABLISHING A JOINT STUDENT BRANCH

Overview:

Today’s college student faces a far different landscape than the one we remember from our own
college experience. For example, most students find it necessary to work during the school year,
some up to 40 hours a week, while at the same time incurring large amounts of student debt.
Many universities have found that over 75% of their recent graduates left their university with a
significant amount of student debt. The net result of this development is that students are
severely pressed for both time and money.

Compounding this problem, our entire industry is grappling with a severe shortage of young
people. Recognizing the need to recruit new industry members from universities, virtually
every professional society is competing for essentially the same pool of students. It is our
position that more can be gained from joining hands to solve a problem than can be achieved
by competing amongst ourselves over a scarce resource. Accordingly, we are recommending
that local ASHRAE chapters consider, when appropriate, a partnering relationship with other
professional and trade organizations to jointly sponsor a student branch.

Partnering Organizations:

The goal of any ASHRAE student branch is "to get more students interested, concerned, and
involved in pursuing a career in the field of heating, ventilating, refrigeration, and air-
conditioning”. Therefore, any professional or trade organization that would lead students towards
the same goal is a likely candidate as a co-sponsor. Some perspective partners would include:

• Mechanical Contractors Association of America (MCAA)

• Sheet Metal and Air-Conditioning Contractors National Association (SMACNA)
• Plumbing, Heating and Cooling Contractors of America (PHCC)
• American Society of Mechanical Engineers (ASME)
• National Society of Professional Engineers (NSPE)
• National Electrical Contractors Association (NECA)

The partnership will, of course, depend on which organizations exist in the chapter’s
geographical location and the desire and strength of that local organization to support a student
branch. Many organizations will not have the same ‘traditional’ resources to support a student
branch, but will still be able to provide alternative types of resources, such as tours, internships,
and other similar benefits. Irrespective of which organizations are selected to co-sponsor a
student branch, this partnership should be viewed as a long-term commitment

Appendix A
STUDENT BRANCH STATUS REPORT

31
Name of Student Branch: __________________________________________________

School Address: __________________________________________________

(Including phone & fax
numbers and e-mail __________________________________________________
address)

__________________________________________________
Phone Fax E-mail

School Web Page Address __________________________________________________

Officers:

President: __________________________________________________

Vice President: __________________________________________________

Secretary/Treasurer: __________________________________________________

Committees: __________________________________________________

__________________________________________________

__________________________________________________

Number of Student Members______________ Sponsoring Chapter_________________

List Branch activities planned for this year:

Spring Fall

List the HVAC&R-related programs at your school that are ABET accredited:
Comments:

32
Student Branch Advisor: __________________________ _______________
Name/Title Phone

__________________________________________________
Signature

Address
(If different from above) __________________________________________________

__________________________________________________

__________________________________________________

__________________________________________________

__________________________________________________
Phone Fax E-mail

RETURN TO:
ASHRAE – Assistant Manager,Student Activities
1791 Tullie Circle NE
Atlanta, GA 30329
Phone: 678-539-1212 Fax: 678-539-2212
DEADLINE IS MAY 31 ANNUALLY!

33
Appendix B
ANNUAL STUDENT TREASURER/SECRETARY'S REPORT FOR YEAR

The American Society of Heating, Refrigerating & Air-Conditioning Engineers

1791 Tullie Circle, N.E.

Atlanta, Georgia 30329

Date Submitted________________

INCOME

______________Members X_____________ ___________________________

Dues

Other Income: ___________________________

Total Income: ___________________________

EXPENDITURES

Printing: ___________________________

Program Expense: ___________________________

Speakers: ___________________________

Films: ___________________________

34
Etc. (Specify): ___________________________

Secretary's Expense:

Postage: ___________________________

Telephone: ___________________________

Other Expenses (Specify): ___________________________

Total Expenses: ___________________________

BALANCE:

________________________________________________________________

_____________________________________

College or University

_____________________________________

Signature: Treasurer/Secretary

_____________________________________

Signature: Faculty Advisor

Comments:

RETURN TO:
ASHRAE – Assistant Manager, Student Activities
1791 Tullie Circle NE
Atlanta, GA 30329
Phone: 678-539-1212 Fax: 678-539-2212
DEADLINE IS MAY 31 ANNUALLY!

35
CODE OF ETHICS
As members of a Society

“organized and operated for the exclusive purpose of advancing the arts and sciences of
heating, refrigeration, air conditioning and ventilation, the allied arts and sciences and related
human factors for the benefit of the general public,”
ASHRAE Bylaws, June 1985

We recognize that honesty, fairness, courtesy, competence and integrity must characterize our
conduct.

With the foregoing in mind

Our efforts shall be directed at all times to the enhancement of the public health, safety and
welfare.

Our services shall be offered only in areas of our competence.

Our products shall be offered only in areas of their suitability.

Our public statements shall be issued only in objective and truthful manner.

Our endeavors shall carefully avoid conflicts of interest and the appearance of conflicts of
interest.

The confidentiality of clients’ and employers’ business affairs, proprietary information, and
procedures shall be respected.

Approved by the Board of Directors, June 22, 1986

36
MANUAL OF CHAPTER OPERATIONS
SECTION 11
CHAPTER RESPONSIBILITIES TO
STUDENT BRANCHES

11.1 Introduction

11.2 Student Attendance at Chapter Meetings

11.3 Awards and Honors for Students

11.4 Society Sponsored Programs

11.5 Faculty and Administration Involvement

11.6 Recognition of Branch Officers

11.7 Recognition of Student Branch Advisor

11.8 Special Projects and Programs

11.9 Guidelines for a Regional Student Branch of the Year Award

11.10 Criteria for an Active Student Branch

37
SECTION 11
CHAPTER RESPONSIBILITIES
TO STUDENT BRANCHES

The support of a chapter is vital in establishing a student branch. However, once the branch has been
formed, the chapter's responsibility is not over – it is really just beginning. It is important that the chapter
remain involved and supportive of each student branch it sponsors. The BOD urges all chapters to
encourage student membership in ASHRAE.

Suggestions for ways chapters can support their student branches are listed below.

11.1 Introduction

Organizing a student branch can be a very rewarding experience. Many chapters neglect
organizing branches because they feel it is too difficult and time consuming. An ASHRAE chapter
(or advisory committee) that is interested in forming a student branch can do so easily and without
a lot of red tape or paperwork. If a subcommittee is formed and a few basic procedures are
followed, you will find that organizing a student branch can even be fun!

The first and most important step in establishing a student branch is contact with the school.
Having an interested faculty member who is willing to be the advisor to the student branch is one
of the most important steps in forming a branch. Your chapter will also need to be supportive of
the branch not only in the formation of the student branch but in its ongoing activities as well. Long
term support of the branch is essential.

Student Branches are to be chartered and assigned in the same geographical area as the
sponsoring chapter.

Student branches will be approved for charter upon completion of applicable paperwork and
procedures and concurrence with the Director and Regional Chair.

Complete details for forming a Student Branch are contained in the Manual for Student Branch
Operations which can be obtained from Society Headquarters. Also, contact the Regional Chair or
Student Activities Regional Vice Chair and advise them of your intentions.

11.2 Student Attendance at Chapter Meetings

Encourage student attendance at chapter meetings and seminars. Inviting students to chapter
functions will increase both student and chapter membership interest in the student branch.

Some ideas which have been used by other chapters in the past to encourage attendance are as
follows:

Student Meal Discounts – Discount student and faculty liaison meals at monthly chapter
meetings.

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Seminar Fee Discounts – Discount fees or no charge to students and faculty liaison at chapter
seminars.

Chapter Seminar Encouragement – Encourage faculty liaison and/or faculty staff participation at
chapter seminars. An honorarium may also be considered.

School Mini-Session – Have a school mini session with a table, displays, etc., prior to a chapter
meeting to provide a means for students to meet members and exchange information.

Monthly Flyer to Student Branches – Send a special announcement from the chapter to the
student branch on monthly meetings and other pertinent information. Include the branch on your
mailing list.

Adoption Programs – To promote a more social and compatible setting, chapter members can
be encouraged to “adopt” a student for the evening. Some chapters assign chapter members to
“adopt” students at a chapter meeting.

Chapter Student Night – A chapter meeting can be devoted to the student branch and faculty.
Students and faculty may be speakers on the subject of education. This has proven to be a very
interesting meeting for chapter members, as well as students. An arrangement should be made to
offer the student a free meal or at a substantially reduced charge.

11.3 Awards and Honors for Students

Recognizing students through special recognition programs helps introduce ASHRAE as a

professional organization to the academic community.

The President of ASHRAE helps encourage this type of activity by awarding special PAOE points
for chapters that participate. Program suggestions are as follows:

Scholarships – A subcommittee can be formed to offer a scholarship to a promising student. Any

recommendation should be approved by the local board as to the amount of scholarship and
candidate selection process. Be sure to get chapter Board of Governors’ approval before
proceeding with any scholarship programs.

Special Student Awards – Most colleges sponsor some type of engineering display to promote
interest in the field of engineering. The sponsors are usually pleased to have a technical
organization like ASHRAE make an award to a student in the HVAC&R field. The award may be a
trophy, cash, ASHRAE Handbook, etc.

Other ideas include:

A. Grants to reduce the price of the ASHRAE Handbook of Fundamentals to all new student
members.

B. Funds to help buy a critical piece of laboratory equipment or instrumentation.

C. Partial subsidy of student members to attend either chapter meetings or the Society Annual or

39
Winter Meetings.

Be sure to receive Board of Governors' approval before committing to any awards.

11.4 Society-Sponsored Programs

The following programs are some of the ways that students can benefit at the Society level:

Student Project Competition: This program recognizes undergraduate students who have
completed design projects based on the topics prescribed in the current year’s competition
brochure. Design project teams of two or more students may compete in one of three categories:
architectural systems design, HVAC system design, or HVAC system design. First and second
place awards are available in each category. For further information on how to enter, contact
ASHRAE Headquarters at [email protected].

The deadline is May of each year.

Undergraduate Senior Project Grant: This program enables faculty members to apply for up to
$5000 to fund equipment and supplies for undergraduate engineering senior projects and
technical school capstone projects on ASHRAE-related topics. For further information, contact the
ASHRAE Headquarters at [email protected]. The deadline is December of each year.

Grant-in-Aid: Graduate students can receive up to $10,000 to assist them in a research project
proposed by the candidate. Applications can be requested from and are to be sent to ASHRAE
Manager of Research. The deadline is December 15.

Discounts: ASHRAE student members can receive considerable discounts on many ASHRAE
publications.

Consignments: A faculty member, who must be an ASHRAE member in good standing, can
make arrangements to receive copies of the Fundamentals Handbook for later sale to new
student members. For further details contact ASHRAE Customer Service.

Annual/Winter Meetings: Student members can attend ASHRAE's two major technical meetings
(each January and June) on a complimentary basis. Each meeting provides an opportunity to
attend a variety of technical sessions, seminars, forums and symposia on current topics of interest
to the HVAC&R engineer. Sessions are planned at the Winter Meetings specifically for students
and/or faculty, such as the Student Breakfast and Career Opportunity Panel discussion. The
exposition makes each Winter Meeting unique and offers an excellent opportunity to see first hand
the latest in HVAC&R technology. Several months prior to each meeting, complete registration
and meeting information is sent to all members.

Publicity: ASHRAE's monthly newspaper, Insights, is devoted exclusively to news and

information about the Society at every level. Your student branch can receive publicity by
submitting articles (and pictures). For specific details on deadlines for submitting information, etc.,
contact Headquarters. Let ASHRAE members know who you are and what your branch is doing.

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Society Scholarship Program: Designed to encourage and assist HVAC&R education through
the granting of scholarships at the undergraduate level. Applications are available through Society
Headquarters.

11.5 Faculty and Administration Involvement

After a student branch is formed, it is important to keep the faculty and the administration of the
school aware of and involved in chapter activities. It is equally important for the chapter to become
involved with the school wherever input is needed. Some ideas to assist in this process are as
follows:

A. Have faculty liaison and faculty advisors serve as working members or the chair of the Student
Activities Committee.

B. Have a Dean's Night as a separate event from Students' Night on the chapter's program schedule
and invite the dean, chair and faculty as guests of the chapter and thus acquaint them with the
membership and activities of the chapter. Select a meeting at which the topic and speaker will appeal
to senior academic people. Alternatively, arrange a separate dinner meeting between the chapter
Board of Governors and the dean and his people to review matters of mutual interest, such as
academic programs, industry manpower needs, technology trends, etc. In any case, avoid mixing the
dean and his people in with students at the same chapter meeting.

C. Encourage faculty participation as speakers in chapter seminars. An honorarium may also be

considered.

D. Include faculty liaisons on chapter mailing list to inform them of monthly meetings and
other pertinent information.
E. Acknowledge the presence of faculty at the chapter meetings on the occasion of their first
and second visits.

F. Encourage the student branch officers and the faculty advisor to establish a mutually agreeable
meeting schedule of one or more joint meetings with the chapter; make the holding of such meetings
a joint effort and firm commitment on the part of the chapter to support the student branch.

G. Encourage the university or college to join the commercial vendors in having exhibits at trade shows
or similar events sponsored by the chapter. This will give them an opportunity to publicize their role
in the continuing education of professional employees.

H. Work with the Continuing Education Offices and the Extension Services of the colleges and
universities to offer courses on HVAC&R subjects.

I. Join with the university or college in the joint sponsorship of seminars, symposia and conferences
on subjects related to HVAC&R.

J. Aid the colleges and universities in obtaining qualified part time instructors in HVAC&R.

K. Provide an advisory committee to aid a university or college to prepare a proposal to seek grants for
research or other projects.

L. Sponsor a small “club room” or rest area in the engineering or engineering technology building at
universities and colleges, possibly with vending machines and a microwave. Highlight the room with

41
the ASHRAE logo, sponsoring chapter's name and industry pictures.

M. Provide professional people to serve on the academic advisory panels that many universities and
colleges establish to guide and advise on the scope and nature of engineering and engineering
technology programs.

11.6 Recognition of Branch Officers

Student branch officers should be recognized with some type of award. This could be an
ASHRAE pin, cash award, gift certificate, etc. Chapter student branch presidents may be ex-
officio members of chapter Student Activities Committee. (09-10-25-6B)

11.7 Recognition of Student Branch Advisor

Provide any and all forms of encouragement to this individual or individuals. Suggestions include:

 Letters of accomplishment and appreciation to advisor's supervisor.

 A plaque or certificate of appreciation.

 Repeated contact by the chapter, phone calls or notes.

 Subsidize advisor's membership to ASHRAE, meals, etc.

 Keep advisor posted on ASHRAE research grants and opportunities for ASHRAE research
needs.

 Encourage advisor's activity in other aspects of ASHRAE.

11.8 Special Projects and Programs

To encourage enthusiasm with the student branch requires work and imagination from the
chapter. Sponsors of successful student branches get the students and chapter membership
involved in a variety of projects. Some of the projects that have been successful in the past are:

Sponsoring Students Projects – Engineering colleges are usually full of ideas but short on
funds. The Student Activities Committee can encourage members to support student projects.
This is an excellent opportunity for a chapter member to become familiar with students for future
employment. All projects should be coordinated through the student branch advisor.

Delivery of Used and Abandoned Equipment – Most engineering colleges are interested in
getting used coils, pumps, dampers, thermostats, humidifiers, etc., for teaching aids. The Student
Activities Committee can poll the chapter membership for availability of this equipment. Many
firms throw away equipment which could be of great value as a teaching aid.

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Delivery of Old ASHRAE Handbooks – Local chapters have been successful in gathering old
ASHRAE Handbooks. The Handbooks make excellent student reference manuals. Many firms
have volumes of these Handbooks sitting around collecting dust and would be only too happy to
donate them to the student branch.

Chapter Monetary Support – A good student branch should have a modest treasury. Some local
chapters donate “seed money” to get this treasury started.

Student Jobs Program – Both chapter and student members can benefit from a jobs program.
Students are, of course, interested in gainful employment and members are always looking for
well qualified employees. A chapter can help a student find summer employment, co-op and full-
time employment upon graduation. The chapter can accomplish this by aiding students with
resumes and compiling the resumes into a booklet for circulation to the chapter membership and
local employers. Just make sure the ASHRAE logo and name are NOT used.

Speakers for Branch Meetings – Just like your local chapter, your student branch has a difficult
time finding good speakers for its monthly meetings. Your local chapter has an almost unlimited
resource for speakers. Students are hungry for information in all fields represented by your local
chapter. Examples include: consulting engineering, sales engineering, estimating, contracting,
technical subjects, etc.

Field Tours – Most students have never been on a construction job, or lack the knowledge to
understand the HVAC or refrigeration system. Sponsoring a student tour to a convenient
construction site or manufacturing plant would be of great interest.

Student Branch Handbook – A chapter may supply the student branch with a handbook each
year to help the branch with organization and direction. It should be updated annually and include
the following:

 ASHRAE officers and addresses at the Society, Regional and local levels, including the
student branch advisor.

 Other ASHRAE committee information (i.e., research, energy, etc.)

 Student programs

 Student applications and Publications Catalog

 Chapter Roster (can also be used as a Prospective Speaker list)

Celebrate Engineers' Week – Join with other engineering and scientific societies, including IEEE,
ASME, AIAA and Sigma XI-RESA, in the various shows, exhibits and other activities held at the

43
local colleges and universities in celebration of National Engineers' Week. This will make
ASHRAE known to a broader range of potential students and among fellow engineers.

Joint Activities – Arrange to have the chapter join the Affiliated Society Council, Joint
Engineering Council or other “umbrella” groups available in many metropolitan areas. Support the
programs sponsored by such groups, including seminars, continuing education courses and
student competitions. Such joint activities help the chapter members learn what other engineering
and scientific societies are doing, particularly in conjunction with the local academic community
and the students.

Chapter Support – Chapter support of the students and advisor is the key to maintaining and
encouraging student participation and interest in pursuing a career in the heating, ventilation, air-
conditioning and refrigeration field. Whatever the chapter can do to support and encourage
student branches is well worth the effort.

11.9 Guidelines for a Regional Student Branch of the Year Award

Toward the end of the Society year, each student branch should submit its qualifications and
accomplishments to their respective Student Activities Regional Vice Chair. The regional vice
chair will then select the most outstanding student branch in the region. The following criteria
could be used subjectively as a guideline for judging.

A. Student Branch Growth……………20%

B. Student Branch Organization……...25%

1. Programs

2. Field Trips

3. Meeting Attendance

4. Liaison with other Engineering Societies

C. Participation in other ASHRAE Activities

1. Local Chapter Activities……10%

a. Student Nights

b. Career Fairs

c. Chapter Meetings

d. Student/Chapter Member Liaisons

e. CRC Participation

2. Society Activities……………10%

a. Attendance at Society Meetings

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b. Student Scholarship Participation
c. Student Project Competition

D. Participation in the Activities of the Local Engineering Community……………..15%

1. Engineers Week

2. Local Interns with HVAC-Related Firms

3. Shadow Programs (Engineers Visits)

E. Enthusiasm for ASHRAE……………10%

F. Miscellaneous………………………...10%

11.10 Criteria for an Active Student Branch

A. Student Branch Advisor required

B. Student officers must be elected annually and all positions must be filled

C. Fall status report and spring treasurer’s report must be submitted to both the sponsoring
chapter and Society

D. At least 2 activities* must be scheduled in the fall semester

E. At least 2 activities* must be scheduled in the spring semester

*An activity is defined as an organized event such as tours, field trips, presentations by guest
speakers, fundraisers, etc. This does not include regularly scheduled organizational meetings.

1. To remain active, a student branch must achieve at least 3 of the 5 criteria. If a branch fails
to meet at least 3 of the criteria, it will be put on a “warning status” for one year. Where
applicable, Society will notify the student branch advisor, the Director and Regional Vice
Chair (DRC), the Regional Vice Chair for Student Activities RVC-SA, and the chapter
Student Activities Chair.

2. If the branch does not meet at least 3 criteria the second year as determined by the SA
Committee at the Winter Meeting, the student branch advisor will lose the student branch
advisor dues privilege and the branch will be considered inactive. Where applicable,
Society will notify the student branch advisor, the DRC, RVC-SA and the chapter Student
Activities Chair.

3. If the branch does not meet at least 3 criteria the third year as determined by the SA
Committee at the Winter Meeting, the branch will be dissolved. Where applicable, Society

45
will notify the student branch advisor, DRC, RVC-SA and the chapter Student Activities
Chair.

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RULES OF THE BOARD (AS IT PERTAINS TO STUDENT ACTIVITIES)
STUDENT ACTIVITIES COMMITTEE
(520-174)

2.427.001 SCOPE AND PURPOSE

This committee shall develop a comprehensive program for the educational community in order
to promote and encourage engineering and HVAC&R careers. (ROB 520-174-002)

2.427.002 MEMBERSHIP

2.427.002.1 Composition

The members of this committee are as follows

a. Voting membership shall consist of a chairman, a vice chairman, one representative from
each region who shall serve as regional vice chairman and three accreditation
representatives.
b. Board ex-officio and coordinating officer
c. A student branch officer from the host region shall be appointed by the president as a
non-voting consultant to attend the meeting held in the student's region and to serve on
the Student Activities Committee, with transportation, two nights hotel accommodations,
admission to the Welcome Party, and an allowance of $100.00 provided. (88-06/94-06-
30-27/97-07-03-23/03-07-02-16/05-06-29-10/07-06-27-16)

2.427.002.2 Qualifications

Regional Vice Chairmen shall be Members of the Society in good standing and shall have been
Members for three years prior to the start of their terms. (71-08-21-20/78-06-28-39/88-05-21-
57)

Accreditation representatives for ABET will be one ABET Board of Directors representative,
one ABET Engineering Accreditation (EAC) Commissioner and one ABET Technical
Accreditation (TAC) Commissioner.

2.427.002.3 Term of Service

Service on this committee is intended to be for a 3-year term. Accreditation representative shall
serve for one 3-year term. Technology Commissioners shall serve for one 5-year term.
Appointments are made, however, each year by the President-Elect for the administrative year
covered by his term as president. (85-06-25-11/86-06-25-09/94-06-26-04/05-06-29-10)

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2.427.003 OPERATION

2.427.003.1 General Requirements

This committee is responsible for the following: (95-06-29-24A)

1. Administer and promote student activities at all levels in the educational system: (91-
01-24-38/92-07-02-24)
a. Student awards
b. Student consultant
c. Chapter scholarship program
d. Student liaisons (develop)
e. Career guidance
f. Student program/student night
g. Student events at Society meetings
h. Accreditation activities with ABET
2. Administer faculty activities for the following:
a. Faculty/student forums
b. Liaisons with faculty (develop and maintain)
c. Support of student branches
3. Develop and present CRC workshop.
4. Administer PAOE for student and faculty activities.
5. Assess the needs of the HVAC&R industry; influence and promote curriculum. (91-01-
24-38)

Each Regional Vice Chairman is authorized and expected to attend the following meetings. (71-
08-21-20/86-01-23-41/90-06-10-14D/94-06-30-15A/95-02-01-10/96-02-21-38)

 Chapters Regional Conference and Committee.

 Regional planning meeting.
 Formal visits to chapters in lieu of Regional Chairman, if required by Regional
Chairman.
 Regular meetings of the committee at the Winter and Annual Meetings of the Society.
This committee is responsible for circulating materials to chapters of the Society for the purpose
of informing students about ASHRAE programs and services, what the engineering profession is,
what opportunities are in the engineering field, particularly in air conditioning, heating, and
refrigeration. (64-06-28-43/91-01-24-38/05-06-29-10)

The Regional Chairman shall be permitted, with the President's concurrence, to appoint
assistants to the regional vice chairmen serving on the Society's Student Activities Committee.
Only one individual shall be reimbursed for authorized transportation expense. (70-06-28-34)

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2.427.004 STRATEGIC PLAN 09-06-21-12C

This committee shall develop procedures for recommending updates to the strategic plan on a
continuous basis. As a minimum the committee shall submit a report to the council prior to the
annual meeting. The report includes the current status of each activity which supports the
fulfillment of the committee’s assignments under the strategic plan. The committee shall report
to the council all recommendations for changes to the strategic plan as provided by the
committee’s constituents prior to the Annual Meeting.

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POST HIGH SCHOOL STUDENT INFORMATION SHEET

ASHRAE Student ASHRAE Student Membership

Over 5,000 students are taking advantage of belonging to an internationally respected Society of over
50,000 members, dedicated to advancing the arts and sciences of heating, ventilating, air conditioning,
and refrigeration. Student membership benefits include reduced costs for publications (including the
ASHRAE Handbooks often used as textbooks, subscriptions to the ASHRAE Journal and Insights),
interaction with ASHRAE members, free meeting registration to the Winter and Annual ASHRAE
confer, participation in a student branch, etc.

Student Branches
If an educational institution in your area does not have an ASHRAE Student Branch, then you may be
interested in forming one. Students interested in an HVAC&R career are encouraged to participate in
ASHRAE to further their knowledge, practical experience, and professional development. There are
more than 300 active ASHRAE student branches. Establishing a student branch is easy and the rewards
are great. All you need is a minimum of 10 student members, a faculty member or local ASHRAE
member interested in being the student branch advisor, and a local ASHRAE chapter that would serve
as the sponsoring chapter.

ASHRAE Winter/Annual (Summer) Conferences

ASHRAE student members may attend ASHRAE’s two major meetings (each January and June) on a
complimentary basis. Each meeting provides an opportunity to attend a variety of technical sessions,
seminars, forums, and symposia on current topics of interest to the HVAC&R engineer. Forums of
special interest to students and faculty are frequently planned. During the Winter Meeting, a continental
breakfast for students is held on Sunday morning followed by various student activities. There is also
an option student technical tour; however, there is a charge to attend the tour. Student participation is
encouraged! The exposition makes each Winter Meeting unique and offers an excellent opportunity to
see first hand the latest in HVAC&R technology. Several months prior to each meeting, complete
registration and meeting information is sent to all members.

Discounts
ASHRAE student members qualify for considerable discounts on many ASHRAE publications
including a 70% discount on The Fundamentals Handbook. In addition, students receive a discount on
the cost of the Fundamentals, HVAC Systems and Refrigeration Handbook CDs.

Insights
ASHRAE’s monthly newspaper, Insights, is devoted exclusively to news and information about the
Society at every level, including news of special interest to students. Students are encouraged to submit
articles and pictures of current student branch activities, award presentations, etc.

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Student Design Project Competition Appendix A

The Student Design Project Competition recognizes undergraduate students who have completed
design projects based on the topics approved in the current year’s competition brochure (See
Appendix A). Design project teams of 2 or more students may compete in one of three categories:
Integrated Sustainable Building, HVAC system design, or HVAC system selection. Four awards are
available in each category:

First Place = $2,000, plus a representative from each winning team will receive free transportation, 2
nights lodging, and $100 expenses for attendance at the following Winter Conference.

Second Place = a representative from each winning team will receive free transportation, 2 nights
lodging, and $100 expenses for attendance at the following Winter Meeting.

Third Place = a representative from each winning team will receive free transportation, 2 nights
lodging, and $100 expenses for attendance at the following Winter Meeting.

Rising Star = A representative from the team will receive free transportation and two nights lodging
for attendance at the ASHRAE winter meeting where the award will be presented. This is awarded
to a team that did not win the competition, but submitted a quality entry. It must be a school that has
never entered the competition or has not competed in 3 + years.

Student Design Criteria is posted online early fall (August). For further information, contact the
Assistant Manager of Student Activities at ASHRAE Headquarters. The deadline is early May and
you should check the ASHRAE student zone website for the exact date each year!

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Appendix A,1

Student Design Project Competition Guidelines

ASHRAE sponsors this design project competition to recognize outstanding student design projects,
to encourage undergraduate students to become involved in this dynamic profession, to apply their
knowledge of practical design, and to promote teamwork.

The Student Design Project Competition follows an approved format. The contest’s guidelines
specify the system all teams will design, including all design parameters necessary to complete the
project. The teams may compete and be evaluated in any one of the following categories:
Integrated Sustainable Building Design, HVAC System Design, and HVAC System Selection.
Categories may vary from year to year.

Entry (electronic only via FTP site)

ASHRAE recommends that project groups consist of at least two members. However, team
members can attend different colleges. Each entry, including drawings, diagrams, calculations and
manufacturer's data, must be no longer than 50 slides on a PPT and should include the following
components:

• Statement of design objectives

• Descriptions of how the design satisfied these objectives
• Descriptions of how and why the final architectural design or HVAC system was selected
• Supporting calculations
• Design drawings and/or schematic diagrams

Each entry, including drawings, diagrams, calculations and manufacturer’s data, must be no longer
than 40 PowerPoint slides.

Graphics, animation and sound may be used in your PowerPoint presentation, but the entire
presentation MUST NOT exceed 15 minutes.

Entries may originate from an undergraduate engineering or architecture curriculum. All team
members must be enrolled in an undergraduate program during the semester/term they contribute to
the design. Projects submitted by graduate students are not eligible.

It is imperative that the following information be included on the first page of your entry:

1. Title of project

2. Team members’ names

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3. Present addresses and telephone numbers
4. Permanent addresses and telephone numbers
Appendix A, 2
5. Current e-mail addresses
6. Students’ status (e.g., junior, senior, etc.)
7. Students’ majors
8. Date of anticipated graduation
9. School name and address
10. Faculty advisor’s name, address, telephone number
11. Students’ signatures and date
12. Faculty advisor’s signature and date

If this information is not included, ASHRAE will have no way of contacting the team
members.

Evaluation
Actual judging criteria is available online at the student zone!
Evaluation of the project is based on the following major criteria:

• anticipated operating cost (HVAC System Design and HVAC System Selection only)
• environmental impact
• comfort and health (HVAC System Design and HVAC System Selection only)
• creativity
• communication of results
• practicality

Evaluation Process There will be four levels of evaluation:

1. School level competition under the direction of the faculty advisor at the entrants’ school will
submit projects that meet the competition requirements.

2. Chapter level evaluation under the guidance of the Chapter Student Activities Chair
(minimum two evaluators plus chair) to select best project in each category for forwarding to the
regional competition. A maximum of one entry in each category will be accepted from each chapter.
3. Regional level evaluation under the guidance of the Regional Vice Chair for Student
Activities (minimum two evaluators plus the Vice Chair) will select the best project in each category
for forwarding to the Society competition. A maximum of one entry in each category will be selected
in each region.
4. Society level competition under the direction of the Student Activities Student Project

53
Competition Subcommittee Chair (at least three evaluators plus chair) will select 1st, 2nd, 3rd place
and Rising Star winners in each category.

Appendix A,3

Awards

First place: $2000, plus a representative from each winning team will receive free
transportation, two nights lodging, and $100 expenses for attendance at the Winter Meeting,
where the award will be presented.

Second place: A representative from each winning team will receive free transportation, two nights
lodging, and $100 expenses for attendance at the Winter Meeting.

Third Place = a representative from each winning team will receive free transportation, 2 nights
lodging, and $100 expenses for attendance at the following Winter Meeting.

Rising Star = A representative from the team will receive free transportation and two nights lodging
for attendance at the ASHRAE winter meeting where the award will be presented. This is awarded
to a team that did not win the competition, but submitted a quality entry. It must be a school that has
never entered the competition or has not competed in 3 + years.

The Student Design Competition timeline may vary annually, but a sample schedule is as follows:

Time Schedule for Student Awards Program Please note: These dates are for the 2012
competition. Dates may vary from year to year.
Completion of project by team, reviewed by faculty advisor and submitted to
May 4
the Chapter Student Activities Chair.
May 18 Chapter Student Activities Chair submits project(s) to the Student Activities
Regional Vice Chair (SA-RVC). A maximum of one entry in each category
will be accepted from each chapter.
June 4 SA-RVCs evaluate and submit regional winners to the Society Student Project
Competition Subcommittee Chair. A maximum of one entry in each category
will be accepted from each region.
June 23 Society level judging.
August 1 Notification to winners and general announcement of first place, second, third
place winners and rising stars
January
(Winter Presentation of first place awards of $2000 and representatives from first,
Conferenc second, and third place teams attend the Winter Meeting.
e)

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Appendix B
Undergraduate Senior Project Grant
Faculty members who require an ASHRAE-related topic for a senior project in an engineering,
technical or architectural curriculum may apply for a grant of up to $5,000. The projects must be
primarily for equipment of a “hands-on” type (for example, test equipment, development of
experimental teaching aids, and laboratory experiments that can help students and research projects.
COMPUTER MODELING AND SOFTWARE WRITING ARE NOT ENCOURAGED!). See
Appendix B for further details. Applications should be downloaded from the ASHRAE Student Zone
or by contacting the Assistant Manager of Student Activities at ASHRAE Headquarters. The
deadline is the December 15 annually. All Student Activities Chairs will receive a email notification
when applications are being accepted.

Undergraduate Senior Project Grant Program Guidelines

In June 1995, ASHRAE’s Board of Directors approved a new Undergraduate Senior Project Grant
Program (in addition to the Grant-in-Aid Program). The Student Activities Committee (SAC)
implemented and administers the program.

The purpose of this program is to provide grants to engineering, technical and architectural schools
worldwide to be used to fund equipment and supplies for undergraduate engineering or architectural
senior projects and 2-year technical school projects that focus on ASHRAE-related topics. NOTE:
University overhead and faculty or student payments are not to be funded. Grants may cover projects
lasting from one academic term up to one year.

The grant program’s purpose is twofold:

1 To fund quality senior undergraduate projects in an engineering, architecture or engineering

technology curriculum with the goal of increasing student knowledge, learning and awareness of the
HVAC&R industry through the design and construction of senior projects.
2 To introduce students to ASHRAE, possibly sparking their interest in the Society and
membership.

The following outlines the basic details and qualifications of the program:

1 The grant application must be submitted by the faculty member who will be responsible for
the project.
2 Any faculty member requiring an ASHRAE-related topic for a senior project in an
engineering curriculum may apply for the grant. The faculty member and students doing the project
are NOT required to be ASHRAE members or student members.
3 Projects involving the building of working models, test equipment, experimental teaching
aids, and laboratory experiments are encouraged. Projects only involving data collection, computer
modeling or computer programming will receive lower funding priority. Computer hardware such

55
as data acquisition systems or computers will not be funded, however computer software if utilized in
conjunction with the above listed project is acceptable.
Appendix B,1

4 The maximum amount of the grant is $5K per project.

5 All questions must be answered on the application with a complete description of the project
to be considered.
6 ASHRAE Headquarters must receive the applications by the December 15 annually.
Late applications will not be accepted. Notification of the project’s acceptance or rejection will be
given by March 1st, before the project is to begin.

An unaccepted project proposal may be revised and resubmitted for the following years.

1 Also, at the time of announcing the award, the Student Activities Regional Vice Chair (SA-
RVC) and the local chapter Student Activities (SA) Chair will be notified.
2 When the project is complete, a final report shall be prepared and submitted to ASHRAE by
the students and faculty advisor. The report should include a summary of student involvement and
actual fund expenditures. Additionally, full-year projects will require a mid-year progress report.
3 The SAC wants to ensure local ASHRAE chapter awareness of and participation in this grant
program. The local SA Chair will be notified of grants awarded in his/her geographical area. The SA
Chairs will be asked to liaise with the grant awardees, monitoring the project’s progress.
4 Payment for grants will be made on or after July 31st.
5 Any funded project not completed (as indicated by non-receipt of a final report) will result in
the removal of the responsible faculty member from consideration for additional grant applications.

For further information, contact your SA-RVC or the Assistant Manager, Student
Activities at ASHRAE Headquarters at 678-539-1212.

56
Appendix C
Graduate Student Grant-in-Aid
Graduate students can receive up to $10,000 to assist them in a research project proposed by the
candidate. Applications can be requested from and are to be sent to the ASHRAE Manager of Research.
The deadline is December 15.

Application Requirements, Form and Selection Criteria

A Grant-in-Aid is a grant of funds to a full-time graduate student of ASHRAE-related
technologies. It is awarded once each year for use in the following academic year. Normally 10 to
25 grants are made each year.

The Grant is intended to encourage the student to continue his/her preparation for service in the
HVAC&R industry. The relevance of the research proposed by the candidate is a consideration for
awarding the grant. The Grant-in-Aid is made through the university solely for the support of the
student in an amount not to exceed US $10,000 per school year per student and is not renewable.
Typical expenditures include living expenses, tuition, travel to ASHRAE meetings, experimental
equipment, and supplies.

Consideration is given to participation of the student and his/her advisor in ASHRAE* and an
attempt will be made to distribute the awards equitably among regions, institutions, and foreign
countries. The basis for scoring heavily emphasizes ASHRAE* involvement and is intended to
stimulate advisor activity in ASHRAE and associate societies.

Applications shall be made to the Manager of Research & Technical Services on the student's
behalf by the faculty advisor and will be reviewed and selected by the Research Administration
Committee at the ASHRAE Winter meeting. Applications must be received at ASHRAE
Headquarters by DECEMBER 15 to be considered.

An application form can be printed and downloaded from this site. Additional information can be
obtained from the Manager of Research & Technical Services at ASHRAE headquarters. Requests
may be made via mail, fax (404-321-5478) or e-mail [email protected].

Applicants will be notified of the results of the competitive evaluation by April 1. Funds will be
available to the grant recipients shortly after July 1.

The student shall complete pages 1-4 of the web site application form or pages 1-3 of the
printed application form and submit it to his/her advisor.

1 Student History: Name, address, post-secondary education including current degree program,
grade point average, rank in class, membership in professional societies, previous work experience,
transcript to be attached), other financial aid being received.

2 Description of Research Project: Significance of research, outline of plan of procedure,

approximate budget, institution's contribution, plans for publication of research results.

3 Amount of Grant Needed: ASHRAE support is to cover student's expenses. Fringe benefits
and overhead should not be included.

57
Appendix C,1

The advisor will then supply the following data on page 5 of the web site form or page 4 of the
printed application form prior to submission to ASHRAE:
 Information on Institution and Faculty Advisor:
 Is the Faculty Advisor an ASHRAE member, and if so, for how long and at what grade?
 Indicate nature of activity in Society affairs.
 Faculty Advisor's assessment of applicant.

Application forms should be returned to:

MANAGER OF RESEARCH & TECHNICAL SERVICES ASHRAE 1791 Tullie Circle, NE
Atlanta, GA 30329-2305 404-636-8400

The information submitted on the application form is reviewed and scored by the Research
Administration Committee (RAC) in the following manner. The maximum score is 100.

Grade Point Average (GPA): Most students in the US are graded between 0 (F) and 4 (A). Students
who attend Institutions that use a different grading system should, with the help of their faculty
advisor, translate their grades to a base having a maximum value of

4. Up to 20 points are awarded for the GPA.

ASHRAE student membership: The evaluating committee wishes to stimulate ASHRAE* members
in receiving grants. Five points will be given to student membership in ASHRAE or associate
societies.

Student activities: Students are encouraged to participate in activities such as an ASHRAE* student
branch, local chapter or other student or professional societies. Up to 10 points will be awarded for
these activities.

Faculty Advisor: 5 points are awarded for the faculty advisor’s membership in ASHRAE or associate
societies. **

Activities of the Faculty Advisor: Up to 10 points are awarded for activity in ASHRAE or associate
societies. **

Faculty advisor recommendation: The Faculty Advisor should make a recommendation based upon
student involvement related to ASHRAE or other related society activity, academic achievements,
and ability to carry out the research project. Up to 20 points are awarded based upon these
recommendations. **

Description of Research Project: Significance of research, outline of plan of procedure, approximate

budget, institution contribution and plans for publication of research results should be described. A
maximum of 30 points are awarded for this. **

ASHRAE must be notified if an applicant or awardee leaves school, changes projects or changes
faculty advisors.

58
*For students and faculty residing outside of North America, membership in the appropriate

Appendix C,2
ASHRAE associate society will be considered to be equivalent.

**These items may be temporarily omitted on the applications of students from outside of Appendix
C North America (ONA) if the information is not available at the time the application is submitted.
Annually, up to two students may receive GIA awards for study at a University outside North
America. However, funds will be withheld until the student provides documentation to ASHRAE that
they have begun their program of study at the University, have obtained a faculty advisor, and have
determined their research topic.

59
Appendix D

ASHRAE Scholarship Program

The ASHRAE Scholarship Program is designed to encourage and assist heating, ventilating, air
conditioning and refrigeration (HVAC&R) education through its granting of scholarships and
fellowships. The program also serves the public interest by aiding in the education of men and
women to become qualified to practice as engineers in the HVAC&R field.

Scholarships are available to undergraduate engineering, engineering technology and graduate

students enrolled full-time in a curriculum approved by the Accreditation Board for Engineering and
Technology (ABET) or other accrediting agency recognized by ASHRAE, and the student is
pursuing a course of study which traditionally has been a preparatory curriculum for a career in
HVAC&R. For a list of ABET-accredited programs by school, go to the ABET website at
http://www.abet.org.

The ASHRAE Scholarship Program provides financial aid to students as follows:

UNDERGRADUATE ENGINEERING SCHOLARSHIPS are available to undergraduate

engineering students enrolled full-time in an ABET-accredited program leading to a Bachelor of
Science or Bachelor of Engineering degree. Applicants must have a cumulative college grade point
average of at least 3.0 based on a 4.0 scale, where 4.0 is the highest and meet all other ASHRAE
basic criteria. Applications, including all supporting documentation, must be postmarked no later
than December 1. Recipients are notified in the spring with scholarships awarded for study in the
following fall/spring academic year.

The following are one-year scholarships awarded annually in the amount of $3,000 each:

(NOTE: Some scholarships have special eligibility requirements.)

• ASHRAE Scholarships (2)
• ASHRAE Memorial Scholarship (1)
• Alvin B. Newton Scholarship (1)
• Duane Hanson Scholarship (1)
• Henry Adams Scholarship (1)

ASHRAE Donald E. Nichols Scholarship (1)

Awarded annually to a qualified undergraduate engineering student enrolled in an ABET-
accredited program at Tennessee Technological University pursuing a bachelor’s degree.
Applicants must meet all other ASHRAE basic criteria.

ASHRAE J. Richard Mehalick Scholarship (1)

Awarded annually to a qualified undergraduate mechanical engineering student enrolled at
the University of Pittsburgh and pursuing a bachelor’s degree. Applicants must meet all
other ASHRAE basic criteria.

ASHRAE Region IV Benny Bootle Scholarship (1)

60
Awarded annually to a qualified undergraduate engineering student enrolled in an

Appendix D,1
ABET-accredited program at a school located within the geographic boundaries of
ASHRAE’s Region IV (currently North and South Carolina, and Georgia). Applicants must
be pursuing a bachelor’s degree and meet all other ASHRAE basic criteria.

ASHRAE Region VIII Scholarship (1)

Awarded annually to a qualified undergraduate engineering student enrolled in an ABET-
accredited program at a school located within the geographic boundaries of ASHRAE’s
Region VIII (currently, Arkansas, Louisiana*, Texas*, Oklahoma, and Mexico). Applicants
must be pursuing a bachelor’s degree and meet all other ASHRAE basic criteria.

* Parts of these states are not within the geographical boundaries of Region VIII. Contact
ASHRAE headquarters for information regarding eligible schools in this area.

The following is a one-year scholarship in the amount of $5,000:

Frank M. Coda Scholarships (1)

Awarded to qualified engineering students enrolled in an ABET-accredited program and
pursuing a bachelor’s degree. Applicants must meet all other ASHRAE basic criteria.

The following is a two-year scholarship in the amount of $10,000 each (awarded $5,000 per year):

Reuben Trane Scholarships (4)

Awarded to qualified engineering students with at least two years of undergraduate studies
remaining in an ABET-accredited program. Applicants must be pursuing a bachelor’s
degree and meet all other ASHRAE basic criteria. To remain eligible for the second year
of the scholarship, recipients must remain enrolled full-time & continue to meet all other
ASHRAE basic criteria.

ENGINEERING TECHNOLOGY SCHOLARSHIPS (3)

Available to engineering technology students. Applicants must have a cumulative college
grade point average of at least a 3.0 based on a 4.0 scale, where 4.0 is the highest. Applicants
must meet all other ASHRAE basic criteria. Applications, including all supporting materials,
must be postmarked by May 1. Recipients are notified in the summer with scholarships
awarded for study in the following fall/spring academic year.

Associate Degree Engineering Technology Scholarship (2)

A one-year $3,000 scholarship for students enrolled full-time in an engineering
technology program leading to an associate degree and who are pursuing a course of
study which traditionally has been a preparatory curriculum for a career in HVAC&R.

Bachelor Degree Engineering Technology Scholarship (1)

A one-year $3,000 scholarship for students enrolled full-time in an ABET-accredited program leading

61
to a bachelor degree in Engineering Technology.

Appendix D,2
Graduate Fellowship

Willis H. Carrier Graduate Research Fellowship (1)

A one-year fellowship in the amount of $21,000 awarded annually to a qualified engineering student
entering Purdue University for graduate research in HVAC&R. Applicants apply directly to Purdue
University and must be recommended by the school for the fellowship.

The basic criteria on which all scholarships are granted are as follows:
• A cumulative college grade point average of at least 3.0 where 4.0 is the highest
• Full-time enrollment in a college or university with at least one full year of studies
remaining in the year the scholarship will be awarded
• Potential service to the HVAC and/or refrigeration profession
• Need for financial assistance
• Leadership ability
• Recommendations from instructors
• Character

To be considered for any scholarship, the following must be submitted in one package and
postmarked by the application deadline:
1 Completed and signed application form.
2 Official transcript of all college grades, including the one semester or quarter most recently
completed.
3 Letter of recommendation and evaluation form from three references, including a current
professor or faculty advisor, who are familiar with the applicant’s character, accomplishments, and
likelihood of success in the HVAC&R industry (Graduate students should submit a letter from two
professors or faculty advisors).

Contact Lois Benedict at ASHRAE headquarters in Atlanta. An application package may also be
available from your school’s Dean of Engineering or ASHRAE student branch advisor

Appendix D,5

Direct questions and mail completed applications in one package postmarked by the deadline to:

Lois Benedict Scholarship

Administrator ASHRAE,
Inc. 1791 Tullie Circle, NE
Atlanta, GA 30329 Phone:
404-636-8400 Fax: 404-
321-5478
[email protected]

62
Appendix E

Guidelines for Chapter Scholarship Program

1. Preface

Any chapter wishing to establish a scholarship fund should do so by following the

Operational Guide for Chapter Scholarships, as established by action of the Board of
Directors on June 23, 1963. The action of the chapter shall be subject to approval by the
Regional Chair, and copies of information pertaining to such approved action shall be
delivered to headquarters staff for distribution to the Society's Student Activities Committee
and the Board of Directors.

Your ASHRAE Chapter Scholarship Program should be designed to encourage HVAC

engineering education through the granting of scholarships.

1.1.2 Each scholarship should be funded separately, and, whenever unspecified funds are
made available to the chapter, the scholarship committee, once a year, should
recommend action regarding the use of these unspecified funds to the chapter’s board
of governors.

1.1.3 A continuous effort should be made by the chapter to obtain contributions from any
and all sources available, in order to increase all scholarship funds. Funds for
scholarships may be solicited from businesses. Member assessments, special
fundraising events, or voluntary contributions may be a source of funds.

1.1.4 All funds for scholarships should be invested separately from other chapter funds and
be deposited in an interest bearing account. Separate accounting records should be
maintained for each scholarship fund.

1.1.5 Funds for scholarships should be used only for the scholarships for which they are
specified, and contributions, regardless of source, should be credited to the fund
specified. If a contribution is not specified, it can become part of an unspecified
scholarship fund.

2. General Guidelines

2.1 All scholarships awarded by the chapter should satisfy one of the following
requirements:

a. The recipient should be in full-time attendance as an undergraduate

at a post secondary educational institution.

b. The recipient should be a graduate student at a recognized

university.

63
c. The following information should be made available to all Chapter
members:

Appendix E, 1

1. Name of scholarship

2. Amount and number of scholarships

3. Participating institution(s)

4. Criteria for selection of recipients

5. Names of scholarship committee members

2.2 A scholarship committee of at least three members of the chapter should be appointed
by the chapter to evaluate the scholastic potential of all candidates. If the scholarship
is tied to a specific college or university, a member appointed by the institution should
also be involved in the selection process.

2.3 The number of scholarships, the amount to be paid to each scholarship

recipient, and the frequency of scholarships should be the sole responsibility
of the chapter. All scholarships should be awarded in the order recommended
by the scholarship committee.

The scholarship committee should receive funds for said scholarships, and
2.4 members disbursements should be made only upon vote of the chapter

2.5 Any public announcement regarding the promotion or the recipient of a

scholarship should be made only by the chapter.

2.6 Criteria, procedures, and funding of new scholarships should be reviewed and
approved by the scholarship committee and the chapter’s board of governors.

3. Operating Rules
3.1 Control and Funding
3.1.1 Overall control and guidance for the scholarship program, particularly policy
and finances, should be the responsibility of the chapter’s board of governors.
However, the board may delegate the operation and administration of the program as
specified herein.

3.2 Non-Discriminatory Basis of Selection

3.2.1 The selection of candidates for scholarships should be on an objective and non-
discriminatory basis. This requires that the group from which the candidates are
selected must be chosen on the basis of criteria reasonably related to the purpose

64
of the scholarship.

3.2.2 In establishing a purpose for a scholarship, the scholarship committee should

place

Appendix E,2

reasonable restrictions on the course of study for which the grant is available,
such as engineering or HVAC curriculum.

3.3 Organization and Responsibility

3.3.1 The scholarship committee should periodically review all scholarships

awarded in accordance with the supervisory procedures outlined under item
3.3.2.

3.3.2 The scholarship committee should establish appropriate procedures to keep and
maintain adequate records and case histories for each scholarship recipient including,
but not limited to the following:

(a) Name and address of scholarship recipient

(b) Amount of scholarship awarded
(c) Period over which the scholarship is to be distributed to recipient
(d) Criteria used to select the recipient
(e) Purpose of the scholarship
(f) Restrictions, if any, placed upon the scholarship
(g) Methods used to publicize the availability of the scholarship
(h) Original application of the candidate
(I) Recommendation and action taken on the application by the scholarship committee

3.3.3 The scholarship committee should have responsibility for ongoing contribution
solicitation programs. New ideas for fundraising projects should be subject to
approval by the chapter’s board of governors.

3.3.4 An annual report of all scholarship activities should be prepared by the scholarship
committee. This report should be distributed to the chapter’s board of governors.

3.4 Expenses for Scholarship Program

3.4.1 All charges for mail, design and printing of forms, and other direct expenses for
operation of the program may be made to the appropriate scholarship fund
account.

65
3.4.2 All expenses incurred for fundraising and promotion of the chapter scholarship
program may be charged to the scholarship funds, proportional to the fund balances at
the beginning of the fiscal year.

Appendix E,3

3.4.3 Expenses incurred by the scholarship committee may be charged to the scholarship
funds, proportional to the fund balances at the beginning of the fiscal year.

3.5 Appendices

3.5.1 Sample “Letter of Intent” (Appendix E,4)

66
Appendix E,4
Letter of Intent Chapter Scholarship Funds
A Letter of Intent should be sent to the designated college or university to officially establish
the scholarship. A sample letter follows:

A. University
B. Address
C. Attention: Mr.

Dear Mr. :

The Chapter of the American Society of Heating, Refrigerating and Air-Conditioning

Engineers, Inc. would like to make available to your university funds for scholarships for
deserving students for the benefit of education and the general public.

It is our hope and desire to provide XXX scholarships in the sum of XXX each for this purpose. We
desire to donate these scholarships in the name of the XXX Chapter of the American Society of
Heating, Refrigerating and Air-Conditioning Engineers, Inc., but with the distinct understanding that
this project is solely that of the members of said chapter, and not for the chapter as such, and does not
involve any liability or obligation on the part of the Society or of the chapter. The Bylaws of the
Society provides that no chapter of the Society shall act for the Society, or subject the Society to any
financial or other obligation.

1. The recipients of the scholarships shall be such students as are selected by a committee
composed of three members appointed by the chapter and one member appointed by you, and
shall have such qualifications as the committee may from time to time determine.
2. The scholarship shall be called “Scholarships of the Chapter of the American Society of
Heating, Refrigerating and Air-Conditioning Engineers, Inc.”
3. The funds collected and received for said scholarships shall be held by the chapter and
disbursements shall be made only upon vote of the members of the chapter at any regular
meeting. All rules and regulations regarding the procedures to be adopted in connection with
said scholarships shall be determined by the scholarship committee subject to approval by the
members of the chapter at any regular meeting.

If this understanding meets with your approval, kindly sign the enclosed duplicate original of this letter
and return to us.

Sincerely,

67
Authorized Representative of Chapter University of

Authorized Signature Date

K-12 INFORMATION SHEET

In order to ensure that there is an adequate supply of engineers in the future, ASHRAE members
must do their part to assist schools in strengthening math and science education and in making
students aware of the career of engineering. It is the responsibility of the Student Activities (SA)
Chapter Chair to ensure that chapter members are involved in this effort.

Having an opportunity to speak with students can often be expedited by having a local, regional or

68
national activity to support your presentation. All available resources for K-12 can be found online
at the student zone in Educational Resources/K-12 Programming & Resources. The document
Programs/Resources Available for K-12 Teachers (Appendix C) is also available:
www.ashrae.org/ashraek12.

Listed below are a few events and organizations that you can build your presentation around during
the school year:

February -The third week of February is National Engineers Week. This is a great time to talk to
students about career opportunities in HVAC&R. April -Earth Day. This presents a great
opportunity to talk to students about environmental issues (both indoor and outdoor). This day also
kicks off National Science and Technology Week (sponsored by the National Science Foundation).

For your information, all of our available brochures, posters, and videos are available online at
the student zone. You may view online and place orders via fax to the Assistant Manager,
Student Activities at ASHRAE Headquarters. These resources can assist you greatly in
planning and facilitating classroom visits and presentations.

To assist in this effort, the Student Activities Committee has also developed a form letter to
principals or math/science coordinators, a K-12 resources brochure, and a K-12 programs &
resources list including classroom projects. The information found at www.ashrae.org/ashraek12 is
as follows:

 Defining STEM
 ASHRAE STEM Report to Member’s Council
 Recommended activities and experiments
 Form letters for reaching local schools
 Teaching guide to presentations
 Materials request form
 Discussion Board to upload pictures and success stories from school visits
 EWEEK information
 Help engineering resource websites
 Parent and teacher resources
 Videos

(The student zone recommended projects are set up for K-5, 6-8, 9-12.)

Kindergarten - 6th grade

Provide Materials

The best way to assist the K-6 level is by providing the children and their teachers with materials that
are well designed and readily accepted by the teachers. The first step is to establish contact with the
school and introduce your designated chapter member as a resource for the teachers to call upon. A

69
special emphasis should be made to reach predominately minority schools. Your chapter may also
want to donate specific items like videos or posters.

The key to helping to make a difference with the K - 6 age group is to not only give out
materials, but to make a chapter member available to assist the school or a specific teacher
with math or science related activities upon request.

Grades 7-12

By junior high, students are receptive to visits by engineers who can convey the challenge and
excitement of their profession and show students how math and science relate to the world around
them. Chapter members are encouraged to contact local schools and arrange to make classroom
presentations.

If you are talking with 7-10th graders, it is important to emphasize engineering in general, rather than
specifically HVAC&R. Students can easily become confused by all the different engineering
disciplines. Using famous "engineering heroes" as examples is often an effective way for students to
identify with engineering. Some recognizable individuals involved in the engineering field include:
Henry Ford, Thomas Edison, The Wright Brothers, Neil Armstrong, John Glenn, Jack Welch, Jimmy
Carter, "Red Adair," Maria Telkas, George Washington, and Willis Carrier.

Junior High programs should focus on building a solid academic foundation, particularly in
mathematics. Engineering can be presented as the result of applying mathematics and science to
real problems.

By 11th grade, it is more appropriate to get into specific engineering areas, especially for those
interested in a two-year technical program.

Before making a classroom visit, PREPARE!!!

Plan your presentation in advance:

a. Contact the teacher directly by phone or mail [the initial contact could be the introduction form
letter, found online at www.ashrae.org/ashraek12.

b. Try to arrange a meeting with the teacher before your presentation. This personal contact is an
important element in being sure that your presentation is on target.

c. Plan to have an interactive activity that will involve the students in your presentation and will
be appropriate to the students’ age level and interest. The teacher will be able to assist you in
planning the appropriate activity.

d. Confirm the date, time, and discuss any requirements you might have such as video monitor,
slide projector, copies of handouts.

e. Remember that teachers are the professionals when it comes to educating kids. They will be

70
very helpful in assisting you in planning your presentation as well as dealing with the
disruptions, which are common occurrences in classrooms.

To encourage chapter participation in the local schools, PAOE points are awarded for various
activities. See Section 3 of this handbook for the specific points for the current Society year or
contact your Regional Vice Chair for Student Activities.

Appendix F

Date

Mr./Ms. Title (Principal, Math/Science Coordinator) Name of School Address

71
Re: ASHRAE K-12 Programs for the Encouragement of Math and Science

Dear:

As a member of the American Society of Heating, Refrigerating and Air-Conditioning Engineers and
representative of the Student Activities Committee (SAC) for the local chapter, I would like to introduce
you to the student programs and resources we have available for kindergarten through 12th grades.

As volunteers, engineers, and members of the local heating and air-conditioning industry, the SAC
members are very interested in promoting mathematics and science at all education levels. We hope that
our efforts will encourage some students to pursue an engineering degree.

We understand the importance of promoting math and science, not only in the high and middle schools,
but also at the elementary school level.

Some of the resources we have to accomplish this are videos, brochures, and program activities;
however, the most important resource we offer are the volunteers willing to come to your classroom to
participate and/or conduct various student activity programs.

Our volunteers also participate in other related school programs such as MathCounts, National
Engineers' Week, and JETS (Junior Engineering Technical Society).

We would like to know your ideas and needs so that we can further assist you in the near future.
Please contact us if we can be of assistance in your classroom activities.
Please contact me at your earliest convenience at (phone number) to arrange a meeting to discuss this
mutual opportunity.

Very truly yours,

Student Activities Committee, Chair

Appendix G

National Society of Professional Engineers

http://www.nspe.org

1) Discover Engineering (Discover-E)/National Engineer’s Week NSPE states that this is "an
excellent opportunity to initiate involvement with schools." This program is a part of National

72
Engineer's Week, when engineers visit classrooms to develop enthusiasm and interest in math
and science applications. The Discover-E program often grows into long-term involvement
between engineer, student, and teacher. NSPE provides materials for the visiting engineer that
may be left with the teacher for use in future classes.

2) MATHCOUNTS This is a national math competition for 7th and 8th graders (it is also available in
some Canadian provinces, for example, British Columbia. Contact Innovators in the Schools for
availability: 1-800-465-7766). Competitions are held at the chapter, regional, and national levels.
MATHCOUNTS builds skills, promotes strategic problem solving, challenges students to
sharpen their analytical abilities, and encourages them to continue in a college math track in high
school.

The program's schedule begins when volunteers register teams in the fall. Then volunteers coach
students throughout the fall. The students compete in the spring in both individual and team
events beginning at the local level and progressing through the regional, state, and national
levels.

Volunteers may mentor/tutor students for the competitions, assist with administration of the
program, and/or work at the competition. Volunteers' time commitments can range from half a
day (e.g., in an administrative capacity) to year-round support (e.g., administrative or
mentoring).

To get involved, a volunteer should contact the MATHCOUNTS national office for an annual
published list of state coordinators. The volunteer may also contact the local NSPE chapter to
determine whether the chapter is already involved in MATHCOUNTS. Call or write
MATHCOUNTS at:

MATHCOUNTS Federation
1420 King Street
Alexandria, VA 22314
PHONE: (703) 684-2828; FAX: (703) 836-4875

American Chemical Society

www.acs.org

1). Science For Kids

http://portal.acs.org/portal/acs/corg/content?_nfpb=true&_pageLabel=PP_TRANSITIONMA
IN&node_id=878&use_sec=false&sec_url_var=region1&__uuid=a9fd9849-b27e-4854-
bbe2-f3faf694cf53
Science for Kids is full of science activities that kids can do. Currently WonderNet contains
activities covering over 30 different topics. A new topic is posted every other month.

2) Resource Chemistry
http://portal.acs.org/portal/acs/corg/content?_nfpb=true&_pageLabel=PP_TRANSITIONM
AIN&node_id=127&use_sec=false&sec_url_var=region1&__uuid=38712f49-1cac-4cd6-
b449-1568fb03ad8c
Resource Chemistry is an online middle school teacher resource for background information

73
Appendix G, 2

and activities in chemistry. It is based on the former NSF-funded teacher professional

development project, Operation Chemistry. Each topic includes background information and
many science activities. Modules on
Energy, Polymers, and Food Chemistry are scheduled to go online in the coming year.

3) Chemistry.org
http://www.chemistry.org/portal/a/c/s/1/acsdisplay.html?DOC=kids\index.html
Chemistry.org/kids
Chemistry.org highlights different hands-on activities and articles from the ACS collection.
Visitors are invited to celebrate chemistry with fun hands-on activities, science facts, and
chemist interviews.

4) Chemistry through Inquiry

http://www.chemistry.org/portal/a/c/s/1/general.html?DOC=education\wande\Onl
ineCourse.html
Chemistry through Inquiry is a 5-week online teacher professional development course for 3-
8th grade teachers. Chemistry through Inquiry is based on the National Science Education
Content Standards for Inquiry and Physical Science and features investigations from the book
Inquiry in Action - Investigating Matter through Inquiry.

5) Inquiry Matters
http://www.chemistry.org/portal/a/c/s/1/general.html?DOC=education\wande\inq
uirymatters.html
Inquiry Matters is workshop that can come to your site. During the workshop, elementary and
middle school teachers will be introduced to science activities that teach both physical
science and inquiry content.

For more information about ACS programs, contact:

American Chemical Society

1155 Sixteenth Street, NW Washington DC, 20036 PHONE: (800) 227-5558 (US only); (202) 872-
4600 (outside the US) FAX: (202) 872-4615; EMAIL: [email protected]

American Society of Mechanical Engineers

http://www.asme.org

1) Engineering Education in the K-12 Classroom

http://www.asme.org/education/precollege/
ASME's Pre-College activities and resources are aimed at supporting improvement in quality
science, technology, engineering and math (STEM) education; fostering interest in and access to the
mechanical engineering profession; developing appropriate partnerships with industry, academia,
government and other professional societies; and advocating for the technological literacy of society
at large

1) ASME's Engineers Week 2012 video shines a light on students practicing hands-on engineering
and having fun doing it! High school teens design and build robots and student engineers put their

74
Appendix G,3

skills to work to provide clean water and electricity to third world countries...a true
celebration of engineering! http://www.asme.org/kb/news---articles/media/2011/09/eweek-2012-
welcome-video

2) Tools of Discovery
http://www.asme.org/education/precollege/discovery/page2.htm
The Tools of Discovery Program - which includes the website and the career Encounters videotape
- presents an engineering view of the physical sciences. It supplements your curriculum by
showing your students how scientific concepts are applied in the "real world."

In addition, Tools of Discovery helps your students start thinking about a career and the personal
factors that go into that decision. It also offers your students a look at the career opportunities in
the field of mechanical engineering and provides information on the high school and college
preparation necessary for an engineering career.

This program was developed by the American Society of Mechanical Engineers, with the
cooperation of experiences high school classroom teachers and engineering educators.

The student activities included in Tools of Discovery are targeted to earth science, biology, chemistry
and physics. They are also appropriate for general science classes. These activities let students
explore the uses of simple machines in technology related to each science discipline.

3). Integrated Design Engineering Activity Series (IDEAS)

http://www.asme.org/groups/educational-resources/integrated-design-engineering-activity-series
Our goal when soliciting project activities was to identify low-cost, “hands-on” engineering projects
for use in middle schools math, science and technology classes. The announcement attracted over 60
entries from teachers, engineers, and concerned educational and professional groups. A panel of
middle school teachers and engineers helped to plan the project and evaluated the entries. The
resulting ‘IDEAS’ projects have been adapted from those entries.

4). Engineers Solve Problems

http://www.asme.org/groups/educational-resources/engineers-solve-problems
This book of math problems had its beginning in the development of an "Academy of Math and
Engineering" at a school in Salt Lake City, Utah. The thought was to make math and science more
real to students by having them see the actual use of math in the solution of problems from real life
presented by engineers in the classroom

5). ASME Teacher Workshop Guide

http://www.asme.org/groups/educational-resources/asme-teacher-workshop-guide
This guide features workshops that will be valuable to middle school science, math and technology
teachers. It includes tips for engineers on working with middle school teachers, understanding
curriculum standards, and technology training needs. Checklists, web support ideas, lessons learned
from others who have already held workshops, and ideas for follow-up, are also included.

For more information on these programs contact ASME at:

American Society of Mechanical Engineers
3 Park Avenue New York, NY 10016-5990 PHONE: (212) 591-7674

75
Appendix G,4

National Action Council for Minorities in Engineering

http://www.nacme.org/NACME_A.aspx?pageid=1

Since 1974, NACME (the National Action Council for Minorities in Engineering) has provided
leadership and support for the national effort to increase the representation of successful African
American, American Indian and Latino women and men in engineering and technology, math- and
science-based careers. NACME is a leader, but works closely with many other organizations to
achieve our aim.

1) Middle School Program

http://www.nacme.org/NACME_B.aspx?pageid=75
NACME’s middle school program is a great way to introduce middle school students to the world of
engineering which has at its core the fundamentals of math and science disciplines. By bringing into
the classroom a variety of speakers that include professionals from local businesses and college
students who aspire to be engineers, your children will learn more about how their world today is
influenced by engineering and technology - from sports equipment design to I-Pods, to video games,
the clothes they wear and the bridges and tunnels they travel.
a. ACE Mentor Program: http://www.acementor.org/
b. MESA: http://mesa.ucop.edu/
c. NACME Grant: http://www.nacmebacksme.org/NBM_C.aspx?pageid=210

2). High School Program-Academy of Engineering

http://www.nacme.org/NACME_B.aspx?pageid=123
The Academy of Engineering (AOE) are new schools that focus high school students on careers in
science, technology, engineering, and mathematics (STEM). They are designed to help meet the
increasing demand for qualified employees in the field of engineering. The National Academy
Foundation (NAF), Project Lead The Way (PLTW), and NACME have joined forces to create these
small learning communities, starting with 13 pilot schools throughout the nation.

For more information on these programs contact NACME at:

NACME
The Empire State Building 350 Fifth Avenue, Suite 2212 New York, NY 10118-2299 PHONE:
(212) 279-2626; FAX: (212) 629-5178

National Association of Women in Construction

http://www.nawic.org/nawic/default.asp
The National Association of Women in Construction (NAWIC) originally began as Women in
Construction of Fort Worth, Texas. It was founded in 1953 by 16 women working in the construction
industry. Knowing that women represented only a small fraction of the construction industry, the
founders organized NAWIC to create a support network. Women in Construction of Fort Worth was
so successful that it gained its national charter in 1955 and became the National Association of
Women in Construction.

NAWIC has a membership of 5,800 with close to 200 chapters in almost every U.S. state and in two
Canadian provinces. Since 1996, NAWIC has seen its core purpose grow internationally, with the

76
Appendix G,5
signing of International Affiliation Agreements with NAWIC-Australia, NAWIC-
New Zealand, South African Women in Construction, and most recently with NAWIC-United
Kingdom. In its 50 years of service to its membership,
NAWIC has advanced the causes of all women in construction, from trade women to business
owners.

a. ACE Mentor Program Of America: http://www.acementor.org/

b. Construction Career Days: http://www.uritc.org/nccdc
c. Engineer Girl: http://www.engineergirl.org/

For more information contact NAWIC at:

National Association of Women in Construction (NAWIC)
327 S. Adams St.
Ft. Worth, TX 76104-1081 PHONE: (817) 877-5551; FAX: (817) 877-0324

National Science Resources Center

(National Academy of Science & Smithsonian Institution)
http://www.nsrconline.org/

1) Parent Resources Parents--along with educators--can help children sharpen reasoning skills
through the scientific process. There are resources in this section of the Web site for students.
Parents are encouraged to explore these resources with their children. Parents are also
encouraged to ensure good science programs in their children’s schools. A parent can:
 Be an advocate and leader for inquiry-based science curriculum in the community
 Review their children’s science curriculum
 Ensure that teachers have appropriate professional development
 Work with local businesses and public interest groups to secure financial and other
support for quality science education

2) Teacher Resources
http://www.nsrconline.org/curriculum_resources/teacher_resources.html

Exemplary Science Curriculum

• Science and Technology for Children (STC) - Science and Technology for Children (STC) is
a comprehensive, inquiry-based, 24-unit K–6 curriculum. Field-tested in school districts nationwide,
the curriculum is being used in thousands of elementary school classrooms throughout the United
States and abroad. http://www.nsrconline.org/curriculum_resources/elementary.html.

• Science and Technology for Middle Schools (STC/MS) - Science and Technology Concepts
for Middle Schools (STC/MS) is a comprehensive, inquiry-based, eight-module curriculum for
students in grades 6-8. Field-tested in school districts nationwide, the curriculum is being used in
thousands of middle school classrooms throughout the United States and abroad.
http://www.nsrconline.org/curriculum_resources/middle_school.html.

• Science Education Leadership Opportunities - guiding school districts through the process of
exploring, adopting, implementing, and sustaining quality science education reform. The NSRC’s
LASER Center helps school districts nationwide implement research-based, inquiry-centered science

77
Appendix G,6

programs for K–8 students. LASER provides leaders with access to research and best practices.
LASER works with school districts
to develop a vision for effective science learning and teaching. LASER helps school districts to
plan, implement, and sustain quality science education for their students.
http://www.nsrconline.org/school_district_resources/laser.html.
Smithsonian Institution Web sites and other resources of interest
http://www.nsrconline.org/student_and_parent_resources/parent_resources.html# SIsites.

The Marian Koshland Science Museum of The National Academy of Sciences

http://www.koshland-science-museum.org/.

3) Student Resources
http://www.nsrconline.org/student_and_parent_resources/student_resources.html.

For more information on these programs contact NSRC at:

National Science Resource Center

Arts and Industries Building, Room 1201 Smithsonian Institution Washington, DC, 20560 PHONE:
(202) 357-2555

Boy Scouts of America

http://www.scouting.org/
The Boy Scouts of America is one of the nation's largest and most prominent values-based youth
development organizations. The BSA provides a program for young people that builds character,
trains them in the responsibilities of participating citizenship, and develops personal fitness.

For more information on this program contact BSA Exploring at:

Boy Scouts of America
1325 Walnut Hill Lane
Irving, TX 75038
(214) 580-242

Girl Scouts of America

http://www.girlscouts.org/program/program_opportunities/science/
Girls push boundaries, test limits, and look at the world around them with inquisitive eyes. They're
natural scientists! Girl Scouts introduces girls of every age to science, technology, engineering, and
math (STEM) experiences relevant to everyday life. Whether they're discovering how a car's engine
runs, how to manage finances, or exploring careers in STEM fields, girls are fast-forwarding into the
future.

Appendix G,7
1) STEM and the National Program
Every girl needs a chance to explore the fascinating world of STEM. Girl Scouting encourages girls
of all ages by offering "fun with purpose" through its K–12 national program. The Girl Scout

78
program includes two curriculum resources: National Leadership Journeys and National Proficiency
Badges.
Leadership Journeys are core to Girl Scouting because they lead girls to discover what they care
about and change the world. Girls explore a variety of interests along a Journey, everything from the
arts to the outdoors and, of course, STEM.
a. STEM and It’s Your Planet – Love It! Journey Series
1. Girl Scout Daisies explore the world of nature.
2. Girl Scout Brownies learn about the water cycle.
3. Girl Scout Juniors complete energy audits in buildings.
4. Girl Scout Cadettes learn to assess air quality.
5. Girl Scout Seniors calculate their "food print" and learn kitchen
science while preparing a locavore meal.
6. Girl Scout Ambassadors "do the math" to figure out how much trash
is created and how to reduce it

b. STEM and Proficiency Badges

In Girl Scouting, girls learn skills on specific topics when they earn badges. Girl Scout
badges were recently refreshed to reflect girls' interests and to focus on 21st century skills.
Many badges use STEM activities in fun ways. For example, the Cook, Artist, and Athlete
Legacy badges all involve STEM. In addition, several new badge categories specifically
relate to STEM:
7. Naturalists
8. Digital Art
9. Science and Technology
10. Innovation
11. Financial Literacy
For more information, please contact us at:

Girl Scouts of the USA

420 Fifth Avenue New York, New York 10018-2798
PHONE: (800) GSUSA 4 U [(800) 478-7248] or (212) 852-8000

Scholastic Academic Publishers

http://www.scholastic.com/

Scholastic, the global children’s publishing and media company, has a corporate mission supported
through all of its divisions of instilling the love of reading and learning for lifelong pleasure in all
children. Recognizing that literacy is the cornerstone of a child’s intellectual, personal and cultural
growth, Scholastic, for more than 80 years, has created quality products and services that educate,
entertain and motivate children and are designed to help enlarge their understanding of the world
around them.

1) Kids
http://www.scholastic.com/kids/

79
http://outoftherock.o
rg/ Appendix G, 8
2) Families
http://www.scholastic.com/families/

3) Teachers
http://teacher.scholastic.com/

4) Administrators
http://www.scholastic.com/administrator/

5) Librarians
http://www.scholastic.com/librarians/

For more information on these periodicals contact Scholastic at:

Scholastic
2931 East McCarty Street Jefferson City,
MO 65102-3710 PHONE: (800) 807-
2466

National Energy Foundation

http://www.nef1.org/

Go to the NEF website to learn more about the following K-12 programs:
1) Out of the Rock
http://outoftherock.org/
2) Energy Action
http://nef1.org/#about
3) Academy of Energy Education
http://www.academyofenergy.org/
4) Igniting Creative Energy Challenge (ICE)
http://www.ignitingcreativeenergy.org/

Educators can get more information about NEF Catalogs, Teacher Activities, Workshops, and
Graduate Credit by visiting http://www.nef1.org/educators.html.
The Materials Catalog is available at http://www.nef1.org/materials.html.

For more information about National Energy Foundation educational publications contact:

National Energy Foundation

3676 California Ave., Suite A117 Salt Lake City, UT 84104 PHONE: (801) 908-5800; EMAIL:
[email protected]

The National Energy Education Development (NEED) Project

http://www.need.org/

The mission of the NEED Project is to promote an energy conscious and educated society by creating
effective networks of students, educators, business, government and community leaders to design and

80
Appendix G,9

deliver objective, multi-sided energy education programs.

The NEED Project is a 501(c)(3) nonprofit education association dedicated to promoting a realistic
understanding of the scientific, economic and environmental impacts of energy, so that students and
teachers can make educated decisions. The NEED program includes curriculum materials,
professional development, evaluation tools, and recognition. NEED teaches the scientific concepts of
energy and provides objective information about energy sources-their use and impact on the
environment, the economy and society. The program also includes information to educate students
about energy efficiency and conservation, and tools to help educators, energy managers and
consumers use energy wisely.

All NEED schools have outstanding classroom-based programs in which students learn about
energy. Some schools have student leaders who extend these activities into their communities. To
recognize outstanding achievement and reward student leadership, The NEED Project conducts the
National Youth Awards Program for Energy Achievement.

This program combines academic competition with recognition to acknowledge everyone involved in
NEED during the year – and to recognize those who achieve excellence in energy education in their
schools and communities. The students and teachers set goals and objectives, and keep a record of
their activities. In April, the students combine their materials into scrapbooks and send them to their
state coordinators. The students themselves write summaries of their projects for inclusion in the
Annual Report. In addition, NEED conducts training conferences, creates educational materials,
evaluates the nation’s energy knowledge through a Report Card and plans recognition programs.
NEED is active in 5000 schools across 35 states.
For more information about NEED programs, contact:

The NEED Project

8408 Kao Circle Manassas, Virginia 20110 PHONE: (703) 257-1117; FAX: (703) 257-0037;
EMAIL: [email protected]

Miscellaneous

81
CONSIGNMENT PROGRAM

The following are the policies and procedures governing ASHRAE’s Consignment Program:

1 The Fundamentals Handbook is the only publication currently in this program.

2 Only ASHRAE members in good standing may request a consignment account. These accounts
are non-transferable.

3 The ASHRAE member in whose name the account is actually set up is responsible for
maintaining accurate inventory records and distribution of handbooks. This must include an indication of
which edition (IP or SI) has been distributed. NOTE: While the books may actually be shipped to
someone other than the member, proper record keeping is still the responsibility of the ASHRAE
member.

4 A written request is needed for each shipment. Be sure to indicate which edition (IP or SI) you
require.

5 An initial supply of inventory record sheets and student member applications are supplied at the
time an account is set up. Additional copies of both will be sent on request.

6 Books should be distributed when a student submits his or her completed application, along with
a check/money order (U.S. funds) covering the cost of the Fundamentals Handbook and student dues.

Student payment, including one copy of either edition of the Fundamentals Handbook costs:

$69.00 U.S. Funds: $20.00 for dues and $49.00 for the Handbook (includes CD)

NOTE: The instructor must indicate in the space provided on the application whether or not
the student has received a Handbook and if so which edition. See the website for pricing on
other publications.

1 All applications and checks should be forwarded to ASHRAE Headquarters in Atlanta, GA

(ATTENTION CONSIGNMENT DESK) as soon as possible after distribution. All checks must have a
current date. Our bank will not accept any check that is over three months old. Holding applications not
only delays processing but also causes delays in services to new student members.

2 All submissions of applications and checks are to be accompanied by an inventory sheet. If we do

not have this information, we may be unable to credit the proper consignment account.
3 Students should be informed that they, as ASHRAE members, will now receive monthly copies
of the ASHRAE Journal and ASHRAE Insights. They may also purchase other publications at member
prices.

4 Of special importance to the new student member is the fact that one copy of each of the other
books in the Handbook Series (Refrigeration Systems, HVAC Applications, HVAC Systems and
Equipment), as well as other selected Society publications may also be purchased at a reduced price.

Students should reference the ASHRAE bookstore online for pricing on these reduced
publications!

Your cooperation in following the above procedures is appreciated.

82
ROB BOOK 2

MANUAL
FOR
CHAPTER OPERATIONS
ASHRAE
1791 TULLIE CIRCLE, NE - ATLANTA, GA 30329

Newly Revised and Approved by Members Council

2014.01.21

Last Revised: 2018.06.26

MANUAL FOR CHAPTER OPERATIONS

ASHRAE Code of Ethics

(Approved by ASHRAE Board of Directors January 30, 2013)

1.140.001.1 As members of ASHRAE or participants in ASHRAE committees, we pledge to

act with honesty, fairness, courtesy, competence, integrity and respect for others
in our conduct.

A. Efforts of the Society, its members, and its bodies shall be directed at all times to
enhancing the public health, safety and welfare.

B. Members and organized bodies of the Society shall be good stewards of the world’s
resources including energy, natural, human and financial resources.

C. Our products and services shall be offered only in areas where our competence and
expertise can satisfy the public need.

D. We shall act with care and competence in all activities, using and developing up-to-date
knowledge and skills.

E. We shall avoid real or perceived conflicts of interest whenever possible, and disclose
them to affected parties when they do exist.

F. The confidentiality of business affairs, proprietary information, intellectual property,

procedures, and restricted Society discussions and materials shall be respected.

G. Each member is expected and encouraged to be committed to the code of ethics of his
or her own professional or trade association in their nation and area of work.

H. Activities crossing national and cultural boundaries shall respect the ethical codes of the
seat of the principal activity.

i
MANUAL FOR CHAPTER OPERATIONS

Shaping Tomorrow’s Built Environment Today

ASHRAE’s Mission and Vision

Mission:
To advance the arts and sciences of heating, ventilation, air conditioning and refrigeration to
serve humanity and promote a sustainable world.

Vision:
ASHRAE will be the global leader, the foremost source of technical and educational information,
and the primary provider of opportunity for professional growth in the arts and sciences of
heating, ventilating, air conditioning and refrigerating.

ASHRAE’s Core Values

Excellence
ASHRAE education, technical information and all other activities and products will always reflect
the best practices that lead our industry. We strive for continuous improvement and innovation
in all our practices and products.

Commitment
ASHRAE and its members are passionate about serving the built environment, creating value,
and recognizing the accomplishments of others.

Integrity
ASHRAE is committed to the highest ethical standards. We work transparently, observing
essential requirements for due process and peer reviews to assure our members and
stakeholders that we do the right things the right way.

Collaboration
ASHRAE seeks and embraces collaborative efforts with organizations, agencies, and
individuals sharing our commitment to sustainable built environments.

Volunteerism
Members lead ASHRAE at every level, serving ASHRAE and helping ASHRAE serve society.

ii
MANUAL FOR CHAPTER OPERATIONS

TOLL FREE  NUMBERS

US & Canada .....................................................................1-800-5-ASHRAE (1-800-527-4723)

Australia .............................................................................................................. 1-800-122-190

Hong Kong ............................................................................................................. 800-96-2655

Mexico ........................................................................................................... 001-800-258-1126

Singapore ............................................................................................................. 800-1300-245

Taiwan .................................................................................................................. 0080-14-9547

United Kingdom ................................................................................................... 0800-96-2130

FAX NUMBER (not toll free)

US & Canada ..................................................................................................... 1-404-321-5478

TOLL FREE FAX NUMBERS

Australia .............................................................................................................. 1-800-122-189

Brazil ................................................................................................................... 1800-804-4822

Hong Kong ............................................................................................................. 800-96-2654

Italy .......................................................................................................................... 1678-72106

Japan ............................................................................................................... 0066-33-820-418

Malaysia ....................................................................................................................... 800-2466

South Africa ......................................................................................................... 0800-9-94166

Taiwan .................................................................................................................. 0080-14-9546

United Kingdom ................................................................................................... 0800-96-2131

These toll free numbers may be used for:

 Credit card payment for Society dues

 Publications orders paid by credit card

 Change of address reporting

 Request for Society promotional literature and general information

 Annual and Winter Meeting registration

 Professional Development Seminar registration

MANUAL FOR CHAPTER OPERATIONS

FOREWORD

This manual has been prepared to assist chapters of the Society in planning, organizing and improving
their operation. It is intended as a guide and with certain exceptions, such as directions based on Rules
of the Board, Chapter Constitution and Bylaws, etc., the chapters should feel free to amplify and modify
the suggestions to suit their own needs. Any changes to the MCO and CRC Manual, other than Rules of
the Board (ROBs) or changes affecting ROBs or policy shall not require BOD approval.

Chapter officers and committee chairs should keep in mind there is no better way to assure the success
of a chapter than to have each member feel a definite sense of responsibility. To accomplish this,
participation is important and, insofar as practicable, every person should be a part of at least one
committee.

Good liaison among chapters in a specific region and between chapters and Society Headquarters is
vital to the overall effectiveness of the Society. For chapters assigned to Regions the Regional Chairs
are the liaison agents who channel information among the chapters and it is important that these
chapters maintain effective communication through their Regional Chair.

The Society is governed by the following documents in the order listed:

A. Certificate of Consolidation

B. The Society Bylaws

C. Rules of the Board

D. Chapter Constitution and Bylaws (Model – Appendix 11A)

Copies of this manual may be downloaded from the ASHRAE website. Updates are added to the
Manual for Chapter Operations on ASHRAE’s website following the winter and/or annual meetings.

The obsolete manual should be destroyed and the new downloaded from the website.

The new president should conduct a planning meeting early in the year, using this manual as a guide to
set goals and objectives. All officers and board members and committee chairs should attend the
planning meeting.

In cases of incorporation in certain jurisdictions, the designation "Board of Directors" may be required in
lieu of "Board of Governors." This document does not prohibit that terminology.
MANUAL FOR CHAPTER OPERATIONS

TABLE OF CONTENTS

Section 1 ............................................................................................................................. CHAPTER OFFICERS

Suggested Chapter Operations Calendar............................................................................. Appendix 1A
Guidance for Appointments to Committees .......................................................................... Appendix 1B
Suggested Independent Accountant’s Report ...................................................................... Appendix 1C
Recommended Treasurer Timeline and Duties.................................................................... Appendix 1D
Sample Format for Installation of Officers............................................................................. Appendix 1E

Section 2 ....................................................................................................................... CHAPTER COMMITTEES

Suggested Chapter Organization Chart ................................................................................ Appendix 2A
Transportation Reimbursement Policy for Chapters ............................................................ Appendix 2B
Organizing the Chapter Technology Transfer Committee’s Work....................................... Appendix 2C
Tracking Chapter Officers and Property ............................................................................... Appendix 2D
Regional Award of Merit Criteria............................................................................................ Appendix 2E
Chapter Service Award Criteria ..............................................................................................Appendix 2F
Sample Membership Promotion Letter to Employers .......................................................... Appendix 2G
Ideas for Achieving Society Goals for Membership Growth ................................................ Appendix 2H
Nominating Committee Procedures ........................................................................................ Appendix 2I
Sample CRC Nominations Worksheet................................................................................... Appendix 2J
Suggested Content for an e-Newsletter ................................................................................ Appendix 2K
RP Donation Form .................................................................................................................. Appendix 2L
Summary of Chapter Fund Raising for RP ........................................................................... Appendix 2M

Section 3 .......................................................................................................................................... MEMBERSHIP

Membership Processing and Annual Benefits...................................................................... Appendix 3A
Suggestions for Recruiting and Retaining New Members ................................................... Appendix 3B

Section 4 ................................................................................................................................................ FINANCES

Guidance for Chapter Treasurer ........................................................................................... Appendix 4A
General Guidelines for Filing Federal Taxes (U.S.) ............................................................. Appendix 4B

Section 5 .............................................................................................................................CHAPTER MEETINGS

Remedies for Common Chapter Meeting Problems ............................................................ Appendix 5A
Meeting Notices ...................................................................................................................... Appendix 5B
Working with Speakers for Chapter Meetings ...................................................................... Appendix 5C
Sample Chapter Program Evaluation Form.......................................................................... Appendix 5D
Ideas for Chapter Programs .................................................................................................. Appendix 5E
Guidelines for Presenting Chapter-Sponsored Education ....................................................Appendix 5F
Sample Certificate of Attendance .......................................................................................... Appendix 5G
Notice of Intent to Hold Chapter Equipment Expositions ..................................................... Appendix 5H

Section 6 .................................................................................................................... CHAPTER PUBLICATIONS

Guidance for Chapter e-Newsletters ..................................................................................... Appendix 6A

Section 7 .................................................................................................................... RECORDS AND REPORTS

Sample Chapter Meeting Minutes Form ............................................................................... Appendix 7A
Motions at the CRC ................................................................................................................ Appendix 7B
Sample Format for CRC Motions .......................................................................................... Appendix 7C
CRC Chapter Summary Reports........................................................................................... Appendix 7D
MANUAL FOR CHAPTER OPERATIONS

Section 8 ......................................................................................................... MANAGEMENT BY OBJECTIVES

MBO Planning Guide ............................................................................................................. Appendix 8A

Section 9 ................................................. VISITS TO CHAPTERS BY SOCIETY AND REGIONAL OFFICERS

Section 10 ......................................................................................................................... STUDENT BRANCHES

Encouraging Student Attendance at Chapter Events ........................................................ Appendix 10A
Ideas for Getting Student chapter Involved in School Activities ........................................ Appendix 10B
Ways to Recognize Student Branch Advisors .................................................................... Appendix 10C
Ideas for Special Projects and Programs for Student Branches ....................................... Appendix 10D

Section 11 ......................................................................................... CHARTERING A CHAPTER OR SECTION

Model Chapter Constitution and Bylaws ............................................................................. Appendix 11A
Options for Customizing Chapter Bylaws ........................................................................... Appendix 11B
Procedure for Changing Chapter Bylaws ........................................................................... Appendix 11C
Chapter Officer Installation Ceremony ................................................................................ Appendix 11D
Model Letters for Revocation of Chapter Charter ............................................................... Appendix 11E
Petition to Reassign New/Existing Chapters/Sub-Regions to Another Region .................Appendix 11F

Section 12 .................................................................................................... CHAPTER OR REGION SECTIONS

Petition for Authorization of Section .................................................................................... Appendix 12A
Section Officer Installation Ceremony ................................................................................. Appendix 12B

Section 13 ...........................................................................................................................................MENTORING
MANUAL FOR CHAPTER OPERATIONS

SECTION 1
CHAPTER OFFICERS
1.1 Selecting Chapter Officers
1.2 President
1.3 President-Elect and Vice Presidents
1.4 Secretary
1.5 Treasurer
1.6 Board of Governors
1.7 Installation of Officers

SECTION 1 to other support, such as use of

CHAPTER OFFICERS administrative resources?

This section covers the selection of chapter D. Does the nominee have a good record of
officers and is intended for the guidance of attendance at chapter meetings, and has
chapter officers and committees. he or she demonstrated willingness to
accept chapter responsibilities through
Each chapter should ensure that its rules are committee work?
consistent with its bylaws and should apply them
to take care of any unusual local conditions or E. Are prospective officers and committee
situations. members prequalified for the duties of
the offices?
Appendix 1A provides a schedule that chapters
may use to ensure that administrative functions F. If the chapter has a regular order of
are handled appropriately. progression through the chairs, each
person nominated for the initial position
This manual is designed for chapters having a must be evaluated on the basis that he or
May election date. Chapters having other election she is being selected for a future
dates should adjust accordingly. position.

1.1 Selecting Chapter Officers G. Will the nominee be able to attend the
Chapters Regional Conferences
Some factors to be considered when selecting (CRCs)?
officers are:
H. Will the nominee display leadership, for
A. Does the nominee meet the eligibility example by contributing to ASHRAE
criteria for serving as a chapter officer? Research/Resource Promotion at or
above the Honor Roll level?
B. Does the nominee have the personal
qualifications to meet the demands of the 1.1.1 Duties of Officers
office for which he or she is being
considered? The officers and other members of the Board of
Governors are elected by the chapter in
C. Will the nominee have support from his accordance with its bylaws. Their duties are
or her employer? Will the employer explained in following subsections.
approve of the time and expense
involved? Will the employer allow access

Page 1 - 1
MANUAL FOR CHAPTER OPERATIONS

1.1.2 Selecting Chapter Committee Chairs include:

The selected Chapter Committee Chair must be a A. Assuming the next highest position in the
member of Society in good standing and shall event it becomes temporarily or permanently
have the grade of Associate Member or higher. vacant.

Appendix 1B provides guidance for making B. Serving on the chapter's BOG.

appointments to chapter committees.
C. Assuming other duties assigned to them by
1.2 President the chapter President or the BOG.

The President’s responsibilities typically include: D. Attending President-Elect training.

A. Overseeing the conduct and supervision of all E. Attending the CRC.

activities of the chapter during his or her term
of office. F. Additional duties of the President-Elect
typically include appointing committee chairs
B. Presiding at all meetings of the chapter and of who will serve during his/her Presidential year.
the chapter's Board of Governors (BOG).
1.4 Secretary
C. Developing a calendar of events for the
chapter operating year. The Secretary’s responsibilities typically include:

D. Attending the CRC. A. Taking minutes for chapter and BOG

meetings.
E. Chairing CRC preparation committee by:
i. Developing motions B. Serving on the BOG
ii. Preparing the chapter CRC report
iii. Proposing region and Society officer C. Maintaining chapter records
candidates and award recommendations
D. Serving as liaison between the chapter
F. Leading the chapter’s strategic planning. and Society Headquarters.

G. Disseminating information from region and E. Being familiar with "Roberts Rules of
Society to the chapter. Order (Revised)" for conducting business
sessions.
H. Preparing meeting agendas, assuring that all
meetings start and end on time, and F. Maintaining a record of each member's
accomplishing scheduled events. attendance and chapter activities for use
of the Nominating Committee.
I. Delegating and coordinating duties for relevant
chapter activities to individuals and G. Sending minutes of chapter and BOG
committees. meetings to the Director and Regional
Chair (DRC) and the Regional Vice Chair
J. Stimulating and maintaining enthusiasm among (RVC) of Chapter Technology Transfer
chapter members. (where applicable) within three weeks of
each meeting.
1.3 President-Elect and Vice Presidents
F. Keeping lists of members and
Each chapter elects a President-Elect and one or prospective members up to date, in
more Vice Presidents. The responsibilities of the cooperation with the Membership
President-Elect and each Vice President typically Promotion Committee, and certifying to

Page 1 - 2
MANUAL FOR CHAPTER OPERATIONS

the BOG that all chapter members are E. Collecting chapter dues from Society, if
bona fide members of the Society. the chapter chooses to have Society
accept them.
G. Obtaining and distributing forms,
supplies, etc., as needed. F. Paying regional dues assessments.

H. Acting for the BOG in taking charge of all G. Coordinating with Society staff to ensure
property of the chapter, such as the that the chapter is registered as an
charter, bylaws, banners, projectors, etc. official “fundraiser” in each state in which
it solicits funds.
I. Arranging for distribution of meeting
notices. H. Ensuring an objective annual audit of
chapter accounts and funds by the
J. Promptly notifying officers, nominated Auditing Committee or a CPA firm.
candidates and members of all
committees of their selection, nomination Appendix 1C provides a suggested format for a
or appointment. report from an independent accountant.

K. Completing the online Chapter Appendix 1D details a recommended Treasurer

Information Questionnaire (CIQ) on the timeline and duties.
ASHRAE website and sending it to the
DRC, Assistant Regional Chair (ARC), 1.6 Board of Governors
Regional Members Council
Representative (RMCR), and RVCs. The Board of Governors (BOG) typically consists
of the chapter's elected officers, the most recent
L. Preparing a chapter roster. (See Section past president and other members elected by the
7.7 for information about accessing and membership.
running chapter Reports.)
The BOG’s responsibilities typically include:
M. Ensuring that the DRC receives copies of
appropriate chapter communications and A. Managing and conducting the affairs of
documentation. the chapter.

N. Performing other functions as outlined in B. Supervising and caring for all property of
subsequent parts of this manual or as the chapter.
assigned by the President or BOG.
C. Presenting to the members at the annual
1.5 Treasurer meeting a general statement on the work
of the year and the condition of the
The Treasurer’s responsibilities typically include: chapter.

A. Receiving, keeping safe and disbursing D. Meeting monthly, at a time that does not
chapter funds conflict with other chapter activities.

B. Maintaining records, submitting reports E. Showing appreciation for chapter

and making tax filings in accordance with members’ efforts by awarding certificates
Section 5 of the MCO. of appreciation, past presidents' pins
and other forms of recognition;
C. Keeping chapter expenditures in line with encouraging chapters to express
income. appreciation to their leadership at
annual meetings or other special events.
D. Attending CRC training.

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MANUAL FOR CHAPTER OPERATIONS

1.7 Installation of Chapter Officers

Most chapters install chapter officers in a

ceremony at the last chapter meeting of the fiscal
year.

A sample format for the installation of chapter

officers is provided in Appendix 1E.

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MANUAL FOR CHAPTER OPERATIONS

Appendix 1A: SUGGESTED CHAPTER OPERATIONS CALENDAR

MONTH BOARD OF CHAPTER PRESIDENT OFFICER OR COMMITTEE MEETING

GOVERNORS
JUNE As soon as possible after being elected, and prior to the first chapter meeting of the year, the President should call a meeting of the Board of Governors and invite
members of the previous Board and committee chairs. At this first meeting, review the Manual for Chapter Operations to ensure that all officers and committee chairs are
familiar with their duties and explain any special assignments. Incoming officers, Board of Governors and Committee Chairs should become familiar with chapter
operations, problems, goals and functions in order to affect an orderly transfer of responsibilities and materials.
JULY Organization meeting. Discuss 1. Submit list of committee 1. SECRETARY–Receive all records and
and approve budget and appointments to BOG Manuals for Operations (published on
committee appointments. 2. Review Chapter Roster of previous website), etc. from previous Secretary
year. Also, list of all members coded and prepare new roster and mailing list.
to chapter’s geographic area. Notify all officers, candidates, committee
3. Prepare MBOs for chapter with copy chairs and members of appointments.
to regional chair. 2. **CTTC COMMITTEE–Survey needs of
chapter and organize programs for the
season.
3. FINANCE COMMITTEE–Prepare new
budget for Board of Governors approval.
AUGUST Develop items for CRC Meeting Approves program for the year and publishes Chapter chairs submit MBOs to chapter Obtain speaker
scheduled for the Fall. in the eNewsletter. president. presentations two weeks
prior to each monthly
meeting to check for
commercialism

SEPTEMBER Act on Agenda items for Fall CRC 1. TREASURER–Mail out Dues Statements, Confirm by Meeting vote–
Meeting. after approval of budget at Sept. Meeting. Board actions on budget
and committee
appointments. Follow with
announcement that chapter
dues are payable as of Oct.
1st.
OCTOBER Delegate or Alternate to Fall CRC Present items reported from CRC Meeting Act on CRC items as
Meeting reports business before Chapter Meeting. required.
transacted and items requiring
action.
NOVEMBER Announce formation of Chapter Nominating Members to nominate
Committee. Call for nominations from the members for Chapter
floor. Nominating Committee.
DECEMBER FOR CHAPTERS HOLDING NO DECEMBER MEETING–CARRY OVER INTO JANUARY

JANUARY ELECTION OF NOMINATING COMMITTEE

FEBRUARY Develop items for CRC Meeting Membership to be notified of the report of the
scheduled for the Spring. Nominating Committee–by mail–prior to the
March Meeting; or by announcement at the
meeting.
MARCH Act on Agenda items for Spring Prepare spring CRC report on your year as 1. Nominations for
CRC Meeting. president. Officers presented to
floor–Nominations
received from floor–
Nominations closed.
2. Poll members for
program items for
the coming year.
APRIL Appointment of Audit Committee. Appoint Tellers of Election SECRETARY–Mail specimen ballot to members
entitled to vote, prior to meeting.
MAY 1. Delegate or Alternate to 1. Present items reported from CRC 1. COMMITTEE CHAIRS–Submit report to Act on CRC items, as
Spring CRC Meeting Meeting before Chapter Meeting. Board of Governors prior to president’s required.
reports business 2. Report on results of election– report to Annual Meeting.
transacted and items Installation of Officers, if no June 2. AUDIT COMMITTEE–Audit Treasurer’s Conduct Chapter Annual
requiring action. meeting. records and prepare certification. Meeting.
2. Board to receive all 3. Review and general report on chapter 3. TREASURER–Submit Annual Report to
committee reports. organization progress and statement chapter, with copy to Regional Chair.
of current condition. 4. SECRETARY–Prior to June 1st, must Installation of Officers and
4. President-elect selects chair for all notify Headquarters and Regional Chair Board of Governors.
chapter committees. names of Delegate and Alternate to CRC
5. New president to announce chair of Meeting.
committees for the following year, if 5. SECRETARY–Prepare and submit
no June meeting. Chapter Annual Information
Questionnaire.
JUNE 6. See that chairman appoints 6. Finance Committee–Formulate Annual Installation of officers, if
committees. Budget carried over from May.
7. Mail Questionnaire to Society and
Regional Chair.
8. Prepare fall CRC report on your year
as president.
Outgoing officers, Board of Governors and Committee Chairs meet with incoming officers, Board of Governors and Committee Chairs to instruct them on chapter
operations, problems, goals and functions in order to affect an orderly transfer of responsibilities, administrative functions, chapter records and Manuals.

**CTTC – Chapter Technology Transfer Committee: approved by the Board of Directors – 03-06-27-1C

APPENDIX 1A
Appendix 1B: Guidance for Appointments to Committees 
An important duty of the next year’s chapter President (current President‐Elect in most chapters) is to 
appoint members to committees. The following suggestions may help with the appointment process. 

 Consult with the current President and currently serving committee chairs 
 Present proposed appointments to the Board of Governors (BOG) for its approval 
 When possible, encourage currently serving effective chairs to continue in their posts 
 When a chair will not continue in his or her post, the President‐Elect may give preferred consideration to 
current members of the committee  
 Appointments should be made sufficiently in advance of the next Chapters Regional Conference (CRC) to 
permit attendance by at appointees at the appropriate CRC workshop even before he or she assumes the 
responsibilities of chair of a chapter committee 
 At the time of appointment, chairs of committees having workshops at the CRC should be told that they 
are expected to register for the CRC and to attend workshops at the event 

Appendix 1B
MANUAL FOR CHAPTER OPERATIONS

Appendix 1C: Suggested Independent Accountant’s Report

[NAME OF CHAPTER]
Report on Agreed Upon Procedures Applied
CPA FIRM LETTERHEAD

To the Board of Governors

[Name of Chapter]

At your request, we have applied the agreed upon procedures enumerated below with respect to the
accounting records and procedures of [Name of Chapter] as of [date]. It is understood that this report is
solely for your information and is not to be referred to for any purpose or distributed to anyone who is not
a member of the [Name of Chapter]. Our procedures and findings are as follows:

Procedures

1. We compared the financial statement balances for the bank accounts and the corresponding
bank statements and bank reconciliations.

2. We reviewed the subsidiary ledger of member accounts for old and unusual amounts.

3. Through inquiry, we reviewed the paid bill files.

4. We compared selected paid bills to recorded entries in the general ledger.

5. We reviewed a randomly selected list of deposits and compared them to the bank statements and
the accounting records.

Findings and Recommendations

While in the process of performing the above-enumerated procedures, we made inquiries about the
current system of internal control. We understand that the principal system relates to the restriction of
signing checks to three officers of the Chapter and the close scrutiny of the monthly financial statements
by the Board of Governors. We believe that controls would be increased if a copy of the bank statement
and a copy of the bank reconciliation were attached to the monthly financial statements. We also
recommend that periodically, perhaps once each quarter, a listing by member of the balances due or
prepayments of monthly dues are presented to the Board.

We recommend that a determination of the Chapter's compliance with the Internal Revenue Code be
made and should there be the requirement to file non-profit entity tax returns, that it be done soon.

We were not engaged to and did not perform an audit, the objective of which would be the expression of
an opinion on the specified elements, accounts, or items. Accordingly, we do not express such an
opinion. Had we performed additional procedures, other matters might have come to our attention that
would have been reported to you.

This report is intended solely for the information and use of the Board of Governors and is not intended to
be and should not be used by anyone other than these parties.

CPA Firm

___________________________
Date

Appendix 1C
Appendix 1D: Recommended Treasurer Timeline and Duties 
1. TIMELINE 
A.  MONTHLY 
 Make deposits to checking account: Retain documentation showing date, amount and from 
whom received 
 Write checks: Retain documentation for all checks written showing check number, date and 
amount paid 
 Record all transactions in check book and ledger 
 Reconcile bank account with bank statement 
 When a Certificate of Deposit (CD) is ready to mature, discuss with the Board of Governors 
(BOG) whether to let it roll over, to cash it in to meet the chapter’s financial needs or to invest 
the funds elsewhere 
 Prepare treasurer’s report for BOG: 
 Beginning balances of all accounts 
 Receipts for the month by source 
 Disbursements for the month by category 
 Ending balances of all accounts 
 Maintain treasurer’s files 
 
B.  ANNUALLY 
 U.S.‐based chapters   
 Determine if filing federal taxes is required either by retaining services of a Certified Public 
Accountant (CPA) for filing tax returns or by reviewing the IRS website at www.irs.gov 
 If required, file federal tax form 990, which is due the 15th day of the 5th month following 
the end of the chapter’s fiscal year; for fiscal years ending June 30th, the filing date is 
November 15th 
 Non‐US chapters should contact local tax authorities to determine any tax implications 
 All chapters: Within 30 days after the end of the chapter’s fiscal year end, prepare an annual 
financial report and present it and the Audit Committee report to BOG and Director and 
Regional Chair (DRC); failure to submit either or both reports will subject the chapter to 
discipline up to and including suspension of the chapter’s operations until the reports are 
presented as required 
 
2. DUTIES 
A.  ASSISTING TRANSITION OF NEW TREASURER 
 Obtain new signature cards for banks (checking and certificate of deposits) 
 Notify banks of change of address 
 Turn over all treasurer’s files to new office‐holder 
 Forward any ASHRAE treasurer documents and materials to the new office‐holder 
 
B.  OVERSEEING MANDATORY ANNUAL AUDIT 
One copy of the Annual Audit Report should be retained by the outgoing Treasurer. Copies must 
be submitted to the chapter BOG and to the DRC. 
 
C.  SERVING ON THE BOARD OF GOVERNORS (BOG) 
The treasurer coordinates the preparation of the annual budget and the collection of local dues or 
funds and disburses funds as authorized by the BOG.  
 
Appendix 1E: Sample Format for Installation of Officers 
Many chapters ask a past Society or regional officer or a past chapter President to install the in‐coming 
chapter officers. 
 
The installation may open with a statement such as: “Election to chapter office is a distinct honor 
bestowed upon ASHRAE members by their peers for their efforts. For any chapter to provide the 
appropriate and expected service to its members, the chapter officers and Board members must be 
committed to the tasks required, which are necessary to achieve Society's purpose of advancing the arts 
and sciences of heating, refrigerating, air‐conditioning and ventilating.” 
 
The installation may include asking the new officers collectively, “Do you each promise to fulfill the 
duties and responsibilities of your office?” 
 
Assuming that the individuals reply in the affirmative, the ceremony may continue: “Your responses’ 
being affirmative indicates your willingness to accept the responsibility being placed upon you by your 
chapter, your region and your Society. I, therefore, install you as the duly elected and sworn officers and 
Board members of the ________Chapter of ASHRAE.” 
 
“In closing, I remind you that you have capable, willing chapter members to assist you, but the success 
of the chapter is in your hands.” 

Appendix 1E
MANUAL FOR CHAPTER OPERATIONS

SECTION 2
CHAPTER COMMITTEES
2.1 Formation and Operation of Chapter Committees
2.2 Attendance Committee
2.3 Auditing Committee
2.4 Chapters Regional Conference
2.5 Government Affairs Committee
2.6 Student Activities Committee
2.7 Chapter Technology Transfer Committee
2.8 Finance Committee
2.9 Historical Committee and/or Chapter Historian
2.10 Honors and Awards Committee
2.11 Membership Promotion Committee
2.12 Nominating Committee and Election Procedure
2.13 Publications and/or eNewsletter Editor
2.14 Publicity Committee
2.15 Reception Committee
2.16 Refrigeration Committee
2.17 Research Promotion Committee
2.18 Special Events Committee
2.19 Young Engineers in ASHRAE (YEA) Committee
2.20 Electronics Communications Committee and/or Chapter
Webmaster
2.21 Sustainability Committee
2.22 Women in ASHRAE

SECTION 2 responsibilities are provided in Sections 2.2 –

CHAPTER COMMITTEES 2.20.

2.1 Formation and Operation of Chapter Chapter committees are either elected by the
Committees chapter or appointed by the President-Elect or
Board of Governors (BOG).
Each chapter must have the following
committees: Government Affairs, Chapter A. Committees typically consist of a Chair,
Technology Transfer, Membership Promotion, Vice-Chair and two members, except as
Research Promotion, Student Activities and provided otherwise by the chapter bylaws
Young Engineers in ASHRAE. or as recommended in this Section of the
manual. (See Appendix 2A for
Chapters have the option to create other Suggested Chapter Organization Chart.)
committees. In some chapters, particularly
smaller ones, one person may chair or serve on B. When electing or appointing committee
more than one chapter committee. members, voting members and officers
are encouraged to:
Typical chapter committees and their usual

Page 2- 1
MANUAL FOR CHAPTER OPERATIONS

i. Promote a range of perspectives on the chapter has one) to maintain proper

each committee through diversity in records of members’ attendance.
age, experience type and level,
industry segment, geographic 2.3 Auditing Committee
location and other factors.
The Auditing Committee is appointed by the
ii. Promote continuity by ensuring that BOG. No member of the BOG is eligible to serve
at least one current committee as an auditor.
member serves on the committee the
following year; two-year staggered Section 1 provides detailed information related to
terms accomplish continuity. If the Auditing Committee and the auditing process.
possible, committee chairs also
should serve two-year terms. 2.4 Chapters Regional Conference (CRC)
Committee
C. Committee Chair responsibilities typically
include: The CRC Committee is comprised of a Delegate
and an Alternate Delegate from each chapter in
i. Delegating to and motivating the region. The Delegates and Alternates are
committee members expected to attend the Chapter Regional
Conference, which is a meeting of
ii. Attending CRC workshops representatives and officers from chapters in a
given region. The Chapter Regional Conference
iii. Scheduling regular committee is Chaired by the region’s Director and Regional
meetings Chair (DRC). The location of a Chapter Regional
Conference typically rotates among the chapters
iv. Planning committee activities in the region.

v. Reporting to the BOG A. The chapter selects a Delegate and an

Alternate to serve on the Chapter
vi. Submitting a monthly and an annual Regional Committee.
report to the BOG. The annual report
should include a summary of the B. The Delegate should be the President,
committee's activities for the year the President-Elect, a Vice-President or
and suggestions for the incoming the Immediate Past President. The
committee. Alternate should be a member of the
BOG and, preferably, a chapter officer.
2.2 Attendance Committee
C. No individual should serve for more than
The Attendance Committee is appointed by the two consecutive years in either of these
President-Elect. Responsibilities of this positions and not more than four
committee typically include: consecutive years in both positions.

A. Fostering increased member participation The delegate and alternate take office on July 1
in chapter events, particularly at chapter and serve for a period of one year.
meetings.
Accreditation of delegates and alternates from a
B. Determining why members are not chapter to the CRC is accomplished by the
attending meetings and bringing this chapter's secretary certifying their selection, in
information to the attention of the chapter writing, to the Society, with a copy to the DRC, on
officers. or before June 1. If a change in the delegate or
alternate is required during the Society year, the
C. Working with the Reception Committee (if chapter’s BOG will make the selection and certify

Page 2 - 2
MANUAL FOR CHAPTER OPERATIONS

the change to the Society and to the DRC individual member government activities.
through the secretary of the chapter.
D. Maintaining tools to train and enable chapter
Although last minute changes are to be members to effect positive interactions with
discouraged they are sometime necessary. In this government entities in their communities,
event, the DRC must be advised of the change especially in the use of Society documents
and the reason for it in writing, with as much and the advancement of the Society’s public
advance notice as possible. policy agenda.

The period of service shall run from the close of E. Serving as a clearinghouse of government
business of the Annual Meeting of the Society to adoptions of ASHRAE-developed and
the close of the next Annual Meeting. In the event endorsed standards, guidelines and
of disability, death or resignation, a replacement positions.
may be made by the chapter’s BOG, or as
provided in the chapter bylaws. F. Keeping local, provincial and state
governments updated on technical issues.
The chapter delegate or alternate to the Chapters
Regional Conference represents the chapter at G. Promoting the appointment of chapter
the CRC and reports to the chapter and BOG at members to local, provincial and state
the first chapter meeting after the CRC, and at governmental bodies.
any other time when requested. They shall also
maintain liaison between the chapter and the H. Reporting PAOE points earned in
DRC, as well as other chapters. accomplishing the committee’s goals.

Officers, delegates and alternates will be I. If approved by the BOG, assisting a

reimbursed for CRC attendance in accordance governmental body in writing or developing
with Society’s Transportation Policy, which is a regulation, a code, an ordinance or law,
excerpted in Appendix 2B. or participating in an advisory group to such
a body, provided such activity:
2.5 Government Affairs Committee
i. Does not conflict with Society or chapter
The Government Affairs Committee (GAC) is bylaws, or Society-approved documents
appointed by the Chapter President‐Elect. The or publications;
committee’s Chair is expected to attend the
Government Affairs Workshop at the CRC. ii. Involves technical or method-of-
enforcement aspects only, and not
The duties of this committee typically include: support of a political party or candidate;

A. Providing current, relevant information to iii. Does not jeopardize the chapter’s tax
chapter members regarding government status (e.g., 501(c)(3) tax status in the
activities in their communities, including any United States) or cause the chapter or a
limitations placed on these activities by chapter member to exceed local,
local, state or provincial governmental provincial or state limits regarding
bodies. registration as a “lobbyist” or “lobbying
organization;”
B. Keeping the chapter, region and Society
Government Activities staff informed on iv. Chapter shall review the state legislation
relevant governmental activities. prior to engage in any lobbying effort,
time expander or in-kind gifts. National
C. Coordinating dissemination of governmental Conference of State Legislatures web
activities-related information to members site reference links to state’s legislative
and obtaining feedback from chapter and ethics and lobbying laws:

Page 2 - 3
MANUAL FOR CHAPTER OPERATIONS

http://www.ncsl.org/research/ethics/50- publications and offering to provide

state-legislative-ethics-and-lobbying- necessary information and material.
laws.aspx#al; Any Federal Government
lobbying activities must be coordinated K. Providing assistance to the Chapter
strictly through the ASHRAE Government Historian in maintaining a history of the
Affairs Office; this is to ensure proper chapter's governmental activities.
preservation of the IRS 501(c)(3) status.
L. Reporting to the Regional Vice Chair (RVC)
See Appendix 2N for the list of links for for the Government Affairs Committee.
each U.S. state.
M. Assisting the RVC for Government Affairs
v. Chapters to contact the ASHRAE to achieve the goals of the Society at the
Government Affairs Office staff liaison chapter level.
prior to engaging in any lobbying
activities in order to mitigate any N. The Chapter GAC chair is responsible for
potential issues that might arise. This is informing chapter members involved in
to conform with the “Chapter cannot GAC activities of any local, provincial or
speak for Society” policy. state statutory or regulatory limitations
placed upon government activities.
vi. Does not conflict with any existing
Memorandum of Understanding or i. At no time shall government activities
contractual obligation between ASHRAE jeopardize a chapter’s or ASHRAE’s tax-
and another code or standards writing exempt status (e.g., 501(c)(3) status in
organization; and the United States) by the chapter’s GAC
activities.
vii. The member does not request any travel
or transportation reimbursement (as ii. Should there be any question about
defined by the ASHRAE Travel Policy), GAC activities placing a chapter’s or
nor any reimbursement for time away ASHRAE’s tax-exempt status in
from their regular employment, for the jeopardy, the Chapter GAC chair shall
activity. request input from ASHRAE’s GAC and
the ASHRAE Government Affairs Office
Note: All responses and recommendations to staff liaison.
governmental advisory boards or agencies shall
promote ASHRAE’s mission to advance the arts 2.6 Student Activities Committee
and sciences of heating, refrigerating, air
conditioning and ventilating, and the allied arts The Student Activities Committee (SAC) is
and sciences, for the benefit of the general appointed by the President-Elect. Student branch
public, and should, wherever feasible, be based presidents may be members of the chapter
upon current Society Board-approved Student Activities Committee.
documents or publications (e.g., Position
Documents, ASHRAE Standards, ASHRAE A. Chair’s Responsibilities
Handbooks, etc.). Where such policy information
is not clear, readily available, or applicable to the i. Attend the SAC Workshop at the CRC
Chapter’s climate or jurisdiction, the Chapter
GAC chair shall request input from the ii. For regions that have a spring CRC, the
Government Affairs Committee and the Chair for the next year is encouraged to
ASHRAE Government Affairs Office staff liaison. attend the Student Activities Workshop
and CRC
J. Providing assistance to the Chapter
Publicity Committee (if one exists) in
contacting local news media and chapter

Page 2 - 4
MANUAL FOR CHAPTER OPERATIONS

B. Committee’s Responsibilities membership through the SmartStart

program. Contact graduating
i. Act as liaison between the chapter students toward the end of the
and area educational institutions school year, preferably two or three
months prior to the graduation dates.
ii. Develop and coordinate awards,
scholarships and other student 2.7 Chapter Technology Transfer
incentives Committee

iii. Encourage the formation and The Chapter Technology Transfer Committee
continuing operation of student (CTTC) is appointed by the President-Elect.
engineering organizations such as
ASHRAE Student Branches The responsibilities of the CTTC typically include:

iv. Recruit new student members A. The Chair’s attendance at the Chapter
Technology Transfer Workshop at the
v. Provide information on present and CRC meeting
future industry manpower needs at
both faculty and student levels, by B. Coordinating dissemination of technical
means of counseling, programs, information in the chapter's geographic
group discussion, etc. area

vi. Promote credit courses in the fields C. Promoting and administering the
of heating, ventilating, air chapter’s Technology Awards program
conditioning and refrigerating at and encouraging entries in the regional
universities, colleges, technical competition
institutes and junior colleges
D. Keeping the chapter informed on
vii. Provide speakers to college and high technical issues related to heating,
school groups ventilating, refrigeration and air
conditioning
viii. Provide individual counseling to
promote HVAC&R fields of interest to E. Providing assistance to the Chapter
college students Publicity Committee in contacting local
news media and chapter publications
ix. Plan use of visual aid presentations and offering to provide necessary
for high schools and trade school information and material
groups; materials are available
through the RVC for Student F. Providing assistance to the Chapter
Activities Historian in maintaining a history of the
chapter's technical and energy activities
x. Cooperate with and seek advice from
the RVC for Student Activities G. Reporting to the RVC for the Chapter
Technology Transfer Committee
xi. Provide to the RVC PAOE statistical
report forms H. Assisting the RVC for Chapter
Technology Transfer to achieve the goals
xii. Collaborate with the Membership of the Society at the chapter level
Promotion Committee and Young
Engineers in ASHRAE Committee to I. Planning the speakers and other logistics
contact and encourage graduating of monthly chapter meetings for the year,
student members to continue their including reviewing speaker

Page 2 - 5
MANUAL FOR CHAPTER OPERATIONS

presentations for ASHRAE History workshop – and reporting the

Commercialism Policy infractions. chapter’s progress to the Regional
Historian for comparison with other
Appendix 2C provides suggestions for chapters
organizing the CTTC’s work.
E. Providing the chapter eNewsletter editor
2.8 Finance Committee articles about chapter history and
progress to include in the eNewsletter
The Finance Committee is appointed by the
President-Elect. Often, the current Treasurer F. Updating historical records annually,
serves as Chair, and a past Treasurer is one of including updating the location of chapter
the members. property

The responsibilities of this committee typically Sample spreadsheets for tracking

include: chapter officers and location of chapter
property are provided in Appendix 2D.
A. Formulating an annual budget.
G. Preparing a display for CRC and showing
B. Arranging with other chapter committees at a chapter meeting at least once a year
to obtain funds to defray the expenses of
any special events or endeavors the H. Preparing a written or digital history of
chapter may be authorized to undertake the chapter, member, company or
equipment specific to the chapter for
C. Attending to any other financial matters submission for Gold Ribbon Award and
referred by the President or BOG possibly for Lou Flagg Award

2.9 Historical Committee and/or Chapter 2.10 Honors and Award Committee
Historian
The Honors and Awards Committee is appointed
The Chapter Historian and/or Historical by the President-Elect. Past chapter Presidents
Committee is appointed by the President-Elect. are preferred members of this committee.
Responsibilities of the Historian/Historical
Committee typically include: The responsibilities of this committee typically
include:
A. Requesting Chapter Historians to
interview presidential and long-time A. Promoting the recognition of outstanding
members to provide be in writing or on chapter members within the chapter, the
audio tape memories of industry history region, Society, associated societies and
and its progress for inclusion in records, the community
at the CRC and/or on the chapter’s
website B. Submitting the names of chapter
members to ASHRAE and other
B. Taking pictures of chapter functions and, organizations for honors and awards
if possible, of old air conditioning and
refrigeration installations for inclusion in C. Making recommendations for chapter,
eNewsletters, records and programs regional and Society-level awards,
including ASHRAE Fellow and Honorary
C. Checking with the chapter past and Member Membership grades
present officers for the availability of
chapter items of a historical nature D. Maintaining the chapter banner, awards
banner and all chapter awards
D. Attending the CRC – including the

Page 2 - 6
MANUAL FOR CHAPTER OPERATIONS

E. Submitting nominations for Society-level on one or two individuals. Usually, the Co-chair is
awards expected to become the next year’s Chair.

Information about Society-level awards is The Chair is expected to attend the MP workshop
available at Honors and Awards. Criteria at the CRC and Membership Promotion
for the Regional Award of Merit are Centralized Training.
provided in Appendix 2E and criteria for The responsibilities of this committee typically
the Chapter Service Award are provided include:
in Appendix 2F.
A. Attracting new members who will be
Chapters should keep in mind that awards that active in the Society, locally and/or at the
are approved at a Winter Meeting are presented Society level
at the following Winter Meeting and awards
approved at an Annual Meeting are presented at B. Encouraging membership from all
the next Annual Meeting. segments of the industry

2.10.1 Maintaining Chapter Awards C. Encouraging advancement to higher

Electronically grades of membership when candidates’
qualifications meet the specified
Many chapters archive their chapter awards in requirements
storage facilities, home, office, etc., and over
time the awards get lost. One way to keep your D. In conjunction with the Secretary,
chapter awards (PAOE, Chapter Service Award, ascertaining that all prospective chapter
Regional Award of Merit, Certificate of members are bona fide members of
Appreciation, etc.), in the forefront is to store Society
them electronically on the chapter’s website. By
following a few instructions, this could save the E. Reducing the number of member
chapter time, hassle and storage fees of these resignations or membership lapses
well-deserved earned awards. ASHRAE
Headquarters does not currently provide F. Advising the President and the Reception
electronic copies of awards; however chapters Committee when new members are
are encouraged to take digital photos of their elected or when members advance in
awards. membership grade, to ensure proper
recognition at chapter meetings and in
Digital photos are simple to take with a digital chapter publications
camera, tablet, or phone, and may be stored
electronically in a manner keeping with the G. Organizing and executing membership
chapter’s existing filing and storage practices for drives, including encouraging
electronic documents. Digital photos may also participation from local consulting firms (a
be posted to the chapter’s website in a way sample local employer participation letter
pleasing to the chapter, including posting on the is provided in Appendix 2G)
homepage, or creating a separate “Awards”
page on which the digital photos are displayed. H. Receiving from the Attendance
Committee and/or Reception Committee
2.11 Membership Promotion Committee a record of the names of people
attending the chapter meetings
The Membership Promotion Committee is
appointed by the President-Elect and is I. Cooperating with and seeking advice
comprised of a Chair, Co-chair and a sufficient from the Membership Promotion
number of the chapter's area-assigned members Regional Vice Chair
to ensure that the committee’s work can be done
without placing an unnecessarily heavy burden J. Providing a computer and internet access

Page 2 - 7
MANUAL FOR CHAPTER OPERATIONS

at chapter meetings so that individuals  The nomination committee should be

can join online formed of at least 5 chapter members in
good standing.
K. Reviewing each member’s status to
select and recommend nominations for  While forming the committee, the
honors and awards committee chair should present a slate
of nominees to the chapter based upon
L. Collaborating with Student Activities the following credentials (refer to
Committee and Young Engineers in chapter bylaws):
ASHRAE Committee to encourage
students to retain their memberships  Past chapter presidents
when they graduate  Members with past service to
ASHRAE with good knowledge of
Appendix 2H provides ideas for achieving the marketplace and ASHRAE
Society goals for membership growth. operations
 Chapter BOG members
2.12 Nominating Committee  Key chapter committee members
 Chapter executive members
The Nominating Committee is selected by the  Members with regional experience
chapter at least 60 days prior to the March
meeting and consists of a minimum of five 2.13 Publications Committee and/or
members. eNewsletter Editor

NOTE: FOR SPECIFIC DATES SEE CHAPTER The Publications Committee and/or eNewsletter
BYLAWS. Editor is appointed by the President-Elect. The
responsibilities of the committee and/or
The responsibilities of this committee include: eNewsletter Editor typically include:

A. Selecting candidates for officers and the A. Publishing a monthly eNewsletter to

BOG and, if the bylaws provide, for a promote the activities of the chapter
Delegate and Alternate to the Chapters
Regional Conference B. Communicating with the chapter
President, program chair and other
B. Obtaining the written consent of each chapter chairs to obtain information to
member nominated. include in the eNewsletter

Appendix 2I outlines typical Nominating C. Organizing and editing information into

Committee procedures and Appendix 2J the appropriate format
provides a sample CRC nominations
worksheet. D. E-mailing the eNewsletter to chapter
members, regional officers and relevant
C. Guidelines for the selection of Headquarters staff
Nominating Committee members:
E. Working with Chapter Webmaster /
 The nomination committee is Electronics Communications Committee
responsible to build the chapter on eNewsletter distribution, including use
leadership of tomorrow. The chapter of Social Media
leaders that the committee will have to
select shall be members that represent Appendix 2K provides guidance for collecting
well the unique local chapter content for the eNewsletter.
marketplace and diversity

Page 2 - 8
MANUAL FOR CHAPTER OPERATIONS

2.14 Publicity Committee invited him or her to the meeting;

The Publicity Committee is appointed by the E. Providing information about meeting

President-Elect. The editor of the chapter guests to the Membership Promotion
publication often is a member of this committee. Committee for follow-up

The responsibilities of this committee typically F. Keeping a record of all members and all
include: guests attending chapter meetings and
submitting a report to the Secretary and
A. Obtaining biographical sketches of to the Membership Promotion Committee
speakers, prominent guests and officers Chair
who may attend a chapter meeting, as a
basis for preparing publicity G. Publicly introducing visitors and making
them feel welcome
B. Promoting upcoming events and
activities via the local press, radio and TV Refer to Section 2.2 “Attendance Committee.” In
stations, allied organizations in the area some cases these two committees are combined.
and elsewhere, including appropriate use
of social media 2.16 Refrigeration Committee

C. Preparing articles, including photos, The Refrigeration Committee is appointed by the

pertaining to chapter speakers and President-Elect.
meetings, which could be provided to The responsibilities of this committee typically
local media, used in the chapter include:
eNewsletter or submitted for publication
in ASHRAE Insights A. Cooperating with, coordinating efforts
with and seeking advice from the Chapter
D. Working with Chapter Webmaster / Technology Transfer Regional Vice Chair
Electronics Communications Committee and Regional Refrigeration Chair
if using electronic methods of publicity,
including Social Media B. Promoting the interests and activities of
those ASHRAE members whose primary
2.15 Reception Committee concern is refrigeration

The Reception Committee is appointed by the C. Assisting the Chapter Technology

President-Elect. The responsibilities of this Transfer Committee with chapter-
committee typically include: sponsored seminars and monthly
meeting speakers
A. Arriving at chapter meetings at least
fifteen minutes prior to starting time. D. Assisting the Student Activities
Committee in making arrangements with
B. Greeting all members and visitors and area educational institutions for
introducing them to other members continuing education courses and by
other available means
C. Providing name badges for meeting
attendees E. Cooperating with the Membership
Promotion Committee chair in identifying
D. Requesting that each visitor fill out a potential new members who are
registration card designating his or her refrigeration-oriented
name, home and business addresses,
telephone number and E-mail address,
as well as the name of the member who

Page 2 - 9
MANUAL FOR CHAPTER OPERATIONS

2.17 Research Promotion Committee and reports

The Research Promotion Committee Chair is J. Following current administrative

appointed by the President-Elect. The Chair procedures for collecting and reporting
appoints a Vice Chair and a committee. The contributions
number of committee members depends upon
the expected work load and the number of K. Completing the Research Promotion
chapter members willing to do the committee’s Donor Form and submitting it with all
work. checks to Research Promotion.

The Research Promotion Training Manual Appendices 2L and 2M provide forms

provides significant guidance for this committee. for these purposes.

The responsibilities of this committee typically L. Maintaining a written record of each

include: activity

A. Attending the CRC and Research M. Cooperating and coordinating efforts with
Promotion Centralized Training Regional Vice-Chairs for Research
Promotion
B. Communicating effectively the objectives,
accomplishments and benefits of N. Coordinating with chapter officers to
ASHRAE research and its value to every ensure that one meeting per year is
Society member and the industry dedicated to “Research” or “Research
Promotion”
C. Increasing the annual income for Society-
sponsored research through chapter 2.18 Special Events Committee
solicitation of members and businesses
that directly or indirectly benefit from The Special Events Committee is appointed by
ASHRAE research the President-Elect.

D. Providing support for and collecting funds This committee works with the Chapter
for the ASHRAE Foundation and Technology Transfer Committee to arrange
scholarships special events at meetings or to plan dances,
picnics, golf tournaments, etc.
E. Coordinate efforts to obtain chapter Full
Circle donations 2.19 Young Engineers in ASHRAE (YEA)
Committee
F. In collaboration with chapter officers,
developing a plan and setting a total goal The Young Engineers in ASHRAE (YEA)
for funds to be collected Committee is appointed by the President-Elect.
Each committee member should qualify as a
G. Developing a prospect list of businesses Young Engineer in ASHRAE at the start of his or
in the area, especially those represented her term. The Chair is expected to attend the
in the Society membership and those in YEA workshop at the CRC.
an ASHRAE-related field
The committee’s responsibilities typically
H. Assigning minimum goals for the include:
prospects
A. Attracting new Young Engineers in
I. Assigning each prospect to a committee ASHRAE who will be actively involved in
member and preparing a detailed Society, locally and/or at Society level.
program with targeted dates for activities

Page 2 - 10
MANUAL FOR CHAPTER OPERATIONS

B. Encouraging membership from all (e.g. web conferencing)

segments of industry
9. Working with Chapter Technology
C. Organizing activities focused at Transfer Committee, Attendance
attracting and retaining Young Committee, Reception Committee and
Engineers in ASHRAE Special Events Committee in setting up
and maintaining the chapter’s online
D. Working with the Student Activities registration system
Committee to encourage student
transfers 10. Working with Chapter Publications
Committee and/or Newsletter Editor to
2.20 Electronic Communications assist with electronic distribution of the
Committee (ECC) and/or Chapter Chapter’s eNewsletter, including posting
Webmaster both current and past issues on the
Chapter’s website and via Social Media
The ECC and Chapter Webmaster are
appointed by the President-Elect. 11. Working with Publicity Committee when
using electronic methods of publicity,
Responsibilities of the ECC and/or Chapter including use of Social Media
Webmaster typically include:
12. Performing other duties as assigned by
1. Serving as the interface between the the chapter President
BOG and the website maintenance
company (if one exists) to ensure all 2.21 Sustainability Committee
items requested by the BOG are
uploaded/updated on the chapter’s and The Sustainability Committee is appointed by
the region’s websites the chapter president elect.

2. Providing a budget for website activities Responsibilities of the Sustainability Committee

to the Treasurer will typically include:

3. Managing the website budget to include A. Develop and coordinate a chapter

the costs of the website maintenance sponsored community sustainability
company and any revenue from project or event in conjunction with a
business card ads, job postings and non-profit organization to help local
online store sales charities lower costs related to HVAC&R
and make a difference in the
4. Ensuring that the chapter’s website community.
complies with Society’s website policies
B. Ensure that organized events are
5. Interfacing with the Regional Electronic publicized within the normal Chapter
Communications Chair (RECC), for all advertisements channel and outside of
questions, concerns and updates to normal Chapter advertisements.
ECC rules and regulations
C. Encourage ASHRAE members to share
6. Attending all BOG meetings their engineering knowledge to improve
the world around them.
7. Establishing an online payment system
for chapter activities D. Work in collaboration with Chapter
Technology Transfer Committee (CTTC)
8. Assisting the BOG in learning and to organize educational seminar having
utilizing new software that is available a sustainability theme (e.g. energy

Page 2 - 11
MANUAL FOR CHAPTER OPERATIONS

efficiency, indoor air quality, high- growth.

performance buildings, bEQ etc.).
5. Build diversity awareness and sensitivity
E. Encourage the formation of a chapter within the Chapter.
user group on modeling that has an
active online forum or meets periodically
to provide education and mutual
support.

F. Facilitate and coordinate chapter

sponsored presentation to local, state or
provincial government entity serving the
Chapter area (e.g. school board, state
or provincial legislative committee, state
or provincial agency, city council, county
board, etc.) on sustainability or energy
related topics.

G. Promote to the chapter members

Professional Development Hours
(PDHs) on building science topic related
to sustainability.

H. Work in collaboration with CTTC to have

sustainability related speakers at
monthly chapter meetings.

2.22 Women in ASHRAE

The Women in ASHRAE (WiA) committee is

intended to raise the awareness of diversity and
inclusion within the chapter. WiA committee will
foster locally, Society’s commitment to a diverse
and inclusive membership. The chapter WiA
committee will operate with the following goals:

1. Work with the MP Committee, Student

Activities and YEA committee to attract
and retain diverse members that
represent the communities within your
chapter.

2. Coordinate with CTTC to provide

programs and organize activities
focused on attracting and retaining
diverse members from all segments of
the industry.

3. Promote inclusion and a diverse

volunteer experience.

4. Create a network for professional

Page 2 - 12
 

Appendix 2C: Organizing the Chapter Technology Transfer Committee’s Work 
Below are suggestions for organizing the work of the Chapter Technology Transfer Committee (CTTC) in 
planning the speakers and other logistics for a chapter’s monthly meetings. 

1.  Hold  the  first  CTTC  meeting  as  soon  as  practicable  to  plan  the  year’s  meetings  and  to  discuss 
subjects and speakers. Making one member responsible for each meeting creates an active sense of 
participation. The CTTC can also “pencil in” special meetings, such as for Research Promotion, Past 
President Recognition, Student Member Recognition, etc.  
 
2.   Secure speakers and schedule technical sessions. 
a. Recruit willing, interested, and interesting chapter members 
b. Ask chapter members for recommendations 
c. Develop and maintain an active “Speakers Bureau” 
d. Make use of Society’s Distinguished Lecturer Program; information can be found at 
https://www.ashrae.org/society‐groups/committees/chapter‐technology‐transfer‐committee 
e. Refer to the list of speakers from Society’s Winter and Annual Conferences 
f.  Obtain speaker presentations two weeks prior to the meeting, review for adherence to the 
Commercialism Policy. Inform the speaker if CTTC and the Chapter President‐Elect find any concerns. 
 
3.   Obtain authorization for reimbursement/payment of expenses related to speakers  
 
4.  Determine and handle the logistics of any special requirements of the speaker, such as projector, 
screen, audio/visual system, lectern, etc. 
 
5.  Obtain an outline of the talk to be presented and a thumbnail sketch of the speaker's background 
 
6.  Make  arrangements  for  the  speaker's  arrival  and  his  or  her  introduction  to  officers  before  the 
meeting and act as his or her host throughout the meeting 
 
7.  Assist the speaker with hotel accommodations and travel arrangements 
 
8.  Provide information to be included in the announcement of each meeting 
 
9.  In advance of each meeting, ensure that each speaker receives information about ASHRAE’s 
Commercialism Policy and Tips for Making a Presentation 
 
10.  Distribute and collect the Chapter Evaluation Form 
 
11.  After each meeting, write to the speaker, expressing appreciation for his or her time and effort 
 
12.  Keep a record of meeting attendance  
 
13.  Coordinate with other chapters or the Regional Vice Chair of CTTC to enable outside speakers to 
participate in consecutive meetings 
 
14.  Arrange with educational institutions or industry organizations for continuing education credits 
 
15.  Coordinate “Joint Activities” with other technical groups at chapter and regional levels 

Appendix 2C - 1
 
MANUAL FOR CHAPTER OPERATIONS

Appendix 2B: Transportation Reimbursement Policy for Chapters 
I. Chapter Transportation Reimbursement Policy for Regional Planning Meetings

A. Transportation reimbursement is approved for attendance at one annual regional

planning meeting held within the region to plan their upcoming year's activities for the
Chapter Regional Conference (CRC) General Chair.

B. Chapter officers or other chapter committee positions may be approved for

transportation reimbursement to attend the Regional Planning Meeting at the discretion
of the Director and Regional Chair (DRC).

II. Chapter Transportation Reimbursement Policy for CRCs

A. Transportation reimbursement is approved only for those members who complete their
respective duties at the CRC. The DRC should issue signed ASHRAE Transportation
Vouchers only to those Chapter Delegates and Chapter Alternates who have attended
all required workshops, meetings, caucuses and sessions at the CRC.

B. Transportation reimbursement is approved for attendance at the CRC for the following:

 CRC General Chair

 Chapter Delegate (no substitutes; must be either the president, president-elect,

vice president or immediate past president)

 Chapter Alternate (no substitutes; must be a member of the Board of

Governors and preferably, a chapter officer)

 Chapter Technology Transfer Chair (no substitutes)

 Chapter Government Affairs Chair (no substitutes)

 Young Engineers in ASHRAE Chair (no substitutes)

NOTE THE FOLLOWING FOR CENTRALIZED TRAINING:

 Chapter Membership Promotion Chairs and Co-Chairs are reimbursed for
Membership Promotion Centralized Training (no substitutes)
 Chapter Research Promotion Chairs are reimbursed for Research Promotion
Centralized Training (no substitutes)
 Chapter Student Activities Chairs are reimbursed for Student Activities
Centralized Training or CRC Workshop but not both (no substitutes)

 The CRC General Chair Designate from the Host Chapter may attend a CRC
meeting in the same or another region if the DRC deems it beneficial.

Appendix 2B - 1
MANUAL FOR CHAPTER OPERATIONS

III. OTHER

A. The cost to purchase a VISA (fee only), when required, will be reimbursed as part of
the normal transportation reimbursement for all Members Council transportation.
Additional expenses that occur in association with the purchase of a VISA will not be
reimbursed by Society. However, reimbursement of additional expenses may be paid
from the chapter and/or region’s physical budget upon prior approval of the DRC to do
so.

Visas are very important for those travelling to international countries that require them.
The process to obtain a Visa can take up to 2-5 months to process depending upon
the circumstances. Visas should be obtained before purchasing transportation. If for
any reason the member cannot attend the regional event, reimbursement for and/or
cancellation fees or any other expenses incurred will not be covered by Society. If
Visas are not purchased in a timely manner or if the Visa cannot be obtained because
of government restrictions, the member will incur the expense.

B. The transportation budget will be set by Society (mileage and airfare). The DRC may
establish caps based on regional conditions and shall manage their transportation
expense budget.

C. According to Society policy, the following statement is strongly enforced: All claims
should be submitted to ASHRAE’s comptroller within 30 days of the travel date. Claims
submitted after 90 days will not be reimbursed.

D. Society will reimburse mileage, air fare (coach class, purchased a minimum of 14 days
in advance of travel), rail, bus and one checked bag. Additional expenses such as
hotel, meals, transportation between the airport and meeting location, tolls and parking
are not reimbursed by Society.

Appendix 2B - 2
 

Appendix 2C: Organizing the Chapter Technology Transfer Committee’s Work 
Below are suggestions for organizing the work of the Chapter Technology Transfer Committee (CTTC) in 
planning the speakers and other logistics for a chapter’s monthly meetings. 

1.  Hold  the  first  CTTC  meeting  as  soon  as  practicable  to  plan  the  year’s  meetings  and  to  discuss 
subjects and speakers. Making one member responsible for each meeting creates an active sense of 
participation. The CTTC can also “pencil in” special meetings, such as for Research Promotion, Past 
President Recognition, Student Member Recognition, etc.  
 
2.   Secure speakers and schedule technical sessions. 
a. Recruit willing, interested, and interesting chapter members 
b. Ask chapter members for recommendations 
c. Develop and maintain an active “Speakers Bureau” 
d. Make use of Society’s Distinguished Lecturer Program; information can be found at 
https://www.ashrae.org/society‐groups/committees/chapter‐technology‐transfer‐committee 
e. Refer to the list of speakers from Society’s Winter and Annual Conferences 
f.  Obtain speaker presentations two weeks prior to the meeting, review for adherence to the 
Commercialism Policy. Inform the speaker if CTTC and the Chapter President‐Elect find any concerns. 
 
3.   Obtain authorization for reimbursement/payment of expenses related to speakers  
 
4.  Determine and handle the logistics of any special requirements of the speaker, such as projector, 
screen, audio/visual system, lectern, etc. 
 
5.  Obtain an outline of the talk to be presented and a thumbnail sketch of the speaker's background 
 
6.  Make  arrangements  for  the  speaker's  arrival  and  his  or  her  introduction  to  officers  before  the 
meeting and act as his or her host throughout the meeting 
 
7.  Assist the speaker with hotel accommodations and travel arrangements 
 
8.  Provide information to be included in the announcement of each meeting 
 
9.  In advance of each meeting, ensure that each speaker receives information about ASHRAE’s 
Commercialism Policy and Tips for Making a Presentation 
 
10.  Distribute and collect the Chapter Evaluation Form 
 
11.  After each meeting, write to the speaker, expressing appreciation for his or her time and effort 
 
12.  Keep a record of meeting attendance  
 
13.  Coordinate with other chapters or the Regional Vice Chair of CTTC to enable outside speakers to 
participate in consecutive meetings 
 
14.  Arrange with educational institutions or industry organizations for continuing education credits 
 
15.  Coordinate “Joint Activities” with other technical groups at chapter and regional levels 

Appendix 2C - 1
 
MANUAL FOR CHAPTER OPERATIONS

Appendix 2D: Tracking Chapter Officers and Property 
 
HISTORY OF CHAPTER OFFICERS 

CHAPTER

Officers: YEAR ( ) YEAR ( ) YEAR ( ) YEAR ( )

President
President-Elect
Vice President 1
Vice President 2
Secretary
Treasurer
BOG 1
BOG 2
BOG 3
BOG 4
BOG 5
BOG 6
CRC Delegate
CRC Alternate

Committee Chairs:

Student Activities
Membership Promotion
Research Promotion
Chapter Technology Transfer

Standing General Committees:

Society Service:

Appendix 2D - 1
MANUAL FOR CHAPTER OPERATIONS

HISTORY OF CHAPTER PROPERTY

CHAPTER

Property: YEAR ( ) YEAR ( ) YEAR ( ) YEAR ( )

Charter (a)
(b)
Bylaws (a)
(b)
Minutes Book (a)
(b)
Banner (a)
(b)
Gavel (a)
(b)
Podium (a)
(b)
Project Equipment (a)
(b)

Manual for Chapter Operations:

#1 (a)
#2 (a)
#3 (a)
#4 (a)
#5 (a)
#6 (a)
#7 (a)

(a Name of individual responsible for custody of the item:

(b) Location, if formally kept at a fixed place.

Appendix 2D - 2
After reading the criteria, press the tab key to enter points on the form.

REGIONAL AWARD OF MERIT CRITERIA

(99-10-2-3/06-09-30-44D)

1. The purpose of this award is to recognize the activities and contributions of members of
ASHRAE at the chapter and regional level.

2. The form of the award is a certificate setting forth the achievements for which the awards
are to be made.

3. The number of Regional Award of Merits to be awarded by each region is unlimited.

4. There is no limit to the number of times that an individual can be nominated for the award,
but receiving the award shall be limited to one time per recipient.

5. The nomination of a candidate shall be made by the delegate from the candidate’s chapter
to the Chapters Regional Conference. The final selection shall be made by majority vote
of the Chapters Regional Conference delegates in Executive Session at the CRC.

6. Qualifications of a candidate shall be a minimum of the credit points from the list of
activities. The qualifications must be submitted in writing to the Chapters Regional
Committee and include a biographical record of the services rendered and the year of
accomplishment.

7. Final selection does not require the approval of either the Honors and Awards Committee
or the Board of Directors.

8. Presentation of the award shall be made by the Regional Chair at the Chapters Regional
Conference, (or at a suitable location) following the candidate’s nomination and election.

9. Candidates should be reviewed by the Regional Chair and the Regional Nominating
Committee Member for accuracy of the data submitted prior to submitting to Society.

APPENDIX 2E – 1
POINT SCORE FOR THE REGIONAL AWARD OF MERIT
(10 POINT REQUIREMENT)
(98-10-24-27B/02-10-19-12B/02-10-19-29B/02-10-19-45/03-06-29-40/BOD 03-06-27-1C/04-10-09-14/06-09-30-44D)

NAME: Member #: Chapter

#:

NOTE:
CHAPTER ACTIVITIES: MAXIMUM 6
POINTS
SOCIETY/REGIONAL ACTIVITIES: MAXIMUM 6
POINTS

A. CHAPTER POINTS POINTS/YEAR TOTAL

President 2/yr
Vice-President (or President Elect) 1/yr
Secretary ½/yr
Treasurer ½/yr
Chapter Chair:
Membership Promotion, Student Activities,
Research Promotion, Chapter Technology
Transfer, Government Affairs, Programs,
Refrigeration, and Historical ½/yr
Chapter Board of Governors ½/yr
Seminar Chair or Instructor 1/yr
Newsletter Editor ½/yr
Chapter Webmaster ½/yr
Other Chapter Position ¼/yr
Student Branch Advisor 1/yr
(Max 2 per year)

B. REGIONAL CONFERENCE (CRC)

General Chair (Conference) 2/CRC
CRC Program Chair 1/CRC
CRC Technical Session Speaker ½/CRC
CRC Committee Chair
(other than Program Chair) ½/CRC
(Max 2 per CRC)

APPENDIX 2E – 2
C. REGIONAL/SOCIETY ACTIVITY
Regional Chair 2/yr
Assistant Regional Chair ½/yr
DAL involved in Region
(CRC, Regional Planning, etc.) ½/yr
CRC Delegate 1/yr
CRC Alternate ½/yr
Regional Vice Chair 1/yr
Regional Officers:
Regional Historian ½/yr
Regional Webmaster ½/yr
Regional Refrigeration ½/yr
Regional Chapter Programs ½/yr
Regional TEGA ½/yr
Regional Treasurer ½/yr
Regional ECC ½/yr
Regional Newsletter/communication ½/yr
*Other Regional Positions ½/yr
Nominating Committee Member 1/yr
Nominating Committee Alternate ½/yr
*Example of other regional positions: e.g. DRC Alternate who serves at a Society meeting for
DRC.
(Max 2 per year)

TOTAL POINTS

APPENDIX 2E – 3
After reading the criteria, press the tab key to enter points on the form.

CHAPTER SERVICE AWARD CRITERIA

(99-10-2-3/00-10-28-52/06-01-23-20)

The Chapter Service Award should be attainable with consistent involvement by a dedicated
and committed chapter member.

1. There is no limit to the number of awards made by each region.

2. There is no limit to the number of times that an individual can be nominated for the award,
but receiving the award shall be limited to one time per recipient.

3. The purpose of this award is to recognize the activities and contributions of members of
ASHRAE at the chapter level.

4. The form of the award is a certificate setting forth the achievements for which the awards are
to be made.

5. The nominations of a candidate shall be made by the delegate from the candidate’s chapter to
the Chapters Regional Conference. The final selection shall be made by majority vote of the
Chapters Regional Conference delegates in Executive Session at the CRC.

6. Qualifications of a candidate shall be a minimum of the credit points from the list of
activities. The qualifications must be submitted in writing to the Chapters Regional
Committee and include a biographical record of the services rendered and the year of
accomplishment.

7. Final selection does not require the approval of either the Honors and Awards Committee nor
the Board of Directors.

8. Presentation of the award shall be made by the Regional Chair at the Chapters Regional
Conference, (or at a suitable location) following the candidate’s nomination and election. The
DRC or another member of the Region ExCom may also make the presentation during a
chapter visit.

9. Candidates should be reviewed by the Regional Chair and the Regional Nominating
Committee Member for accuracy of the data submitted prior to submitting to Society. The
Regional Chair and Chapter President shall sign the certificate.

APPENDIX 2F – 1
POINT SCORE FOR THE CHAPTER SERVICE AWARD
(12 POINT REQUIREMENT)

NAME: Member #: Chapter #:

CATEGORIES

CHAPTER OFFICERS1: POINTS/YEAR TOTAL

President 3/yr
President Elect or Vice President 2/yr
Other Officers 1/yr
Board of Governors Member ½/yr

CHAPTER STANDING COMMITTEES: (RP, CTT, MP, SA, GGA, YEA, HIST, REF):

Committee Chair 1/yr

Committee Member ½/yr

CRC ACTIVITY2:

Conference Chair 3/yr

Conference Co-Chair 2/yr
Committee Chair 1/yr
Committee Member ½ /yr
Technical Speaker ½/yr

GENERAL ACTIVITIES1:

Chapter Meeting Speaker/Panel Member ¼/yr

Sports Affair Coordinator ¼/yr
Faculty Advisor ¼/yr
Newsletter Editor ½/yr
Honors & Awards Chair ¼/yr
Greetings Committee ¼/yr
Joint Engineers Council Representative ¼/yr
Chapter Webmaster ½/yr
Other Chapter Committee Chair ¼/yr
Other Chapter Activities ¼/yr

TOTAL POINTS
1
Chapter activity maximum of three points per Society year
2
CRC activity maximum of three points per event

APPENDIX 2F – 2
MANUAL FOR CHAPTER OPERATIONS

Appendix 2G: Sample Membership Promotion Letter to Employers 
June 22, 20xx

Mr. John Smith

ABC Company
P. O. Box 1234
Atlanta, GA 30300

RE: ASHRAE Membership

Dear John:

As Director and Regional Chair of Region , I would like to invite you to join the ASHRAE.

ASHRAE is unique because its membership is drawn from a wide range of disciplines relating to the
HVAC&R field. Approximately 50,000 individuals, from more than 100 nations, belong to the Society. Our
membership is comprised of students, consulting engineers, mechanical contractors, building owners and
employees of manufacturing companies, educational institutions, research organizations, government
agencies and any organization concerned with environmental control. Members range from students to
longtime engineers as well as professionals in other related disciplines such as architecture and medical
research.

ASHRAE is an international technical society dedicated to improving the quality of life through the
advancement of technology related to heating, refrigeration, air conditioning and ventilation. ASHRAE traces
its beginning to 1894 when 75 heating and ventilation engineers met in New York City to organize the
American Society of Heating and Ventilating Engineers (ASH&VE). In 1904 a second group of engineers
met in New York City to form the American Society of Refrigerating Engineers (ASRE). After World War II,
the study of air conditioning technology increased and ASHRAE was formed in 1959 when ASH&VE and
ASRE merged.

ASHRAE promotes HVAC&R technology for the benefit of all people by developing standards, sponsoring
research and providing for technology transfer through technical publications, programs, conferences, etc.
ASHRAE's technical expertise is concentrated into technical committees (TCs), task groups (TGs) and
technical resource groups (TRGs). These groups are responsible for preparing the text of the ASHRAE
Handbook series, originating and coordinating ASHRAE-sponsored research projects, presenting programs
at ASHRAE meetings, reviewing technical papers, evaluating the need for standards and advising the
Society on all aspects of technology. The ASHRAE Journal, the Society's monthly magazine, features
technical articles, industry news and important information about Society, policy and programs.

The Society operates on an annual budget of $15 million. A staff of 100 manages the day-to-day operations
of the Society and implements the policies set by the Board of Directors. ASHRAE also operates a
Washington, D.C. office.

As a member of ASHRAE, you will have the opportunity to receive the latest Codes and Standards,
ASHRAE Handbook and ASHRAE Journal as well as meet with other members in your profession and
increase your skills in leadership and communications. For each chapter meeting attended, professional
engineers receive one hour of PDH toward their state professional license.

The following is a list of ASHRAE programs that will take place in the next year:
Appendix 2G - 1
MANUAL FOR CHAPTER OPERATIONS

January 17, 20xx ........................................................................................................ Smoke and Fire Protection

February 21, 20xx ......................................................................................................................................... Open
March 20, 20xx .................................................................................................... Heat Pump Technology Facility
April 17, 20xx .......................................................................................................... Dehumidification Technology
May 15, 20xx .............................................................................................................................. Golf Tournament

I have forwarded your name to the local ASHRAE chapter president who will contact you with more
information and answer any questions you may have.

Again, I invite you to join ASHRAE and gain all the benefits that the members receive. If you have any
questions, please feel free to contact me at 404-555-3333.

Best Wishes,

(Name),
Direction and Regional Chair
Region

Appendix 2G - 2
 

Appendix 2H: Ideas for Achieving Society Goals for Membership Growth 
A.  Incoming chapter President and Membership Promotion Chair solicit a minimum of 3% of the 
area‐assigned members to serve a one‐year term on the Membership Promotion committee. 
 
B.  The chair spearheads efforts related to recruiting new members and obtaining grade 
advancements and the co‐chair spearheads efforts to reduce delinquencies. 
 
C.  Names of potential new members can be generated by: 
a. Reviewing company names in the chapter roster and seeking out new employees or existing 
employees who are not ASHRAE members 
b. Running member cancellation reports through the Society website 
c. Creating a list of new and existing companies in affiliated industries  
d. Targeting firms that currently have no members.  
 
To maximize these efforts, they should begin at a July or August Board of Governors meeting. 
 
D.  Assignments should be made to CTTC members so that no one is required to recruit more than 
four new members, contact no more than seven delinquent members and obtain no more than 
one advancement. 
 
 

Appendix 2H
 
 

Appendix 2I: Nominating Committee Procedures 
Immediately after the Nominating Committee is elected, it should obtain from the chapter secretary a list 
of members' attendance and activities during the preceding months. 
 
At the March meeting, the committee presents to the secretary the names of candidates selected. At the 
April meeting, nominations may be made from the floor. 
 
Upon receipt of the list of nominees from the Nominating Committee, and before the date of the May 
meeting, the secretary prepares a sample ballot with the names of candidates, including those nominated 
from the floor at the April meeting, and forwards the sample ballot to chapter members eligible to vote. 
 
At the May meeting, the election is held by ballot, the president appointing three tellers to conduct the 
election.  In selecting a slate of officers, care must be taken by the Nominating Committee to achieve 
balance among the various interests that may be represented in a chapter’s membership. This same care 
should be extended to avoid any geographical concentration in instances where a chapter covers a wide 
territory.  
 
If the chapter has a regular order of progression through the chairs, each person nominated for the initial 
position must be evaluated on the basis that he or she is being nominated for the ultimate position.  
 
CHAPTER SECRETARY CERTIFIES THAT ALL NOMINEES ARE SOCIETY MEMBERS IN GOOD STANDING. 

Appendix 2I
 
WORK SHEET FOR CHAPTER REGIONAL COMMITTEE EXECUTIVE SESSION
REGION ## Chapter Regional Conference (CRC)

Recommendations for Society Year 20xx-20xx

Instructions: The Regional Nominating Committee Member, as Chair of the CRC Executive
Session, is responsible for submitting these original pages 1, 2, 3, 4, and 6, along
with additional names for Treasurer, Vice President, and Director-at-Large as noted,
to the Nominating Committee Secretary (NCS), ASHRAE, 1791 Tullie Circle, NE,
Atlanta, GA 30329 within 30 days after the CRC.

The Nominating Committee Member shall send copies of Parts 2, 3, 4, 5, and 6 to

the Director and Regional Chair (DRC) – (not page 1). The DRC shall send the
completed and signed DRC recommendations on page 5 to the NCS.

Note: 1. All candidates shall be listed in order of preference.

2. Nominating a name in any of the following positions indicates that the candidate
has been contacted to confirm a willingness to serve.
3. Each candidate should ensure that their electronic biographical record located at
www.ashrae.org is current.

1. OFFICERS AND BOARD OF DIRECTORS

20xx-20xx Officers: CRC Recommendations for SY 20xx-20xx:

President-Elect Name1 _______

Treasurer** *Name2 ( ) _______
Vice President Name3 ( ) _______
Vice President *Name4 ( ) _______
Vice President** Name5 ( ) _______
Vice President** *Name6 ( ) _______
* Eligible for re-election to this position for one additional consecutive year

Directors-at-Large whose terms expire in June 20xx:

Director-at-Large** Name1 (1) _____

Director-at-Large** Name2 (2) _____
Director-at-Large** Name3 (3)___________________________
**Additional names may be submitted in priority order on a separate page.

Director and Regional Chair whose term expires in June 20xx:

Please prioritize.
Name (1)_____________________
(2) ____________________
(3) ____________________
Submitted by:

Region ## Member, Nominating Committee Date

(Note: DO NOT send this page to the DRC)

Executive Session Work Sheet for Region xx CRC
Recommendations for SY 20xx-20xx Page 2
2. SOCIETY COMMITTEES* (Recommendations to Society President-Elect)

Committee Full Name Member Comments

No.(required)
Audit

Building Energy Quotient

Certification

Conferences &
Expositions

Development

Electronic
Communications

Environmental Health

Finance

Handbook**

Historical

Honors & Awards

Planning

Professional
Development

Publications

Refrigeration

Research
Administration**

Residential Buildings

Society Rules

Standards**

Technical Activities**

* - The CRC should contact candidates to obtain their agreement to serve on committees before candidates’ names
are listed above.
** - Members of these committees are elected by Board of Directors and results presented at the Winter Sunday
Board Meeting.
Executive Session Work Sheet for Region xx CRC
Recommendations for SY 20xx-20xx Page 3
3. NOMINATING COMMITTEE
Note: Nominating Committee Members, Alternates and Reserve Alternates must be Members (Member grade or
higher) of the Society for a minimum of five years at the time of selection; must be selected at least one year in
advance of taking office; and may serve no more than a total of six years on the Nominating Committee.
20xx-20xx 20xx-20xx 20xx-20xx
Member Name1 (Member ID#)
(chairs CRC executive session) # #
Alternate Name2
(Member ID#) # #
Reserve Name3
Alternate (Member ID#) # #
Fill in names for all positions for all choices. For RVCs whose terms are not expiring, list them as the first choice
unless they are unable to continue serving. Nominating member can complete the second and third choices
from the previous CRC.

4. REGIONAL VICE CHAIRS - Grass Roots Committees

Select three choices in each category, if possible. Candidates for Regional Vice Chairs must be
Members (Member grade or higher) of the Society in good standing for three years prior to the start of
their terms. Please use full name (no nickname) and member number for each candidate
recommended.
Committee 20xx-20xx Term 20xx-20xx
of 1st choice 2nd choice 3rd choice
service (name & member #) (name & member #) (name & member #)
Chapter Tech Transfer Name1 xx-xx
(Member ID#) # # #
Government Affairs Name2 xx-xx
(Member ID#) # # #
Membership Promotion Name3 xx-xx
(Member ID#) # # #
Research Promotion Name4 xx-xx
(Member ID#) # # #
Student Activities Name5 xx-xx
(Member ID#) # # #
Young Engineers in Name6 xx-xx
ASHRAE (Member ID#)
4a. ASSISTANT REGIONAL CHAIR
Select three candidates in priority order. Candidates for Assistant Regional Chair must be a Member
(Member grade or higher) of the Society in good standing for three years prior to the start of his/her
term. List candidates below, using full name (no nickname) and member number for each candidate
recommended.
20xx-20xx Term 20xx-20xx
1st choice 2nd choice 3rd choice
(name & member #) (name & member #) (name & member #)
Name xx-xx
(Member ID#) # # #
4b. REGION MEMBERS COUNCIL REPRESENTATIVE
Select three candidates in priority order. Candidates for Region Members Council Representative
(RMCR) must hold Member grade or higher in the Society for three years prior to the start of terms. The
RMCR may also be the ARC (See 4a). List candidates below, using full name (no nickname) and member
number for each candidate recommended.
20xx-xx Term 20xx-20xx
1st choice 2nd choice 3rd choice
(name & member #) (name & member #) (name & member #)
Name xx-xx
(Member ID#) # # #
Executive Session Work Sheet for Region xx CRC
Recommendations for SY 20xx-20xx Page 4

IMPORTANT:
The CRC should complete the charts above and forward a copy of Parts 2, 3, 4, 5, and 6 to the Director and Regional
Chair (DRC), who should complete the chart on page 5. The DRC then sends their completed and signed
recommendations on page 5 to the NCS. The NCS will forward them to the President-Elect, who will handle
the final selection process.

The DRC recommends that the President-Elect appoint the following for 20xx-20xx:

The DRC should list his/her recommendations below and send page 5 to the NCS. The NCS will
forward them to the President-Elect, who will handle the final selection process.

Government Affairs RVC ________________________________________

Membership Promotion RVC
Research Promotion RVC
Student Activities RVC
Young Engineers in ASHRAE RVC ________________________________________
Assistant Regional Chair ________________________________________

The DRC recommends to the President-Elect the following prioritized list of candidates for the Region
Members Council Representative position:

Candidate #1
Candidate #2
Candidate #3

Submitted by:

Name, Region ## DRC (sign above) Date

Executive Session Work Sheet for Region xx CRC
Recommendations for SY 20xx-20xx Page 5

5. RECOMMENDATIONS FOR AWARDS

NOTE: Nominations for the John F. James International Award, Regional Award of Merit, and Chapter
Service Award for general Society activities should be submitted in electronic format (adobe.pdf). The
nominations should include a letter of recommendation from a sponsor (chapter, region, committee or
ASHRAE member) that clearly addresses specific contributions and a current ASHRAE Biographical
Record. For award criteria or point tally forms, please visit www.ashrae.org/honors.

Award Name (do not use nicknames) Special Instructions

John F. James International Must include letter(s) of
Award (participation in recommendation and bio before
international activities) submitting candidate’s name

Regional Award of Merit (no Must include bio and point tally
limit on number of awards; form before submitting candidate’s
attach list if needed) name

Chapter Service Award (no Must include bio and point tally
limit on number of awards; form before submitting candidate’s
attach list if needed) name

6. CRC GENERAL CHAIR - Report names of the next 3 upcoming general chairs. (Note: This is NOT an
Executive Session item. It is included on this sheet for convenience in reporting.)

Name Host Chapter CRC Year

1.
2.
3.
2018-07-10/cin
 

Appendix 2K: Suggested Content for an eNewsletter 
Items to consider for eNewsletter content: 
 
1. Answer the who, what, when, where (and why and how when necessary) of the monthly 
meeting 
 
2.  Photograph(s) or art work to create interest 
 
3.  A message from the chapter president 
 
4.  A message from each of the grass roots committees – Chapter Technology Transfer, 
Government Affairs, Membership Promotion, Research Promotion and Student Activities 
 
5.  Promotion of regional dinners at Society meetings 
 
6.  Listing of chapter officers and committee chairs; this could be as part of the eNewsletter 
organization such as in a side bar 
 
7.  Occasional listing of regional officers 
 
8.  Human interest items – short bio of a new member or a retired member; other news of 
individual members 
 
9.  Listing Help Wanted notices 
 
10.  Occasional review of PAOE point status; explain to the membership the program and how 
points are earned 
 
11.  Upcoming events 
 
12.  Society  news,  such  as  upcoming  conferences  and  new  publications;  news  releases  are 
available from [email protected]  
 
     13.  Links to chapter, region and society websites 

14. Chapter and society scholarship information 

15. Research  Promotion  updates,  including  the  goal,  current  status  and  contributor 
information 

16. Links  to:  Past  Newsletters,  BOG  Meeting  Minutes,  Chapter  Meeting  Registration  (if 
available) 

17.  Chapter Regional Conference information 

Appendix 2K - 1
MANUAL FOR CHAPTER OPERATIONS

PLEASE COMPLETE THE INFORMATION FOR EACH DONATION AND SEND WITH DONATION - PLEASE PRINT

Please check one: ( ) Personal Contribution ( ) Company Contribution Check # _____________ Donation Amount: $__________

Charge the gift to: ( ) Visa ( ) MasterCard ( ) American Express Credit Card #_______________________________ Exp________

Name: ___________________________________________________________________ Member/Contributor #: ___________________________

Company: _____________________________________________________ Phone: ______________________________
Address: ____________________________________________________________________________________________
City/State/Zip ______________________________________________________ Chapter to credit: __________________

Apply Donation to: ( ) Research ( ) Learning Institute ( ) Foundation ___ General ___ Research ( ) General Fund (unrestricted)
Memorial/Honor Gift Section Only

Memorial ( ) Honor Gift ( ) For: _______________________________________________

Please send acknowledgement to: _______________________________________________ Relation to deceased/Honoree: _____________________

Address: ___________________________________________________________________________________________________________________

PLEASE COMPLETE THE INFORMATION FOR EACH DONATION AND SEND WITH DONATION - PLEASE PRINT

Please check one: ( ) Personal Contribution ( ) Company Contribution Check # _____________ Donation Amount: $__________

Charge the gift to: ( ) Visa ( ) MasterCard ( ) American Express Credit Card #_____________________________
__ Exp________

Name: ___________________________________________________________________ Member/Contributor #: ___________________________

Company: _____________________________________________________ Phone: ______________________________
Address: ____________________________________________________________________________________________
City/State/Zip ______________________________________________________ Chapter to credit: __________________

Apply Donation to: ( ) Research ( ) Learning Institute ( ) Foundation ___ General ___ Research ( ) General Fund (unrestricted)
Memorial/Honor Gift Section Only

Memorial ( ) Honor Gift ( ) For: _______________________________________________

Please send acknowledgement to: _______________________________________________ Relation to deceased/Honoree: _____________________

Address: ___________________________________________________________________________________________________________________

PLEASE COMPLETE THE INFORMATION FOR EACH DONATION AND SEND WITH DONATION - PLEASE PRINT

Please check one: ( ) Personal Contribution ( ) Company Contribution Check # _____________ Donation Amount: $__________

Charge the gift to: ( ) Visa ( ) MasterCard ( ) American Express Credit Card #_______________________________ Exp________

Name: ___________________________________________________________________ Member/Contributor #: ___________________________

Company: _____________________________________________________ Phone: ______________________________
Address: ____________________________________________________________________________________________
City/State/Zip ______________________________________________________ Chapter to credit: __________________

Apply Donation to: ( ) Research ( ) Learning Institute ( ) Foundation ___ General ___ Research ( ) General Fund (unrestricted)
Memorial/Honor Gift Section Only

Memorial ( ) Honor Gift ( ) For: _______________________________________________

Please send acknowledgement to: _______________________________________________ Relation to deceased/Honoree: _____________________

Address: ___________________________________________________________________________________________________________________

Appendix 2L
MANUAL FOR CHAPTER OPERATIONS

Appendix 2M: Summary of Chapter Fund Raising for Research Promotion 

SUMMARY FORM
PC-001

ASHRAE RESEARCH FUND RAISING BY CHAPTER

PAGE

CHAPTER: DATE:

SUBMITTED BY PHONE: FAX: EMAIL:

AMOUNT
CONTRIBUTOR’S NAME, ADDRESS, EMAIL RECEIVED COMMENTS

TOTAL $

This completed form, with a receipt/invoice form and a check for each entry, should be sent to Research
Promotion ASHRAE Headquarters, 1791 Tullie Circle NE, Atlanta, GA 30329, cc’g the Regional Vice
Chair of Research Promotion.

Appendix 2M
Appendix 2N of MCO Section 2.5

States Regulations in regard of lobbying activities

Visit http://www.ncsl.org/research/ethics/50-state-legislative-ethics-and-lobbying-laws.aspx#al
APPENDIX 2N 

Alabama
Alabama Code: Code of Ethics for Public Officials, Employees, Etc. Title 36, Chapter 25.
http://alisondb.legislature.state.al.us/alison/CoA.aspx
Alaska
Alaska Statutes: Standards of Conduct, Title 24, Chapter 60.
For Regulation of Lobbying, Title 24, Chapter 45.
Arizona
Arizona Revised Statutes
Title 38 - Public Officers and Employees
For Conflict of Interest of Officers and Employees, scroll to Chapter 3, Conduct of Office; Article 8.
For Standards of Conduct for Members of the State Legislature, scroll to Chapter 3, Conduct of
Office; Article 8.1.
For Standards for Financial Disclosure, scroll to Chapter 3.1.
Title 41 - State Government
For Registration and Regulation of Lobbyists, scroll to Chapter 7, Legislature; Article
8.1.
Arkansas
Arkansas Code
For Ethics and Conflict of Interest laws for legislators and lobbyists, scroll to Title 21,
Public Officers and Employees, Chapter 8.
California
California Government Code
Conflict of Interest: Title 9 Chapter 7
General Prohibition
Disclosure
Ethics: Title 9 Chapter 9.5
Honoraria
Gifts
Travel

Lobbyists: Title 9 Chapter 6

Registration and Reporting
Prohibitions
Exemptions
APPENDIX 2N 
Colorado
Colorado Revised Statutes
For Code of Ethics for Legislators: Title 24, Government-State; Administration; Article 18,
Standards of Conduct; Part 1, Code of Ethics.
For Public Official Disclosure Law and Regulation of Lobbyists: Title 24, Government-State;
Administration; Article 6, Colorado Sunshine Law; Part 2, Public Official Disclosure Law; Part 3,
Regulation of Lobbyists.
Connecticut
Connecticut General Statutes
Code of Ethics. Title 1, Chapter 10 - §1-79 through 1-101.
Delaware
Delaware Code Annotated
Legislative Conflicts of Interest. Title 29, State Government; Chapter 10.
Laws Regulating the Conduct of Officers and Employees of the State. Title 29, State Government;
Chapter 58.
o Code of Conduct. Subchapter I.
o Financial dislcosure. Subchapter II.
o Registration of lobbyists. Subchapter IV.
Florida
Florida Statutes
Code of Ethics for Public Officers and Employees. Title X, Chapter 112, Part III.
For lobbyist regulation, go to Legislative Organization, Procedures and Staffing, Title III, Chapter 11.
Scroll to 11.045-11.062.
Georgia
Georgia Code
Code of Ethics for Government Service, Title 45, Public Officers and Employees, Chapter 10
For prohibited activities, go to 45-10-3.
For conflict of interest, go to 45-10-20 - 45-10-80.
Ethics in Government Act. Title 21, Elections; Chapter 5.
For powers of the state ethics commission, go to 21-5-6 and 21-5-7.
For honorarium restrictions, go to 21-5-11.
For financial disclosure requirements, go to 21-5-50 - 21-5-53.
For lobbyist regulation, go to 21-5-70 - 21-5-76.
Hawaii
Hawaii Revised Statutes
Standards of Conduct, Chapter 84.
Lobbyist Law, Chapter 97.
APPENDIX 2N 

Idaho
Idaho Code
Ethics in Government. Title 59, Chapter 7.
Gifts to Public Servants by Persons Subject to their Jurisdiction. Title 18 Chapter 13.
Election Campaign Contributions and Expenditures --Lobbyists. Title 67, Chapter 66.
Illinois
Illinois Compiled Statutes
Illinois Governmental Ethics Act, 5 ILCS 420/, includes financial disclosure and ethical principles.
State Officials and Employees Ethics Act, 5 ILCS 430/, includes gift ban and ethics commission
statutes.
Lobbyist Registration Act. 25 ILCS 170/
Indiana
Indiana Code
Legislative Ethics.Title 2, General Assembly; Article 2.1, Legislative Sessions and Procedures;
Chapter 3
Bribery, Conflict of Interest, and Official Misconduct.Title 35, Criminal Law and Procedure; Article
44., Offenses Against Public Administration; Chapter 1.
Lobbyists. Title 2, General Assembly; Article 7. Also lobbying disclosure, under the same title and
chaper.
Ethics and Conflicts of Interest. Title 4, State Offices and Administration; Article 2, State Officers
Generally; Chapter 6. (In this section, the term "state officer" does not apply to legislator.)
Iowa
Iowa Code
Conflict of Interest of Public Officers and Employees. Title II, Subtitle 2, Chapter 68B.
Scroll to 68B.35 for financial disclosure.
Scroll to 68B.37 for lobbyist reporting and 68B.38 for lobbyist client reporting.

See also Iowa's Joint Legislative Rules on lobbying.

Kansas
Kansas Statutes
Gift restrictions are at 46-237 and 46-237a.
Financial disclosure requirements are at 46-239 and 46-247 - 46-252.
Nepotism restrictions are at 46-246a.
Lobbyist regulation is at 46-265 - 46-271.
APPENDIX 2N 

Kentucky
Kentucky Revised Statutes
Chapter 6. Ethics laws are from 6.601-6.850.
For Kentucky Legislative Ethics Commission, scroll to 6.651.
For Conduct of Legislators, scroll to 6.731.
For Financial Disclosure, scroll to 6.781.
For Legislative Lobbying, scroll to 6.801.
Chapter 11A. For Executive Agency Lobbying, scroll to 11A.201.
Louisiana
Louisiana Revised Statutes
Code of Governmental Ethics, Chapter 15 (42:1101 - 42:1170).
Lobbyist Disclosure Act (24:50 - 24:58.1).
Maine
Maine Revised Statutes Annotated
Governmental Ethics. Title 1, Chapter 25.
Lobbyist Disclosure Procedures. Title 3, Chapter 15.
Maryland
Maryland Code
For Public Ethics, §15-101 - 15-715, go to State Government; Title 15, Public Ethics.
Subtitle 5 is Conflict of Interest.
Subtitle 6 is Financial Disclosure.
Subtitle 7 is Lobbying regulations.
Massachusetts
General Laws of Massachusetts
Conduct of Public Officials and Employees, Chapter 268A.
For lobbyist regulation, go to Chapter 3, The General Court, and scroll to sections 39 through 50.
Michigan
Michigan Codified Laws
Chapter 15, Public Officers and Employees:
Conflict of Interest: Act 318 of 1968 (15.301-15.310).
Contracts of Public Servants with Public Entities: Act 317 of 1968 (15.322-15.330).
Standards of Conduct for Public Officers and Employees: Act 196 of 1973 (15.341-15.348).
Incompatible Public Offices: Act 566 of 1978 (15.181-15.185).
Chapter 4, Legislature
Lobbyists, Lobbying Agents, and Lobbying Activities: Act 472 of 1978 (4.411-4.431).
Minnesota
Minnesota Statutes
Legislator ethics and lobbyist regulation under Chapter 10A, Campaign Finance and
Public Disclosure.
APPENDIX 2N 

Mississippi
Mississippi Code
For Ethics in Government, scroll to Title 25, Public Officers and Employees, Public Records;
Chapter 4, Ethics in Government.
For the Lobbying Law Reform Act of 1994, scroll to Title 5, Legislative Department; Chapter 8.
Missouri
Missouri Revised Statutes
Chapter 105, Public Officers and Employees - Miscellaneous Provisions
For Ethics Laws, scroll to 105.450 - 105.496.
Lobbyist laws start at 105.470.
Montana
Montana Code Annotated
Standards of Conduct. Title 2, Chapter 2.
Lobbying. Title 5, Chapter 7.
Nebraska
Nebraska Revised Statutes
Nebraska Political Accountability and Disclosure Act
Financial disclosure starts at 49-1493.
Lobbying regulations start at 49-1480.
Conflict of Interest starts at 49-1498.
Nevada
Nevada Revised Statutes
For Ethics in Government laws, go to Title 23, Public Officers and Employees; Chapter 281, General
Provisions and scroll to NRS 281.411 through 281.581. See also Chapter 281A, Ethics in
Government.
For Lobbying Disclosure laws, go to Title 17, State Legislative Department; Chapter 218H Lobbying.
New Hampshire
New Hampshire Revised Statutes
Legislative Ethics Committee: Title 1, Chapter 14-B.
Lobbyist laws: Title 1, Chapter 15.
Financial Disclosure: Title 1, Chapter 15-A.
Gifts, Testimonials and Honorariums:Title 1, Chapter 15-B.
Ethics Guidelines and Procedural Rules, November 2012 Edition (New Hampshire's statutes give the
Legislative Ethics Committee the authority to write ethics provisions, which include gift restrictions
and conflict of interest measures, among others.)
APPENDIX 2N 

New Jersey
New Jersey Statutes Annotated
Ethics Laws for legislators and lobbyists are at N.J.S.A. 52:13C.
Conflict of interest laws are at 52:13D.
To use New Jersey's system, scroll to Title 52. Click on the cross button to the left of the title to view all the
sections in the title. Click on the arrow icon in the lower right corner of the screen to view more sections. Do
this until Section 52:13C is visible. This is the start of the state's legislative ethics laws. Scroll to 52:13D for
Conflict of Interest law.
New Mexico
New Mexico Statutes Unannotated
Note that the term "public official" does not apply to legislators in New Mexico.
Governmental Conduct, Chapter 10; Article 16.
Financial Disclosures, Chapter 10; Article 16A.
Governmental Ethics Oversight Committee, Chapter 2; Article 15.
Lobbyist Regulation,Chapter 2; Article 11.
New York
New York State Consolidated Laws
Legislative Ethics Commission: Consolidated Laws, Legislative (LEG), Article 5.
Powers and Duties of Public Officers: Consolidated Laws, Public Officers (PBO), Article 4.
o For Financial Disclosure scroll to 73a.
o For Code of Ethics, scroll to 74.
o For Bribery, scroll to section 75.
Lobbying Act: Consolidated Laws, Legislative (LEG), Article 1-A
North Carolina
North Carolina General Statutes
State Government Ethics Act: Chapter 138A.
Lobbying Act: Chapter 120C.
North Dakota
North Dakota Century Code
Statements of Economic Interest: Title 16.1, Elections, chapter 16.1-09.
For Legislative Lobbying, go to Title 54, State Government, and scroll to chapter 54-05 and 54-05.1.
Ohio
Ohio Revised Code
Public Officers Ethics: Title 1, State Government; Chapter 102.
Legislative Lobbying: Title 1, State Government; Chapter 101, General Assembly; 101.70-101.79.
Retirement System Lobbying: Title 1, State Government; Chapter 101 General Assembly; 101.90-
101.99.
Executive Agency Lobbying: Title 1, State Government; Chapter 121, State Departments; 121.60-
121.69.
APPENDIX 2N 

Oklahoma
Laws governing the Ethics Commission, the conduct of state officers and state employees, and
related statutes requiring lobbyist registration, fees, etc. include, but are not limited to, the following:
In the Oklahoma Constitution, found on the Oklahoma Legislatures's Web site: Ethics Rules, Ethics
Commission and Criminal Penalties, click on Article XXIX, Ethics Commission.
In the Oklahoma Statutes:
o Title 17, Section 48;
o Title 21, Sections 308 334, 360 and 463; Sec 1840
o Title 68, Section 2358.3;
o Chapter 62--statutes governing lobbying registration and activities [Sections 4249 through
4255 of the Oklahoma Statutes];
o and Chapter 62--Appendix: Title 257. Ethics Commission [Section 257:1-1-1 et seq. of the
Rules of the Ethics Commission, 74 Oklahoma Statutes, Chapter 62, Appendix] [the “Rules”].
Oklahoma Statutes
A document from the Oklahoma Ethics Commission compiles much of the above.
Oregon
Oregon Revised Statutes
For Ethics laws for legislators go to Chapter 244, Government Standards and Practices.
o Financial Disclosure begins at 244.050.
o Conflict of Interest begins at 244.120.
o Ethics Commission begins at 244.250.
o Enforcement begins at 244.350.
For Lobbying regulations to to Chapter 171, Legislature. Scroll to 171.725.
Pennsylvania
Pennsylvania Consolidated Statutes
Title 65 Pa.C.S.A. Public Officers, Chapter 11, Ethics Standards and Financial Disclosure.
Title 65 Pa.C.S.A. Public Officers, Chapter 13A, Lobby Regulation and Disclosure.
Rhode Island
Rhode Island General Laws
Code of Ethics for legislators index. Chapter 36-14.
o Prohibited activities are at 36-14-5.
o Conflict of interest is at 36-14-6.
o Contents of Financial disclosure statements at 36-14-17. Other financial disclosure is 36-14-16
to -19.
Lobbying index: Chapter 22-10.
o Financial reports are at 22-10-9.
APPENDIX 2N 

South Carolina
South Carolina Code
Ethics, Government Accountability, and Campaign Reform. Title 8, Chapter 13.
o For Rules of Conduct, scroll to section 8-13-700.
o Disclosure of Economic Interest begins at 8-13-1110.
o Penalties begin at 8-13-1510.
Lobbyists and Lobbying. Title 2, Chapter 17
South Dakota
South Dakota Codified Laws
Lobbyists, Chapter 2-12.
Personal Financial Disclosure for public officers, Chapter 3-1A.
Malfeacance, Misfeasance and Nonfeasance in Office, Chapter 3-16.
Tennessee
Tennessee Code Annotated
Title 3, Legislature, Chapter 6 Ethics and Lobbying.
Comprehensive Ethics Reform Act of 2006
Lobbying
Texas
Texas Government Code
For the Texas Ethics Commission, scroll to Chapter 571.
For Personal Financial Disclosure, Standards of Conduct, and Conflict of Interest scroll to Chapter
572.
For Registration of Lobbyists, scroll to Chapter 305.
Utah
Utah Code
Lobbyist Disclosure and Regulation Act, Title 36, Chapter 11.
Legislative Conflict of Interest, Title 36, Chapter 19.
Prohibiting Employment of Relatives, Title 52, Chapter 03.
Offenses Against Administration of the Government, Title 76, Chapter 8
o For bribery, go to 76-8-105.
o For alteration of legislation, go to 76-8-107 and 76-8-108.
o For failure of a legislator to disclose interest in a bill, go to 76-8-109.
See also Joint Legislative Rules. Joint ethics rules are at Title 6, Chapter 1 through 5.
Vermont
Vermont Statutes Annotated
For Registration of Lobbyists, go to Title 2, Chapter 11.
Virginia
Code of Virginia
The General Assembly Conflicts of Interest Act, Title 30, Chapter 13, Section 100-129.
Lobbying laws begin at Title 2.2, Administration of Government; Chapter 4, Section 2.2-422.
APPENDIX 2N 

Washington
Revised Code of Washington
Ethics in Public Service, Chapter 42.52.
Disclosure, Campaign Finances, Lobbying, Records, Chapter 42.17A.
West Virginia
West Virginia Code
Public Officers and Employees, Ethics, Conflict of Interest, Financial Disclosure, Chapter 6B.
Ethics Commission powers and duties begin at Article 2.
Lobbyist laws begin at Article 3.
Ethical standards for elected and appointed officials and public employees are at 6B-2-5.
Financial disclosure requirements begin at 6B-2-6.
Wisconsin
Wisconsin Statutes
General Duties of Public Officials. For Code of Ethics for Public Officials and Employees, scroll to
Chapter 19 and view statutes 19.41 to 19.59.
o Financial disclosure begins at 19.43.
o Conflict of interest prohibition is at 19.46.
o Honorariums are discussed at 19.56.
For Regulation of Lobbying, go to Chapter 13, Legislative Branch. Scroll to Subchapter III, 13.61 to
13.75.
Wyoming
Wyoming Statutes
Government Ethics Title 9, Chapter 13.
Lobbyists, Title 28, Chapter 7.
MANUAL FOR CHAPTER OPERATIONS

SECTION 3
MEMBERSHIP
3.1 General
3.2 Qualifications for Membership
3.3 Application for Membership
3.4 Admission and Grading
3.5 Remittances
3.6 New Members
3.7 Reinstatement of Membership
3.8 Advancement to Higher Grade
3.9 Transfer of Membership
3.10 Chapter Membership Requirements
3.11 Life Member Grade
3.12 Retiree Member Grade
3.13 Service to Members Assigned to the Chapter
3.14 Removal of Deceased Members from Membership Rolls
3.15 ASHRAE Hardship Cases and Natural Disaster Relief Action
3.16 Dues Program for Developing Countries

`
SECTION 3 the Board, and as reprinted on the required
MEMBERSHIP application forms. Only members of the Society in
good standing shall be eligible to become and
3.1 General remain chapter members. Chapter members will
hold the same grade in the chapter as they hold
The Membership Promotion Committee of the in the Society.
chapter is charged with the promotion of
increased membership enrollment and the 3.3 Application for Membership
upgrading of members. See Appendix 3A for
steps in membership processing and annual Application for membership can be made on a
member benefits. paper form or online. Students have special
application forms. All forms are available on the
Appendix 3B provides suggestions for recruiting Society website (www.ashrae.org).
and retaining new members.
3.4 Admission and Grading
3.2 Qualifications for Membership
In making application for membership, the
Individuals connected with "the arts and sciences applicant must supply all required data. Staff
of heating, refrigeration, air conditioning and assigns the appropriate membership grade based
ventilation and the allied arts and sciences and on both the applicant’s wish and their
related human factors, for the benefit of the qualifications based on Society bylaws.
general public" may be eligible for admission to
the Society. 3.5 Remittances

Membership in the Society is in several grades, When submitting an application for membership,
as set forth in Society’s Bylaws and in Rules of the applicant must include payment by check,

Page 3 - 1
MANUAL FOR CHAPTER OPERATIONS

credit card or money order in U.S. or Canadian B. To hold an elected chapter office requires
currency. If for any reason the applicant is not membership grade of Associate or
elected, the monies will be returned. higher.

3.6 New Members C. To hold a Regional Vice-Chair (RVC)

office requires membership grade of
When a new member joins Society, headquarters Member or higher for a period of at least
staff notifies the officers of the new member’s three years before appointment to that
assigned (or selected) chapter, providing the office.
individual’s name, location and contact
information. If Society collects chapter dues, staff D. To hold an elected Society office,
informs the chapter officers of whether the including Director and Regional Chair
chapter dues have been received. (DRC), requires membership grade of
Member or higher for a period of at least
The chapter officers should follow up with the five years before election to the office.
new member, welcoming him or her to ASHRAE
and providing information about upcoming Additionally, grade advancement is an indication
chapter meetings and other events. Also, if of a member's continuing education.
chapter dues were not submitted to Society, they
should be collected.  To advance from Associate to Member, a
member should update his or her bio
3.7 Reinstatement of Membership online and send an email to
[email protected] indicating a
A former member who has resigned or who has desire to advance.
allowed his or her membership to lapse may  To advance from Student to Associate,
apply for reinstatement in the grade to which members can participate in the
he/she formerly was assigned. The applicant can SmartStart Student Transfer program,
choose either to which can be found online at the
 Pay dues for the current year, thereby StudentZone and YEA pages.
once again becoming a member effective
as of that date 3.9 Transfer of Membership
 Pay dues for all years between the date
of lapse and the current year, thereby The rights and privileges of a member are
retaining the original membership date; personal to the individual and must not be
back dues will be charged in the amount delegated or transferred, except that each
of the current rate for that membership member entitled to vote may do so in person, by
grade proxy or action by letter ballot, electronic or
other approved means given to another member
3.8 Advancement to Higher Grade entitled to vote (as set forth in Society Bylaws),
and dated within three months of the election.
Each member should be encouraged to advance
to the highest grade attainable in order to receive No member shall describe himself or herself in
the greatest benefit from, and to be able to connection with Society in any advertisement,
provide the most input into, the functioning of the letterhead, printed matter or any manner other
chapter, the region and Society. Certain than as an Honorary Member, Presidential
restrictions that are applicable to a member's Member, Fellow, Life Member, Member,
participation in ASHRAE activities are as follows: Associate Member or Student as the case may
be, except in official business of the Society.
A. To vote at chapter, regional or Society
level requires membership grade of
Associate or higher.

Page 3 - 2
MANUAL FOR CHAPTER OPERATIONS

3.10 Chapter Membership Requirements 3.13 Service to Members Assigned to the

Chapter
Only members of the Society in good standing
are eligible to be chapter members. Chapter A chapter may have assigned members who are
members hold the same grade in the chapter as located a significant distance from the chapter’s
they hold in Society. A chapter cannot have a primary location. The chapter must include all
member who is not a member in good standing of area assigned members in chapter
Society. communications and should develop strategies to
engage the entire membership, regardless of
To remain a member in "good standing," a where individuals are located.
member must pay current dues by the expiration
date of the current membership. 3.14 Removal of Deceased Members from
Membership Rolls
Chapters are able to run membership reports in
real time, including a delinquency report, to stay Before a deceased member’s name can be
abreast of members they should be contacting. removed from membership rolls, Society must
Headquarters staff can provide assistance. have some notification of the death, such as:
email or call from a chapter officer or membership
Chapter dues may be levied in amounts promotion chair, newspaper obituary, written
approved by the chapter membership. notification from a family member, returned
Delinquency in chapter dues may prevent a mailing indicating “addressee deceased,” or a
member from voting in a chapter or holding copy of the death certificate.
chapter office, but will not affect standing as a
member of Society. Headquarters staff will mark the member’s status
as “deceased,” which retains his or her history in
3.11 Life Member Grade Society’s database.

A Member or Associate member who has been 3.15 Hardship Cases and Natural Disaster
a Society Member in good standing for a Relief Action
cumulative total of 30 years and who has
attained the age of 65 years is qualified to be a 3.15.1 Hardship Cases
Life Member and shall retain all the rights and
privileges of the most recent membership grade. Members Council is responsible for determining
what constitutes a hardship case and providing
3.12 Retiree Member Grade guidance to staff for determination of special
consideration with respect to dues and other
Qualifications for Retiree Grade Membership are: member benefits. Issues not covered by this
guidance shall be ruled on by the chair of
 Completely retired from active business Members Council in consultation with staff. For
participation more information, contact
 Member in good standing for a minimum [email protected].
of 10 years
 At least 55 years of age 3.15.2 Natural Disaster Relief Action

Retiree Members receive monthly ASHRAE When a natural disaster occurs, the DRC will
Journals and Insights newsletters and a determine which chapters/members in his or her
significant discount on annual dues. The annual region are affected and if relief is warranted. The
volume of the Handbook is not a benefit. DRC will notify staff about the chapters that are
affected. Staff will then notify the affected
members. The Natural Disaster Relief Action
Plan can include, upon request, waiving
membership dues and replacing the current

Page 3 - 3
MANUAL FOR CHAPTER OPERATIONS

Handbook. For more information, contact

[email protected].

3.16 Dues Program for Developing

Economies

To encourage membership outside the United

States and Canada, ASHRAE offers a
decreased dues option for Members and
Associate Members residing in countries
categorized by the World Bank as Low Income
or Lower Middle Income developing economies.
(Visit the ASHRAE website for the most current
World Bank listing.)

The discounted dues per year includes

electronic-only access to the ASHRAE Journal
and ASHRAE Insights, and the annual ASHRAE
Handbook on CD. Members in developing
economy countries can choose to pay full
membership dues and receive full benefits.

Page 3 - 4
MANUAL FOR CHAPTER OPERATIONS

Appendix 3A: Membership Processing and Annual Benefits 
STEPS IN MEMBERSHIP PROCESSING 
 
  Completed application is received at Headquarters with appropriate membership dues 
  Applications are reviewed daily 
  Election notice sent to applicant weekly 
 
 
MEMBERSHIP PRIVILEGES/BENEFITS 
 
  All members in good standing eligible to receive annual Handbook and monthly Journal and newsletter 
  All except Affiliate grade and Student grade eligible to vote on Society matters 
  All Society members except Retirees, Affiliates, Student Branch Advisors and Students entitled to 
receive annual issues of the Handbook Series 
 
 
SOCIETY ANNIVERSARY BILLING CYCLE 
 
  3 months before anniversary due date: Annual invoice (mail/email) 
  2 months before anniversary due date: 1st Notice (mail/email) 
        At time of anniversary due date: 2nd Notice (mail/email) 
        2 months after anniversary due date: 3rd Notice (mail) 
        4 months after anniversary due date: Final notice (mail/email) 
        6 months after anniversary due date: Cancellation notice (mail/email) 
 
 
IF CURRENT DUES ARE UNPAID 
 
  3 months after anniversary due date: Not eligible to vote and Journal/Insights discontinued for 
students 
  6 months after anniversary due date: No Journal/Insights 
  6 months after anniversary due date: Considered no longer an active member in good standing 
 

Appendix 3A
 

Appendix 3B: Suggestions for Recruiting and Retaining New Members 
The following suggestions may help a chapter recruit and retain new members. 

A.   Develop a program in which the chapter assigns an existing member to provide guidance for a 
potential new member in order to: 

1.  Introduce the candidate to the chapter membership 

2.  Provide information on chapter activities and meeting times 

3.  Arrange transportation 

4.  Encourage involvement in chapter programs 

5.  Keep the chapter informed on the candidate's progress 

B.   Invite and encourage graduating students to become ASHRAE members 

C.   Ensure that the name of the candidate/new member is added to the chapter mailing list 
immediately upon receipt of application 

D.  Ensure that the candidate/new member has received meeting notices  

E.  Set up an installation procedure for inducting new chapter members; consider presenting the 
ASHRAE pin and certificate of membership at a meeting 

F.  Publicize new members on chapter website and in chapter enewsletter 

G.  Assign new members to the Reception Committee for three or more months; after that term, 
assign each new member to a committee or working group to keep him or her engaged in the 
chapter 

H.  Introduce new members at the first chapter meeting following election 

I.  Ensure that each new member’s name is added to the chapter roster 

Appendix 3B 
MANUAL FOR CHAPTER OPERATIONS

SECTION 4
FINANCES
4.1 Chapter Finances
4.2 Reports
4.3 Tax Status
4.4 Record Keeping
4.5 Incorporation
4.6 Liability Insurance
4.7 Fund-Raising Activities
4.8 Dues Collection Program
4.9 Government Grants

4.1 Chapter Finances  Comment on any inordinate

discrepancies, plus or minus
The chapter’s fiscal year is the same as
Society’s: July 1 to June 30. As indicated in 2. Status of Principal Accounts
Section 1.5, the chapter Treasurer is responsible
for the receipt, safekeeping and disbursement of This section of the report typically
chapter funds and for keeping proper records. includes the operating account reserve
fund, fund for awards, scholarship
Chapter funds should be used to carry out the endowment fund, etc.
objectives of the Society and the chapter.
Chapter officers are responsible for ensuring that 3. Disposition of Assets
the chapter can meet its expenses. Any
investment of chapter funds should be approved For each of the principal accounts:
by the chapter's Board of Governors (BOG).  How are the assets invested?
 How much are they earning?
Appendix 4A provides guidance for the chapter  How secure are they?
Treasurer.
The Treasurer must submit an annual financial
4.2 Reports report, accompanied by all records and receipts,
to the BOG who must designate an auditing
The Treasurer should submit a monthly report to committee to review it. The audited report is
the chapter President and BOG, detailing receipts included with the chapter's CRC Summary
and expenditures. This report should contain Report. Failure of the chapter to submit an
three principal elements. audited report will result in discipline up to and
including suspension of the chapter’s operations
1. Budget Comparison until the reports are presented as required.

 Cover the period through the end 4.3 Tax Status

of the last month prior to the
BOG meeting Each chapter is responsible for filing the
necessary form for tax exemption with all
 Compare actual versus governing agencies in the country in which it
estimated figures for both this operates. The chapter Treasurer should submit
period and the year to date the tax exempt application to the regional

Page 4 - 1
MANUAL FOR CHAPTER OPERATIONS

Treasurer each year. 4.5 Incorporation

4.4 Record Keeping A chapter having large membership and

appreciable assets may decide to incorporate for
The Treasurer’s files typically contain: reasons of control and management. If a chapter
chooses to incorporate, Society strongly
 Bylaws (original and any amendments) recommends that it do so as a non-profit
corporation.
 List of officers’ names, addresses and
phone number (for each year) After incorporation, the chapter must comply with
the laws and regulations of the jurisdiction in
 Documents and correspondence from which it is formed. Often, corporations are
banks: required to perform activities such as:

 Checking account statements and  Issuing membership certificates

reconciliation
 Adopting bylaws
 Checkbooks and ledger sheets
 Holding annual meetings for the election of
 Documents to back up all payments officers and directors

 Detailed deposit records  Giving notice of annual and special

meetings
 Certificates of Deposit (CDs)
 Presenting at its annual meeting a verified
 Treasurer’s reports report showing the amount and location of
the corporation's property, investments,
 Tax returns (Appendix 4B summarizes property acquired and the manner of
some key points related to U.S. chapters’ acquisition, expenditures and their
requirements for filing federal taxes) purposes and the names and residences of
new members
 Tax exempt application, notification of tax
exempt status and tax identification  Keeping minutes of the annual meeting,
number special meetings and directors meetings.

 Sales tax exemption number Most jurisdictions charge an incorporation fee.

Society strongly recommends that the chapter
The chapter is expected to keep the following retain legal counsel to assist with the
permanent financial records: incorporation process.

 Treasurers' reports 4.6 Liability Insurance

 Financial statements Society provides Comprehensive General Liability

insurance for chapters in the U.S. and Canada.
These chapters do not need to obtain their own
 Final audit reports
general liability insurance. This policy has, as
additional insured, all members of the chapters,
The chapter historian should assist with the
but only with respect to their liability for activities
permanent filing of these records at the end of
of the ASHRAE chapter.
each fiscal year.
This insurance will pay all sums which the

Page 4 - 2
MANUAL FOR CHAPTER OPERATIONS

chapters and/or members are legally obligated to For these exposures, ASHRAE requires that the
pay as damages because of bodily injury or local chapter purchase Special Event Insurance
property damage. This coverage will defend the for itself and ASHRAE, at least 30 days in
insured against such suits even though the suit advance of the event. Please see Amateur
may be groundless, false or fraudulent. Sports Special Event Supplemental Application
from the Philadelphia Insurance Companies on
Society provides Directors & Officers Liability the ASHRAE website at www.ashrae.org on the
Insurance (D&O) worldwide. D&O protects all Chapters’ web page. This supplemental
individual directors and officers for all allegations application must be completed and submitted to
of wrongful acts that are made as a result of Paula Klingler at [email protected] 30
serving as a volunteer director and/or officer. days in advance of the event. She will get the
premium indication and keep a list of the events
This coverage is not designed to cover the that have been applied for, who bought the
members individually, or to in any way replace coverage and who did not.
the individual's personal and/or business
insurance. Insurance protection for the event must be in
force before the event start date. The cost of
Each year, during the month of August, each insurance will be a Chapter expense. For most
chapter president in the U.S. and Canada is sent special events, a minimum limit of $1,000,000
an insurance certificate describing the insurance will be provided. If a special event seems more
policies. Should chapters have specific questions hazardous, our provider will review with
regarding Comprehensive General Liability ASHRAE to determine whether higher limits are
coverage, please send these questions to the necessary.
ASHRAE Comptroller at Society Headquarters.
All questions will be brought to the attention of our 4.7 Fund-Raising Activities
insurance agent and answered as soon as
possible. Chapters can solicit and receive monies for dues,
research promotion, awards, endowed
4.6.1 Chapter Event Insurance scholarships, CRC events and chapter
operations.
Hanover Insurance Company provides a
General Liability policy for ASHRAE. The policy 4.8 Dues Collection Program
does extend to chapters in the United States
and Canada. For chapters, the policy’s intent is Chapters can request that Society collect annual
to insure the risk associated with monthly chapter dues during the annual Society
chapter meetings. Membership Renewal cycle.

Hanover Insurance Company will provide A. The chapter President or Treasurer

coverage for chapter picnics, golf outings, should notify Membership Services staff
meetings, non-contact sports and facility before February 15 if the chapter wants
tours with respect to these events. (Please to participate in the Society Dues
note: ASHRAE Canadian chapters can usually Collection Program. The notification
find special events insurance coverage locally in should include:
Canada for a lower premium than offered by
Hanover Insurance Company.) i. Chapter Name, Number and Region

Any other activities or events are not covered by ii. Chapter Treasurer’s membership
ASHRAE’s General Liability policy. This includes number, e-mail address and
racing, skiing, firearms, fishing, boating telephone number
(motorized or non-motorized), mechanical iii. Amount of Chapter Dues to be billed
bulls, contact sports, jet skiing and other
activities.

Page 4 - 3
MANUAL FOR CHAPTER OPERATIONS

The chapter is responsible for notifying committee or an auditing committee or CPA firm
Society of any changes in data or any of the DRC’s choosing. Such audit would be
change in participation status. performed at the chapter’s expense.

B. The Chapter is responsible for billing for

all non-membership dues charges such
as meals, awards, endowed scholarship
funds, event fees, etc.

C. Society will not collect chapter dues for

new members, life members, student
members, student transfers or
reinstatements. If the Chapter charges
dues to these members, the chapter is
responsible for billing and collection.

D. On a regular basis, Society will send to

the chapter any chapter dues collected.

E. Members who pay only Society dues will

not receive follow-up notices from
Society for “Unpaid Chapter Dues.” The
chapter is responsible for all follow-up
and for collection of local dues not paid
through Society.

4.9 Government Grants

If a chapter receives a grant or other funding

from a national, state or local government entity,
the chapter should notify the Director and
Regional Chair (DRC), the Region Members
Council Representative (RMCR) and the staff
Director of Member Services.

If a U.S chapter receives a grant or other

funding from any governmental entity in an
amount of USD $100,000.00 or more, the
chapter must notify the Director and Regional
Chair (DRC), the Region Members Council
Representative (RMCR) and the staff Director of
Member Services and must provide a copy of
the grant or funding document. The DRC or his
or her delegate will provide insight and guidance
into the requirements, including detailed
reporting of the use of the funds and other
administrative responsibilities. The chapter will
retain control over decisions regarding the use
of the funds. The DRC can request to see a
reporting of the financial aspects of the grant or
funding and can request an audit, which would
be performed by the chapter’s auditing

Page 4 - 4
 

Appendix 4A: Guidance for the Chapter Treasurer 
A chapter has better control of its expenses if it prepares a budget for its own use for comparison and 
control purposes. Preparing the budget is one of the most important administrative activities a chapter can 
do because it represents a concise written statement of the chapter's goals and intentions for the coming 
year. More than a financial base, it is a map of the current philosophy of the Board of Governors. The 
treasurer should maintain a file with the notes and calculations used in determining budget line items for 
future reference. The information in this file will be invaluable when comparing actual versus estimated 
income and expenses and when preparing the next year's budget. Budgets should be designed to be 
balanced. That is, estimated expenses should equal estimated income. Furthermore, budgets should be 
conservative, with overestimated expenses and underestimated income. 
 
Arrangements for the safekeeping of chapter funds and for their withdrawal should be established by the 
chapter Board of Governors. One satisfactory method is the use of a checking account, subject to 
withdrawal by the signature of the Treasurer and another officer, usually the President. 
 
In establishing the account, local banking requirements must be complied with. The account should be 
carried in the name of "__________ Chapter, ASHRAE," to avoid possible misidentification with Society 
funds. 
 
The identification number on the account should be the chapter's Employer Identification Number. It is not 
appropriate to have any individual's Social Security number on this account. The arrangement should be 
such that when new officers are installed, the bank may easily be authorized to honor the new signatures. 
 
No disbursements should be by cash, and receipts should be used wherever practicable. Expenses incurred 
in entertaining a speaker, invited guest, etc., should be borne by the individual or committee charged with 
this function. The Treasurer should reimburse this individual or committee upon written invoice or 
request, and should ensure appropriate documentation for all relevant parties. 
 

Appendix 4A - 1
 
MANUAL FOR CHAPTER OPERATIONS

Appendix 4B: General Guidelines for Filing Federal Taxes (U.S.)  
Refer to the IRS website at www.irs.gov/eo or your chapter’s CPA for full details about filing federal taxes.

General US Federal Tax Filing Requirements for Chapters:

 Each chapter must file Form 990-N, Form 990 EZ or Form 990, depending on the amount of the
chapter’s gross receipts and/or total assets. The dollar amount limits for each form are
subject to change each year. Check the IRS website or the chapter’s CPA for the latest
information.

 Private foundations must file Form 990-PF.

 The filing date for Chapters on a July 1 – June 30 tax year is November 15.

Key Definitions:

 Gross Receipts: The gross amount received by the organization during its annual accounting
period from all sources without reduction for any costs or expenses including the costs of goods or
assets sold; cost of operation, expenses of earning, or collecting such amounts. Gross receipts
include, but are not limited to, the gross amount received from contributions, gifts, grants and similar
amounts; the gross amount received as dues or assessments from chapter members or affiliate
organizations; the gross sales or receipts from business activities (whether or not it relates to your
exempt purpose); the gross amount received from the sale of assets; and, the gross amount
received as investment income.

 Unrelated Business Income: Income received from a trade or business which is regularly carried
on by the organization and is not substantially related to the performance by the organization of its
exempt purpose or function except that the organization needs the profits derived from this activity.
Examples of income from business unrelated to the chapter's exempt purpose include, but are not
limited to, receipt of fees from member advertising in the chapter newsletter or proceeds of sale of
items unrelated to ASHRAE business.

Appendix 4B
MANUAL FOR CHAPTER OPERATIONS

SECTION 5
CHAPTER MEETINGS
5.1 Meetings
5.2 Creating a Good Meeting
5.3 Pitfalls to Avoid
5.4 Meeting Notices
5.5 Mailing Lists
5.6 Speakers
5.7 Duties of Officers, Committee Chairs and Members for a
Typical Chapter Meeting
5.8 Chapter Programs
5.9 Regional and Chapter Alcohol Policy
5.10 Chapter Memorandum of Understanding (MOU) Policy

SECTION 5 more of the following reasons:

CHAPTER MEETINGS
A. To receive and transmit technical
5.1 Meetings information

The number of chapter meetings each year will B. To meet people engaged in the industry
vary, but a chapter should schedule at least eight
chapter meetings per year. At least six of the C. For fellowship and enjoyment
meetings should include a technical program.
D. To develop knowledge of the problems
Certain activities must be accomplished in encountered in the industry
designated months to comply with Society and
chapter Bylaws. A calendar of chapter activities is E. To earn continuing education credits (for
provided in Appendix 1A. example, PDHs, CEUs or LUs) for
professional license or designation
In addition, some social events, such as skeet renewal
shooting and boating, require that the chapter
purchase insurance to protect against possible A successful meeting provides opportunities for
legal liability in case of accident. Information each of these reasons.
about this type of event insurance is available at
Bookmarked Sections and Appendices. Some criticisms of meetings and possible
remedies are listed in Appendix 5A.
To ensure that meetings are effective and
productive, the President and other officers are 5.3 Pitfalls to Avoid
encouraged to use Robert's Rules of Order.
Society will provide a copy of Robert’s Rules to A. Controversial Non-technical Content
chapter officers upon request. Topics pertaining solely to politics,
religion or trade are inappropriate and
5.2 Creating a Good Meeting should not be the subject of discussion at
chapter meetings or be included in any
Most people attend chapter meetings for one or chapter publications.

Page 5 - 1
MANUAL FOR CHAPTER OPERATIONS

B. Commercialism disastrously bad meeting. The best

place to start to ensure that a meeting is
Chapters must comply with Society’s organized is with an agenda. A sample
commercialism policy, which is available agenda might include:
at ASHRAE Commercialism Policy.
1. Technical Workshop (or Business Meeting)
Commercialism is the inclusion of visual, 2. Break
written or verbal references to any 3. Dinner (start with intro of members and guests)
organization for the promotion or
4. Break
commercial advantage of that
organization or the commercial 5. Presentation (start with intro of speaker)
disadvantage of a competing 6. Discussion (end with thanking speaker)
organization. 7. Announcements (e.g., future meetings)
8. Adjourn
It is strongly suggested that Chapters
request to see the speaker’s 5.4 Meeting Notices
presentation weeks in advance of the
meeting, tech session or seminar. The The most important sales piece the chapter puts
chapter must notify the speaker if out is the meeting invitation and notice.
unacceptable commercialism is found in
the presentation. Meeting notices should include the following,
clearly set forth:
See Appendix 5A, Remedies for
Common Meeting Problems to avoid A. The name of the Society and the chapter
commercialism issues.
B. Date, time, place and cost of meeting
C. Social Media Acceptable Use Policy
C. Name and business connection of
“Social Media” refers to web-based speaker and title of presentations,
communication technologies that allow together with reasons members will
multiple users to interact online in a benefit by attending
dynamic environment. Popular
examples include, but are not limited to, D. A clear indication that the member or
Facebook, Twitter, Yammer, LinkedIn, guest is welcome at the meeting, even if
blogs, wikis and others. he or she can't attend the dinner

“Objectionable” refers to anything that E. Procedure for making and paying for
advocates an illegal activity or could dinner reservations, for example, the link
reasonably be considered obscene, to the online system, an e-mail address
threatening, hostile, indecent, harassing, or a phone number
or offensive. This includes, but is not
limited to written, verbal, or graphic Appendix 5B provides additional insight about
material, that would offend, harass, or the creation and timing of meeting notices.
threaten a reasonable person on the
basis of age, color, disability, gender, 5.5 Mailing Lists
national origin, race, religion, sexual
orientation, veteran status, or any In addition to the members, the chapter mailing
classification protected by federal, state lists should include active membership prospects.
or local law. (See Appendix 5I) This group should be checked frequently by the
Membership Promotion Committee.
D. Lack of Organization
Disorganization can lead to a

Page 5 - 2
MANUAL FOR CHAPTER OPERATIONS

Chapter publications and meeting notices must  Promote Society membership among
be sent to the Regional Chair. As a courtesy, the guests
speaker should receive a copy of the meeting  Make available a computer with
notice. internet access so that attendees can
apply for membership online
5.6 Speakers
5.8 Chapter Programs
Appendix 5C provides guidance on selecting
and working with speakers. Appendix 5E provides ideas for a variety of
chapter meeting programs and Appendix 5F
In addition, Section 9 of this manual provides outlines guidelines for chapter-sponsored
information about protocol on visits to chapters by educational programs.
Society and regional officers.
Many attendees request documentation of
5.7 Duties of Officers, Committee Chairs, attendance at chapter professional development
and Members for a Typical Chapter events; a sample certificate of attendance is
Meeting provided in Appendix 5G.

A. Secretary or Treasurer: Arrive early to Information specific to Product Shows and

check with hotel contact regarding details Equipment Expositions is provided below.

B. Attendance or Reception Committee: A. Product Shows

 Arrive early to welcome members
and guests Some chapters use a “product show” at one or
 Sell dinner tickets more chapter meetings as a way to encourage
 Provide Chapter Technology attendance and to find sponsors for the pre-
Transfer committee chair with dinner refreshments or the meals.
complimentary ticket(s) for speakers, When conducting a product show at a regular
visitors, etc. monthly meeting, the following guidelines shall be
 Close refreshment facilities when followed:
dinner is announced
 A maximum of three displays per
C. Chapter Program Committee: meeting, with a 4' x 8' table for display.
 Check availability of equipment as
requested by speaker(s)  No restrictions on the number of
 Check seating arrangements in products.
meeting room including place cards
for officers and speakers(s)  The display and/or presentation cannot
 Adhere to an established time interfere with the technical or business
schedule session.
 Distribute and collect Chapter
Program Evaluation Forms. A  No time shall be provided on the program
sample evaluation form is provided in for product discussion.
Appendix 5D.
 Ensure compliance with the  A disclaimer will be posted adjacent to
ASHRAE Commercialism Policy by the display area and listed in any
reviewing speaker presentations published announcements.
prior to chapter meetings.
 Product Show presenters shall not
D. Membership Promotion Committee address the membership at the business
Chair: meeting.

Page 5 - 3
MANUAL FOR CHAPTER OPERATIONS

B. Equipment Expositions the published material. A signed copy of

this disclaimer will be sent to the Director
Chapters are allowed to sponsor, co-sponsor, of Member Services at ASHRAE
conduct, manage or operate equipment exhibits Headquarters; and
or expositions of products, equipment and
systems, subject to the following restrictions:  A notice of intent to hold an exposition,
which is provided on page 1 of Appendix
 Chapters may only sponsor, co-sponsor, 5H, must be sent to the Director and
conduct, manage or operate exhibits or Regional Chair (DRC) and to the Director
expositions confined to the immediate of Member Services prior to the
community of the chapter and conducted for exposition.
strictly scientific, educational and non-
commercial use.  The following statement should be visible
during the chapter-sponsored equipment
 Chapters may not sponsor, co-sponsor, exposition:
conduct, manage or operate exhibits or
expositions during any meeting sponsored The Chapter does not act for
by Society. Society. The sponsor/co-sponsor of this
event is the Chapter.
 Expo participants may not address the
membership at business meeting. 5.9 Regional and Chapter Alcohol Policy

 Chapters *must* ensure that the chapter When conducting Regional or Chapter meetings
name is always used in any publications or or other events that would warrant having alcohol
marketing promotions for the exposition they on the premises, ASHRAE Regions and Chapters
are sponsoring or co-sponsoring. If the shall adopt the following policies.
ASHRAE logo is used without the chapter
name, then it appears that Society is If alcoholic beverages are to be sold or served at
sponsoring the exposition, which is a a Regional or Chapter meeting or other function
violation of Society’s exposition policy. on the Establishment’s premises (or elsewhere
under the Establishment’s alcoholic beverage
 The net display area will not exceed license), such beverages shall be dispensed
10,000 square feet (929 square meters); only by the Establishment’s employees and
bartenders. The term “Establishment” shall
 Individual display areas will not exceed mean the hotel, restaurant, club or other
100 square feet (9.29 square meters); organization providing the meeting space to the
ASHRAE Region or Chapter.
 No organization will have more than two
(2) display areas; The Establishment represents and warrants that it
carries adequate liquor and dram shop liability
 One (1) display area will be dedicated to insurance to protect itself against claims arising
promoting Society publications and from the Establishment’s negligent activities
membership; where alcohol is served.

 A technical seminar of at least three (3) The Establishment agrees to comply with
hours will be held in conjunction with this ASHRAE’s request to discontinue all alcoholic
event; service at any particular time during any of the
ASHRAE Regional or Chapter events held at the
Establishment.
 A disclaimer, which is provided on page 2
of Appendix 5H, should be posted
adjacent to the display area and listed in  Service Requirements: The

Page 5 - 4
MANUAL FOR CHAPTER OPERATIONS

Establishment shall:

a) request proper identification (photo

ID) of any person of questionable age
and refuse alcoholic beverage service if
the person is either under age or unable
to produce proper identification;

b) refuse alcoholic beverage service to

any person who, in the Establishment’s
judgment, appears intoxicated; and

c) instruct its bartenders not to “over

pour.”

 Training: The Establishment represents

and warrants that all Establishment
personnel have undergone adequate
training to prevent any incidents which
could result in claims for liquor liability.

 Indemnification: Notwithstanding any

other provisions of this contract, the
Establishment shall defend, indemnify
and hold ASHRAE, the ASHRAE
Region or Chapter, officers, directors,
employees, agents and members
harmless from and against any and all
losses, damages, claims, expenses and
liabilities of any kind, including costs of
defense thereof, caused by or arising
from the Establishment’s sale or service
of alcoholic beverages.

5.10 Chapter Memorandum of

Understanding (MOU) Policy

ASHRAE Chapters are strongly encouraged to

work collaboratively with other not-for-profit
organizations and institutions around the world.
Joint Chapter meetings, technical conferences,
seminars, etc. widen ASHRAE’s influence and
improve member networking opportunities.
MOUs are not needed for traditional activities
such as joint monthly meetings with the chapters
of other organizations, but some circumstances
call for an MOU. Examples include joint
development of a local reoccurring conference,
commitments between international Chapters
and local HVAC organizations to work together,
etc. See Appendix 5J.

Page 5 - 5
 

Appendix 5A: Remedies for Common Chapter Meeting Problems 
This Appendix identifies common problems associated with chapter meetings and provides possible 
solutions for each. 

Commercialism Issues 

Commercialism in Chapter Meetings can cause problems on many fronts. It can create conflict 
between fellow members. It can also put society at legal risk. It’s imperative that Chapter leaders 
ensure that their speakers conduct themselves and make their presentations at chapter meetings 
and events with the Society Policy in mind. 

It is highly recommended that the Chapter President‐Elect and/or the CTTC Chair obtain the 
presentation (in PowerPoint or PDF format for example) prior to the meeting, and review it for 
conformance with the policy. The chapter should send a link to the policy to the speaker. See the 
CTTC website for the link. 

Problem 1: Panel Discussion that leads to a competition between two industry interests 

Remedy: Never plan to include more than one speaker in a panel discussion to talk about 
the merits of a particular topic if it can lead to an antagonistic circumstance. The topic 
does not have to be about a product necessarily for this to happen. The topic can be a 
trade concept like Test and Balance validation methodologies or smoke control protocol 
where organizations are in a competition in our industry. Don’t set a panel up to get into 
it with each other. 

Problem 2: Perception of a “Pay for Play.” Speaker pays an honorarium to the chapter, addresses 
members. 

Remedy: Chapters should never accept payment as a condition for the opportunity to 
speak at a chapter meeting. Participants of a Chapter’s Product Show event are not 
allowed to address the members during the business session. 

Problem 3. Speaker is in the middle of a chapter presentation that has visual references that are 
promotional in nature to a product in the HVAC market. 

Remedy: Prior to the meeting, review the slides. During the meeting, the Chapter President, 
President Elect or the CTTC Chair should use discretion in how to handle the circumstance. If a 
member brings it up, the chapter leaders should thank the member for the observation, remind 
the membership of the policy and that ASHRAE doesn’t endorse the product. Ask the Presenter 
to omit the references in the future. 

Problem 4: Speaker uses Innovation to make point, errors in noncompliance with policy. 

Appendix 5A - 1
 
 

Remedy: Prior to the meeting, review the slides. Error on the side of caution. This circumstance 
may happen more often than we want to realize. Technology in HVAC revolutionizes our 
industry, and we want Chapter Programs to be as cutting edge as possible. But if a presentation 
uses something new and unique, it can easily lead to a problem with following the ASHRAE 
Commercialism Policy.  It’s best to leave it out of the slide deck, and ask the speaker to address 
the topic less of a market tone. 

Technical Program Issues 

Problem 1: Poorly selected subject matter 

Remedy: Chair of the Chapter Technology Transfer Committee can survey the members during 
the Spring, inquiring as to subjects that are of interest. 

Problem 2: Speaker is hard to hear, presents information badly, or does not present subjects clearly.  

Remedy: Chapter Technology Transfer Committee can help the speaker plan the presentation. The 
speaker should know the time allocated for the presentation, the approximate size of the 
audience and the type of audience expected. 

Problem 3: Equipment (such as audio/visual, lighting, etc.) is not available or poorly set up.  

Remedy: Check and test all necessary equipment before the meeting starts. Work with the 
hotel/venue staff to find out who the contact will be if a problem arises. 

Problem 4: Discussion period and questions poorly handled and answered.  

Remedy: To prevent monopolization of the discussion period by a few individuals, options include: 
 Requiring that questions be written down and handed to the chair of the Chapter 
Technology Transfer Committee for sorting and giving to the speaker; the 
Committee or the speaker may “plant” some questions that will stimulate 
discussion 
 Assigning a member who has good facilitation skills to serve as a monitor to help 
the speaker allocate discussion time wisely and fairly 

Business Meeting Issues 

Problem 1: Too much of the meeting is devoted to reports instead of real issues. 

Remedy:  Provide full, written reports by e‐mail either before or after the meeting and dedicate 
oral reports at the meeting to highlights, low lights, recommendations, or questions. Minutes of 
previous meetings should be e‐mailed enough in advance that members can read them ahead of 
the meeting, where they can ask questions or suggest edits. 

Problem 2: Meeting is not prompt.  

Appendix 5A - 2
 
 

Remedies: Give attendees who are already at the venue a 5‐minute reminder that the meeting will 
start soon. Make starting the meeting on time a part of the chapter culture. The chair should 
always end the meeting on time so that attendees can take advantage of social time. 

Problem 3: Member participation is difficult to encourage.  
Remedies:  
 Reach out to members who are early in their careers. Often, these members want to build 
their experience and to get involved. 
 Assign “complainers” to a committee. Often, these members have excellent ideas for 
improving processes and getting them involved allows them to use their creativity and 
energy for good purposes. 
 For the Chapter Technology Transfer Committee specifically, an excellent practice is to 
have a large enough committee that each person is assigned to organize one or two 
meetings per year. This practice distributes the workload and gives each member a 
personal “stake” in at least one meeting each year. 

Fellowship and Enjoyment Issues 

Problem 1: Inadequate pre‐dinner refreshment facilities.  
 
Remedy: Ensure that the pre‐dinner space is arranged so that refreshment facilities are set up 
exclusively for the use of people attending the meeting and provide sufficient room for small 
groups to gather and talk. 

Problem 2: Poor food 

Remedy: If the meeting is always held at the same place, it may be possible to work out one or 
two exceptional meals during the year which will be the ones that are remembered, although 
every effort should be made to insure that all dinners are well prepared and served. 

Problem 3: Poor acoustics, lighting, ventilation and air‐conditioning.  

Remedy: Take care at the outset to select a comfortable, appropriate meeting place. Make a site 
visit before committing to a venue. 

Problem 4: Parking is inadequate or otherwise inappropriate. 

  Remedy: Take care at the outset to select a comfortable, appropriate meeting place. Make a site 
visit before committing to a venue. 

Problem 5: Difficulty in meeting other attendees. 

Remedies: 
 Longer‐term members can meet newcomers by serving on the Attendance Committee or 
as a mentor to a new member. 

Appendix 5A - 3
 
 

 Name badges with different colors or markings for members and guests and with space 
for large lettering of the wearer's name are very helpful. 
 
Problem 6: Poor attendance at meetings. 
 
Remedies: 
 Make the meetings educational, productive and fun. 
 Place announcements in eNewsletters. 
 Offer awards for attendance. 
 Utilize past chapter Presidents by inviting them to an annual “Past Presidents” meeting 
and asking them to share a few “lessons learned” from their ASHRAE experiences.

Appendix 5A - 4
 
 

Appendix 5B: Meeting Notices 
Efficient telephone committees can work wonders in increasing chapter meeting attendance. 

The timing of notices and reminders is very important. A timing schedule that has been most effective, 
particularly for smaller chapters, is as follows for a chapter meeting on a Thursday: 

 Notices e‐mailed 10 ‐ 14 days prior to meeting 
 Reminders e‐mailed a day or two before meeting 
 Phone calls made day before and day of the meeting 

Try to arrange sending meeting notices so that they arrive after Monday, but before Friday. Notices 
received on Mondays or Fridays are apt to attract less attention. 

Copy should be prepared so that it meets the needs of other committees, particularly Publicity (for 
example for submitting to a local newspaper). 

Appendix 5B
Appendix 5C: Working with Speakers for Chapter Meetings 
I. Selecting Speakers and Topics 
The selection of good speakers and appropriate subjects for meetings is among the most important  
chapter responsibilities, because attendance at meetings depends mostly upon the excellence of the 
speakers and their subjects. Therefore, extreme care should be used in selecting speakers and subjects to 
appeal to the greatest number of potential attendees. The following procedure has produced good results: 
 
A. Survey the members early in April to find out which subjects will be of interest to the greatest 
number. The survey may contain as many subjects as deemed desirable. 
 
B. Using the results of the survey, the Chapter Technology Transfer Committee should start as soon 
as possible to line up suitable speakers for the coming year, with emphasis on speakers in the 
area. The committee may want to solicit the opinion of the Board of Governors. 
 
C. A panel of two or more people on a selected subject is often very effective, but should be properly 
prepared in advance. 
 
D. If practicable, all of the meetings during the year should be arranged by September, so that they 
may be published and promoted. 
 
E. Two chapters in close proximity can coordinate the exchange of speakers. Also, the regional vice‐ 
chair for Chapter Technology Transfer can be contacted for speaker suggestions. 
 
F. Try to avoid speakers and/or topics that can lead to Problems with following the ASHRAE 
Commercialism Policy. 
 
G. Speakers should not be obtained via a solicitation for chapter support (Pay for Play). 
 
II. Social Protocol 
Speakers or other dignitaries who have accepted an invitation or announced their intention to visit a 
chapter should be treated with courtesy. The following suggestions often will make the visit more 
enjoyable for the visitor and will give him or her a positive impression of the chapter. 
 
A. Before the visit, find out if the chapter can help the dignitary make hotel or transportation 
arrangements. If so, delegate this duty to someone who is responsible and reliable. If the dignitary 
expresses a desire to meet any particular persons or visit any particular places in your locality, 
make the necessary arrangements. However, some guests will have personal or company business 
in your area and may prefer to be left "on his or her own." 
 
B. Make sure that dignitaries are properly escorted to the meeting place and are not left unattended 
during social events. They are the guests of the chapter at the cocktail hour and at dinner. 
 
C. Following the meeting, the dignitary should be escorted to his or her transportation or hotel. 
 
 
 
  Appendix 5C - 1
III. Presentation Protocol 
A. Equipment, such as projector, screen, pointer or blackboard that the speaker may need, should be 
provided. If a speaker will have display or demonstration equipment, the chapter should ensure 
that at least one person is available to help unpack and repack the materials. 
 

B. No one in the audience should be allowed to be rude to an invited speaker. Someone, perhaps the 
program or technical committee chair, or whoever introduced the speaker, should act as 
moderator to keep the talk on track. If the presentation leads to discussion, the moderator should 
ensure that each participant is properly identified and that questions raised and the pertinent 
answers are audible to the entire group. 
 
C. The introduction of the speaker should be prepared in advance. The following tips are abstracted 
from: How to Introduce a Speaker by Dr. James F. Bender (Sales Management). 
 
 Make sure of your facts, including the pronunciation of the speaker’s name, the speaker’s 
position/title and any relevant accomplishments. 
 Make it short. An introduction should be less than a minute and a half. 
 Don't overdo it. Don't refer to the speaker as your friend, unless he or she is. Let your 
sincerity of expression make the speaker feel important. Let the speech prove the 
speaker's worth. 
 Don't steal the speaker’s thunder. Don’t “give the speech” before the speaker has a 
chance to do so. 
 Make your remarks pertinent to the occasion. A joke just for the sake of a joke without 
relevance had best be omitted, but an appropriate pleasantry is always in order. Even a bit 
of "kidding" is often welcome, if the speaker is an old friend of yours and well known to the 
audience. 
 Conclude the introductory remarks by pronouncing the speaker's name as you turn 
toward the speaker with a smile or inclination of the head. This process transfers the 
audience's attention from you to the speaker and gives a cue to begin. 
 Remain standing until the speaker takes his or her place and begins the presentation. 

IV. Advice to Speakers 
 
Because most chapter speakers are not professional speakers, the Chapter Technology Transfer 
Committee Chair may want to provide the speaker with a few fundamentals for good programs. 
 
A. The presentation must be free of commercialism and the speaker cannot distribute company 
literature. It is the Chapter’s responsibility to inform/educate the speaker about the policy. The chapter 
should give the speaker the Society’s No Commercialism Policy, which is available on the ASHRAE 
Commercialism Policy web page. 
 
B. An invitation to speak before an ASHRAE group is an honor that should not be abused. In addition 
to having a thorough knowledge of the subject, the speaker should be thoroughly prepared to 
deliver the message. 
 
C. Most programs are timed for the convenience of the members. Speakers will normally be allowed 
45 minutes for their portion of the program. 
  Appendix 5C - 2
 
D. If a PowerPoint presentation is used, illustrations and graphics are preferable to too many words. 
The information on a slide should be large and legible enough for the entire audience to see 
without having to strain. Tips for speakers are available at www.ashrae.org/cttc. 

  Appendix 5C - 3
MANUAL FOR CHAPTER OPERATIONS

Appendix 5D: Sample Chapter Program Evaluation Form 

CHAPTER PROGRAM EVALUATION

CHAPTER MEETING DATE

MAIN PROGRAM TECHNICAL SESSION SEMINAR

SPEAKER'S NAME

PRESENTATION TITLE

RATING

Maximum Points Rated Points

Topic of Presentation 20

Presentation of Material 40

Provided Pertinent and/or Useful Information 40

Deduction for Commercialism Up to 25 Points

TOTAL POINTS 100

COMMENTS:

Would you recommend this speaker to other chapters? YES NO

PLEASE RETURN FORM TO CHAPTER TECHNOLOGY TRANSFER CHAIR

Appendix 5D
 

Appendix 5E: Ideas for Chapter Programs 
A.  Technical Talks 

1.  General Topics: Many general topics are of broad interest to our members, for example,  
Comfort, Psychrometrics, Insulation Requirements, Refrigerants, Noise and Vibration, 
Industry Market Trends, Historical Talks and Weather Data. 

2.  Specific Topics: Some of these topics include Heating Methods and Equipment, Cooling 
Methods and Equipment, Refrigeration, Food Freezing Techniques, Fan Design and 
Performance Pumps, Coil Design and Application Sorbents, Automatic Controls and any 
other items of equipment, design and applications pertinent to our industry. Avoid 
Commercialism in the Program presentation. 

3.  Installation and Testing: These talks could cover installing equipment, ducts, piping, etc., 
to acquaint the audience with what to do and what not to do in the layout of a job or the 
selection of equipment. Methods of field testing, test procedure and analysis of results 
would reflect design criteria and equipment performance. However, do not ask two TAB 
agencies to participate in a panel discussion on the merits of their programs. 

4.  Maintenance and Operation: A great deal of emphasis is placed on system design, 
equipment selection, conservation of space and low initial cost of a project. What about 
maintenance and operation? What are the problems of the operating engineer who has to 
live with the job day after day? How can the design engineer improve the design to reduce 
operating and maintenance costs? How accessible is equipment for servicing and repair? 
Is equipment standard or special, requiring stocking of spare parts? A presentation by a 
good operating and maintenance professional can be interesting and informative. 

B.  Non‐Technical Talks 

1.  Legal Issues: Very few people are even vaguely familiar with the legal responsibility of the 
owner, architect, engineer, contractor, manufacturer and sales agent in our industry. The 
Bar Association will gladly cooperate to provide a speaker on this important subject. 

2.  Architect's Views: The architect‐engineer‐contractor relationship is an important one that 
should not be overlooked or taken for granted. Many chapters have had successful 
meetings with an architect‐engineer‐contractor panel to discuss the various individual 
problems relating to design, specifications and installations. 

3.  Building Manager's and Owner's Problems: Building managers and owners can be of 
valuable assistance because of their knowledge of the building facilities, space, 
construction details and many other factors which must be known to complete a project 
successfully. 

Appendix 5E - 1
 
 

C.  Field Trips 

1.  Manufacturing Plants: Plant visits can be interesting and educational. Most manufacturers 
are proud of their plants, as well as their product, and usually welcome the opportunity to 
have groups visit them. 

2.  Application Installations: Visits to special and interesting refrigerating, heating and air‐
conditioning installations are conducted by many chapters in the interest of our 
profession. Including students in these visits helps to interest them in our industry, which 
is a part of our Society's selling campaign. 

3.  Research Laboratories: Many research laboratories welcome visits by interested groups 
and are willing to put on demonstrations which are sometimes akin to magic. Universities, 
private research laboratories and research departments of many manufacturers are 
potential sources of interesting meetings. However, some of these organizations are for 
profit, so educate the speakers about the ASHRAE Commercialism Policy. 

4.  Sports Venues: Many local sports venues – such as hockey rinks, baseball stadiums and 
football facilities – welcome visits by interested groups. The facilities managers often are 
happy to conduct tours for visitors who are interested in maintenance and operations 
issues. (Then, of course, members may want to stay to watch a game after the tour.) 

D.  Research Talks 

1.  ASHRAE Research: The Society's research program covers a wide variety of subjects that 
are in various phases of research and study by our technical committees. Qualified 
speakers on the Research and Technical Committees and the various research advisory 
committees often are available to talk on these subjects. Arrangements may be made 
through Headquarters office in Atlanta. 

2.  University Research: Many universities and colleges welcome the opportunity to talk 
about their research programs and projects, particularly those institutions that have an 
ASHRAE cooperative Program. 

3.  Trade Association Research: Besides ASHRAE research, a large number of trade 
associations also conduct research of interest to our members. 
 
E.  Joint Meetings 

1.  Other Chapters: Some chapters have found it advantageous to join forces occasionally in 
order to attract an outstanding speaker and assure a large audience. This can be readily 
done where chapters are within a reasonable distance of each other. 

2.  Other Related Organizations: Interesting meetings can be held jointly with other 
organizations that have common interests with our own. Examples of these organizations 
include (but are not limited to) AIA, BOMA, Engineers Without Borders, IFMA and USGBC. 

Appendix 5E - 2
 
 

F.  Government Agencies 

1.  Many government agencies spend thousands of research and development dollars in the 
fields in which ASHRAE members are interested. Two examples are the U.S. Department 
of Agriculture, Research Branch, at Beltsville, MD and the U. S. Navy, Bureau of Ships, Heat 
Transfer Section in Washington, D.C. 

2.  The Public Relations Director of a government‐civilian establishment or the Public 
Relations Officer of any military establishment often can be of help in advising on the type 
and availability of speakers and programs of interest to the chapters. 

G.  Student Meetings 

1.  Students as Guests: Chapters that have student sections or are near a college or university 
that offers an engineering course or program might arrange to invite students to each 
meeting and to designate one meeting to appeal specifically to students. Dinner costs are 
usually underwritten by members who "sponsor" a student or the chapter picks up a 
portion of the cost.  

2.  Students as Speakers: Some chapters devote a full meeting or portion of meetings for 
students to present papers on subjects of interest to our industry. In some cases the 
student presenting the paper or the best paper of the season is rewarded with a 
Handbook, Journal subscription or student membership. Some chapters have set up their 
own funds for awards and endowed scholarship to assist students. 

H.  Panel Forums 

1.  The panel forum type of meeting, because of its controversial nature, is usually more 
entertaining than educational and in most cases draws the biggest attendance. 

2.  The subject of "specifications" with an engineer, a contractor and a manufacturer on the 
panel is one of the most popular forums. 

3.  The subjects of “Centrifugal versus Reciprocating Compressor,” “High‐Velocity Duct 
Systems versus Fan Coil Units,” “Electric Heating versus Fossil Fuel Heating” or “Warm Air 
versus Wet Heat Systems” are all good for a controversial evening. 

I.  Seminars 

Seminars are quite valuable in promoting the Society and our professions. For example, a chapter 
could hold two seminars a year: one in the Fall on heating and air‐conditioning and one in the 
spring on refrigeration. 
 

J.  Co‐Sponsored Conference 

Meetings held jointly with other organizations can be rewarding to both groups and are a 

Appendix 5E - 3
 
 

recommended activity. (See Subsection E of this section.) Problems and possible legal 
complications can also develop, and the guidelines appearing in Appendix L should be carefully 
reviewed when considering this type of meeting. 
 
Whenever product or equipment expositions are held in conjunction with a co‐sponsored 
conference, a disclaimer (Appendix BB) shall be posted within the display area and a signed copy 
of the disclaimer shall be sent to the Director of Member Services at ASHRAE Headquarters. 

Appendix 5E - 4
 
MANUAL FOR CHAPTER OPERATIONS

Appendix 5F: Guidelines for Presenting Chapter‐Sponsored Education 
Some ASHRAE chapters sponsor educational sources of suggestions for speakers. Qualified
programs appropriate for individuals who have local speakers are preferred if they are available.
varying levels of technical competence. These
programs typically are received enthusiastically All speakers should be advised to avoid
by chapter members and non-members. commercialism.

The intent of chapter-sponsored educational DEVELOPMENT OF LECTURES

programs should be to supplement, and not to
compete with, courses available at local The selected speakers should coordinate their
educational institutions. materials with the presentations of other speakers
and should receive guidance from the chapter’s
SUBJECT SELECTION CTTC. Either the speaker or the chapter’s CTTC
should ensure that attendees receive the
A survey of chapter members about topics of presentation materials either in hard copy or
interest usually identifies a variety of practical electronically. At least a week prior to the
engineering applications, many of which may be presentation, the speaker should identify all visual
expanded into a series of six or eight lectures of aids that he or she will require so that the chapter
approximately two or two-and-a-half hours’ has time to make arrangements for them.
duration. On occasion, a single topic may be
appropriate for two consecutive series, perhaps ORGANIZATION OF SEMINAR COMMITTEE
fall of one year and spring of the next.
Most successful chapter educational programs
In any case, the selected subject should be of make use of a committee to perform the following
broad appeal and should have direct application functions:
to the anticipated audience.
1. Facilities Location
SOCIETY PRODUCED COURSES 2. Program Development
3. Publicity
ASHRAE has several Society produced courses 4. Attendance
that chapters may utilize in their continuing 5. Finances
education program. Information about the
Chapter Program is available at Bring ASHRAE FACILITIES
Education to your Chapter.
An essential requirement in presenting an
PROGRAM ORGANIZATION educational seminar is to locate a suitable
meeting place that will be available at reasonable
If chapter members decide to develop their own expense, preferably on the same evening of
course, the members of the chapter’s Chapter consecutive weeks for the complete series. The
Technology Transfer Committee (CTTC) should facility should be more or less centrally located,
outline the entire series in detail. The outlined easily accessible, large enough to accommodate
material may then be divided into meeting topics attendance in excess of conservative estimates,
to ensure thorough coverage while eliminating the free from external distraction and appropriately
possibility of duplication by speakers. equipped. In many communities, public utilities or
industrial organizations have auditoriums that are
SELECTION OF SPEAKERS available at little or no cost for educational
programs; these possibilities should be
With the subject matter and course outline thoroughly investigated before checking private
established, experts in each topic area are likely facilities. Meeting place and facilities rental
to come to mind. The members of the chapter’s expenses usually make up the major program
Board of Governors (BOG) and/or Past costs.
President's Council (PPC) should be reliable

Appendix 5F - 1
MANUAL FOR CHAPTER OPERATIONS

Appendix 5F: Guidelines for Presenting Chapter‐Sponsored Education 
Where catering services are available, the well in advance of the start of each session with
providing of mid-session refreshments can alphabetically arranged lists of registered and
provide both a welcome break and an opportunity prepaid attendees with adequate blank spaces to
for discussion of the speaker's presentation. add on-site registrants. Attendance at each
session should be recorded for determining who
PROGRAM DEVELOPMENT is entitled to a certificate of completion. The
attendance lists should include space for all
The Seminar Committee usually handles tasks information required for professional development
such as: credit. In addition, the chapter may want to
 selection of topic for a particular series capture information about attendees' occupations
 program breakdown into sessions and employer affiliation.
 topic areas to be covered in each session
 particular topics to be highlighted In addition, the attendance representatives
 selection of speakers should ensure that attendees have access to
 development of presentation materials information about ASHRAE and to the internet for
 coordination among speakers membership application.
 reproduction of presentation materials for
FINANCES
distribution
Any successful continuing education program
In some chapters, the BOG and/or PPC review
must be self sustaining. The chapter or other
the committee’s subject and speaker selections.
sponsor initially may need to underwrite any
deficits. Careful analysis requires estimating
PUBLICITY
expenses and attendance with the intent of
setting a registration fee that allows the program
Publicity should begin as soon as the
to at least break even. Many chapters offer a
organization and outline of the educational
discounted registration fee for ASHRAE and/or
program are defined and the cost, dates and
chapter members. This discount can provide an
location determined.
incentive for joining.
Relevant information should be shared with
Often total expenses break down approximately
chapter members, other local engineering
as follows:
societies, local utilities, consulting engineers and
HVAC contractor offices, technical news media
Facilities and equipment rental 30 percent
and other sources who may be interested. The
Refreshments 30 percent
chapter may consider communicating with other
Printing 20 percent
nearby ASHRAE chapters. The announcement
Ring binders for lecture notes 10 percent
should include instructions for registration, which
Misc. office expense, postage, etc. 7 percent
typically is handled online.
Speakers 3 percent
A certificate of completion should be distributed at
Chapter educational programs sometimes
the end of each series. The certificate provides
generate a profit. These surplus funds can be
documentation for reimbursement from
applied toward research promotion, scholarships
employers and for professional development
and other endeavors that benefit the chapter and
requirements.
Society and earn Presidents Award of Excellence
(PAOE) points.
The chapter may also want to have photographs
taken for inclusion in monthly eNewsletters.

ATTENDANCE

The attendance committee should be on hand

Appendix 5F - 2
MANUAL FOR CHAPTER OPERATIONS Appendix 5G

CERTIFICATE OF ATTENDANCE

[Name of Program]
[Date]

[Presenter’s Name]:

[Sponsored by ___________________________ Chapter of ASHRAE]

[________________________________________________________]
Signature of Participant

________ Professional Development Hours Earned ______________________________________

Signature of Chapter Officer

Appendix 5G
MANUAL FOR CHAPTER OPERATIONS

Appendix 5H: Chapter Equipment Expositions 

NOTICE OF INTENT TO HOLD CHAPTER EQUIPMENT EXPOSITIONS

NAME:

CHAPTER NAME:

NET DISPLAY AREA:

NUMBER OF DISPLAYS:

NUMBER OF COMPANIES SPONSORING DISPLAYS:

TECHNICAL SESSIONS:

TITLE:

LENGTH OF SESSIONS:

CHAPTER PRESIDENT'S NAME:

REGIONAL CHAIR’S NAME:

SIGNATURE:

DATE:

Please date, sign and return a copy to the Director of Member Services at ASHRAE Headquarters.

Appendix 5H - 1
MANUAL FOR CHAPTER OPERATIONS

DISCLAIMER

It is not the intent of this chapter to diminish in any way the annual exposition cosponsored by
ASHRAE and ARI.

The following statement should be visible during the chapter-sponsored equipment exposition:

The Chapter does not act for Society. The sponsor/co-sponsor of this event is the
Chapter. (01-10-06-60)

The sponsoring chapter does not and will not endorse any of the products or services
displayed.

Chapter Clause Agreement

This agreement is between ______ (“Vendor”) and XYZ Chapter/Region of ASHRAE, an independent
entity separate from ASHRAE, Inc. Vendor understands and agrees that neither XYZ Chapter/Region
nor its representatives have any authority whatsoever, expressed or implied, to bind ASHRAE, Inc. in
any manner whatsoever. Vendor may not rely upon any representations or warranties made by any XYZ
Chapter/Region representative to infer that such Chapter/Region representative has any authority to
bind ASHRAE, Inc. to this agreement or otherwise. Vendor may not address the membership during the
business meeting, if in conjunction with the equipment exposition.

Date

Chapter Name

Chapter President Name

Signature:

The above “disclaimer” should be posted in the display area and listed in the published
materials.

Please date, sign and return a copy to the Director of Member Services at ASHRAE Headquarters.

Net display area

Number of displays

Number of companies sponsoring displays

Appendix 5H - 2
MANUAL FOR CHAPTER OPERATIONS

Social Media Acceptable Use Policy 
 
Definitions 
 
“Social Media” refers to web‐based communication technologies that allow multiple users to interact 
online in a dynamic environment.  Popular examples include, but are not limited to, Facebook, Twitter, 
Yammer, LinkedIn, blogs, wikis and others.  
 
“Objectionable” refers to anything that advocates an illegal activity or could reasonably be considered 
obscene, threatening, hostile, indecent, harassing, or offensive. This includes, but is not limited to 
written, verbal, or graphic material, that would offend, harass, or threaten a reasonable person on the 
basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or 
any classification protected by federal, state or local law. 
 
Suggested Social Media and Social Networking Guidelines: 
 
(For Group administrators and Members of ASHRAE Groups who set up and post on Group Social 
Media Forums)  
 
Social media encompasses a broad range of online sites, services and activity. Social media includes: 
blogs you write and those to which you comment, as well as sites such as Facebook, LinkedIn, Twitter; 
and others. Given the persistence of information on the web, most if not all of this is searchable, capable 
of being tracked as well as being traced. 
 
Social media can support Chapters and Groups professional development efforts.  
 
Keeping that in mind, here are some reasonable guidelines for online activity by Chapters, Groups and 
Members, when participating online. Hereafter all references to the origin of the posts online will be 
referred to as Group.  
 
Your Groups online identity 
 
Social media blurs the line between personal and professional lives. Furthermore, once posted to the 
Web, information can be traced back and found virtually forever. Since your Group’s online identity is a 
trusted asset that you wish to build, be professional, courteous and respectful at all times. You are 
responsible for all of your online activity. Remember that referencing or attaching your email address to 
any post or communication may imply that you are acting on the Group’s behalf.  If you list your work 
affiliation on a social network site, then you should regard all communications and postings on that 
network as being professional in nature and governed by this and other Group policies. 
 
Responsibility: You are responsible for what you post. When using an email address or official Computer to 
engage in any social media or professional social networking activity, the Group regards such actions as 
public, and the posting will be held fully responsible for any and all related activities.. Always be honest 
and respectful. 
 
Be transparent: When participating in any professional online community, disclose your identity as well as 
your professional and/or personal interest. When posting to a professional blog, always use your name: 
never create an alias, and never be anonymous. Follow the rules in the ASHRAE Policy for Web Content.  

Appendix 5I - 1
MANUAL FOR CHAPTER OPERATIONS

 
Be truthful: Never be false and misleading in your online credentials or posts. Maintain complete accuracy in 
all online bios.  
 
Obey all laws: Follow the terms and conditions of use that have been established for each social networking 
venue.  
 
Creating and managing content 
 
Content: Always be direct, informative and brief in posting about the Group’s online activities. 
 
Give  credit:  Give  due  credit  to  all  authors,  quoting  and  providing  a  citation  and  link  where  appropriate. 
Respect copyright on all materials. Avoid personal attacks, hostile communications and online disputes.  
 
Be accurate: Always fact‐check your posts and evaluate your contribution’s accuracy and truthfulness. 
Before posting any online material, ensure that the material is accurate, truthful, and without factual 
error and that you have the rights to post that material. Correct errors promptly, apologizing when 
appropriate. Spell and grammar check everything.  This is important because online content never 
disappears entirely once it’s been posted. 
 
Always track back: When reposting or referencing a post on one of the Group’s online sites, provide a link to 
the original post or story. 
 
Preserve goodwill: Do not engage in any blogging or posting that may harm or tarnish the image, reputation 
and/or goodwill of the Group or Society and/or any of its Members, officers and staff. 
Leaving comments 
 
Avoid controversy: When posting to any blogs or social or professional networks, refrain from posting about 
controversial or potentially inflammatory subjects, including politics, sex, religion or any other non‐
business‐related subjects. Keep the tone of your comments respectful and informative, never 
condescending or “loud.” Use sentence case format, not capital letters. 
 
Build your Group’s profile:   Create a LinkedIn profile of your Group. This will increase visibility. When 
appropriate and where possible, provide a link to LinkedIn, or to supporting documents. This will help 
raise your Group’s Google results. 
 
Privacy 
 
Be selective: There are many social networking sites. Be selective in sites you visit and avoid those that do 
not provide you with adequate control over privacy settings and make sure to set those privacy settings, 
friends and followers and confidential information. Be thoughtful about what, and where, you post.  
 
Potential conflicts and red flags 
 
Do not get caught in online arguments: People say things on the Internet that they would never say in 
person. Accordingly, avoid personal attacks, online fights and hostile communications. If a blogger or any 
other online influencer posts a statement with which you disagree, voice your opinion, but do not 
escalate the conversation to a heated argument. Write reasonably, factually, and with good humor. 

Appendix 5I - 2
MANUAL FOR CHAPTER OPERATIONS

Understand and credit the other person's point of view and avoid any communications that could result 
in personal, professional or credibility attacks. 
 
Seek approval: If a blogger or any other online participant posts an inaccurate, accusatory or negative 
comment about the Group or Society do not engage in the conversation. Instead e‐mail the blogger 
regarding the supposed inaccuracy or seek supporting evidence.  
 
Legal advice: Never offer or appear to offer legal advice online. This must be done only through the Groups 
regular procedures to avoid conflicts and other ethical problems. 
 
Recommendations: Posting recommendations of a Member is a tool of professional social networking sites. 
The recommendations and comments you post can have consequences, even if you are making the 
recommendations personally and not on behalf of the Group. Therefore, establish the authenticity of 
any post before uploading it.  
 
Do not promote brands or products or services: Do not promote personal skills or endorse brands, 
products, or services. Be sure to respect third‐party copyrights. If a personal opinion must be posted, 
clearly state to all readers this does not represent the opinion of the Group and do not use your office 
email address. 
 
Journalists:  Seek and obtain permission from the Group Head / Chair / President before responding to any 
journalist or representative of the media. 
 
Disclaimer:  Always  use  or  incorporate  the  official  disclaimer  as  given  in  the  ASHRAE  Policy  for  Websites, 
Clause D 5, when you communicate electronically. 
 
Building a virtual footprint and your network 
 
Build your Groups reputation: Build a reputation of trust and transparency. The power of social media is to 
establish your Group as being credible, trusted and transparent. Guard your Group’s reputation and 
your integrity at all times while on the web. Do not post or link to any materials that are defamatory, 
harassing or indecent. 
 
Use  appropriately:  Don’t  use  your  own  personal  online  relationships  or  the  Group’s  network  to  influence 
polls, rankings or web traffic. 
 
Friends: Be cautious with your Group’s email and professional identification. In particular, do not “friend” 
anyone whom you either do not know and/or with whom you have not previously corresponded. 
 
As new tools on the Web are introduced and new challenges emerge for all of us, this document will, of 
necessity evolve. 
 

Appendix 5I - 3
MANUAL FOR CHAPTER OPERATIONS

Chapter Memorandum of Understanding (MOU) Policy 

ASHRAE Chapters are strongly encouraged to work collaboratively with other not‐for‐profit 
organizations and institutions around the world. Joint Chapter meetings, technical conferences, 
seminars, etc. widen ASHRAE’s influence and improve member networking opportunities. MOUs are not 
needed for traditional activities such as joint monthly meetings with the chapters of other organizations, 
but some circumstances call for an MOU. Examples include joint development of a local reoccurring 
conference, commitments between international Chapters and local HVAC organizations to work 
together, etc.   

 Requirements and Restrictions for All Chapter MOUs
o Chapters shall not enter into an MOU agreement with a commercial organization.
o Chapters shall not enter into MOU agreements with organizations whose primary
purpose is advocacy or lobbying. Similarly, the focus on a Chapter MOU agreement
cannot be on advocacy or lobbying.
o Chapter MOU agreements cannot engage, commit or speak for Society‐level activities in
any way.
 EXAMPLE:  Chapter level MOUs cannot agree to share intellectual property
rights for Society publications.
 A Chapter MOU shall not impact Society fees and dues in any way.
 All Chapter MOUs must include the following disclaimer:  “This agreement does
not engage, commit or otherwise speak for the Society‐level global organization
ASHRAE in any way. This agreement applies to the ___ Chapter(s) and its/their
geographic scope only.”
o A Chapter MOU agreement can only be applicable to members and activities within the
geographic scope of the Chapter(s).
o Chapter MOU agreements cannot violate any provisions of the MCO, particularly with
respect to:
 Endorsement of expositions, trade shows or of technical conferences that are
run in parallel with expositions.
 Speaking on behalf of the Society.
 The ASHRAE commercialism policy.
 Lobbying.
o All Chapter MOU agreements must have a specific termination clause that includes a
specific termination date. Auto‐renewals are not permitted. Three years is the
recommended initial period for MOU prior to automatic termination or renewal.
Chapters may not enter into MOU agreements that imply the Chapter’s endorsement of
one particular technology.
 EXAMPLE:  An MOU between an ASHRAE Chapter and an ICC or IAPMO Chapter
might imply endorsement of one code over another.
o Prior to execution, the MOU must be reviewed and approved by the:

Appendix 5J – 1
MANUAL FOR CHAPTER OPERATIONS

 Board of Governors. 
 Director and Regional Chair (DRC) of the region in which the Chapter resides.  
o Chapter MOU agreements must take into account other previously‐established Society 
or Chapter MOUs where applicable. For example, recent (2017) Society MOU 
agreements with REHVA and CIBSE may impact Chapter MOU agreements in Europe. 
o Sections may not enter into MOUs with other organizations. 
 
 Legal Standing 
o MOU agreements can create legally binding contracts between parties. Legal advice and 
careful attention to the wording is paramount. ASHRAE Society can help with legal 
reviews upon request to the staff Director of Member Services.  
o A standard disclaimer can reduce the enforceability of an MOU agreement while still 
providing a foundation of collaboration between the Chapter and another entity 
o Example disclaimer:  “The MOU reflects a commitment by the [NAME] ASHRAE Chapter 
and [NAME] Chapter of [ORGANIZATION] to continue and enhance their working 
relationship and individual efforts toward achieving mutual objectives described above. 
It does not create a binding obligation or agreement between the parties and neither 
part has an obligation to negotiate toward or enter into a binding written agreement. In 
addition, the MOU does not create a partnership, joint venture, fiduciary relationship or 
similar relationship between ASHRAE and [ORGANZIATION NAME]. Either party may 
terminate this MOU, with or without stated cause, upon providing the other party with 
thirty (30) days written notice of intent to terminate. Furthermore, it is understood that 
this Memorandum of understanding is conceived as a dynamic document meant to 
change as circumstances and priorities warrant, and any protocol or specific projects 
and activities developed are intended as an integral part of this understanding.”  
 
 MOU Agreements for All ASHRAE Chapters  
o ASHRAE Chapters may enter into MOU agreements with the Chapters of other national 
or regional organizations globally, including in the U.S.  
o If the geographic scope of the other organization’s Chapter covers more than one 
ASHRAE Chapter, all ASHRAE Chapter’s in that geographic scope must be engaged in the 
establishment of the MOU and must sign the MOU. The MOU cannot move forward if 
any one Chapter in the geographic scope opts out. 
 EXAMPLE:  A U.S. organization with State‐wide chapters cannot enter into an 
MOU with an ASHRAE Chapter unless all Chapters in the state sign the MOU.  
 
 MOU Agreements for Chapters Inside the U.S. and Canada 
o No ASHRAE Chapters in the U.S. or Canada may enter into agreements with national 
government agencies in the U.S. or Canada because these relationships are managed at 
the Society level.  
o No ASHRAE Chapter can enter into an agreement with a national or global organization 
headquartered in the U.S. or Canada because these relationships are managed at the 
Society level. (Agreements between Chapters of not‐for‐profit organizations in the U.S. 
are acceptable, as noted above.)  
 
 MOU Agreements for Chapters Outside of The U.S. and Canada 
o Chapters may enter into agreements with government agencies or national 
organizations in the country where they reside. 

Appendix 5J – 2
MANUAL FOR CHAPTER OPERATIONS

o All of the ASHRAE Chapters in a country must be engaged in the establishment of any 
MOU involving any ASHRAE Chapter with a government agency or national organization, 
and must sign the MOU. The MOU cannot move forward if any one Chapter in the 
country opts out. 
o If the Country includes a member of the ASHRAE Associate Society Alliance (AASA), the 
ASHRAE Chapter(s) is encouraged to: 
 Include the AASA member in agreements in collaborative opportunities. 
 Conduct joint meetings with the AASA member organization. 

Appendix 5J – 3
MANUAL FOR CHAPTER OPERATIONS

SECTION 6
CHAPTER PUBLICATIONS
6.1 General
6.2 Chapter eNewsletter
6.3 Chapter Roster
6.4 Chapter Roster of Industry Representatives
6.5 ASHRAE Logo Use and Regulations

CHAPTER PUBLICATIONS
H. A copy of each publication shall be
6.1 General mailed, faxed or emailed to the DRC, the
chapter President and the Director of
Member Services at Headquarters.
The following rules apply to chapter publications:
I. ASHRAE’s policy is to maintain the
A. No contributions, except dues and confidentiality of our members’ personal
research contributions, can be solicited information and to not sell, rent, loan, or
by chapters without prior approval of otherwise disclose such information to
Society’s Board of Directors. third parties or to use such information
for personal gain.
B. Chapters cannot issue publications or
use the Society’s name or emblem or All confidential information, if available on
chapter insignia without the approval of a Chapter’s website, must be contained
the Director and Regional Chair (DRC). in a password-protected area where
access is limited to users who need the
C. All chapter meeting announcements and information for official Chapter business.
publications should clearly identify the
chapter name and location. J. Chapters are not allowed to sell or
rent their mailing lists. Furthermore,
D. All chapter publications should contain Society has specific rules for
the following statement: “Statements renting membership lists. In
made in this publication are not general, ASHRAE denies requests
expressions of the Society or of the from competitive publications,
chapter and may not be reproduced exhibit managers, etc. or anyone
without special permission of the who would use the list to the
chapter.” detriment of the Society’s fiscal
goals. Use of a list is restricted to
E. The publication content should be those directly involved with the
consistent with the purpose of the HVAC&R industry and products.
Society as stated in the Constitution and
Bylaws of the Society and the method of K. Generally accepted rules of professional
presentation should be fully professional. courtesy emphasize sending “batch” e-
mail messages using the Blind Courtesy
F. Advertising in any chapter publication Copy (bcc) function. This procedure
must comply with Society policy. protects the recipients’ privacy and
discourages commercial abuse.
G. No subscriptions shall be solicited.

Page 6 - 1
MANUAL FOR CHAPTER OPERATIONS

6.2 Chapter eNewsletter Name Telephone

Most chapters communicate with their members

through monthly eNewsletters.

The editor and assistant editor typically volunteer

for these positions because they enjoy this type For future listing, contact any of the above.
of creative work. Appendix 6A provides guidance Copies are available at a charge of _________.
for writing and distributing chapter eNewsletters.
This roster is intended to be an instrument for
6.3 Chapter Membership Directory better communication within the industry. The
roster does not advertise or endorse any product,
Most chapters prepare a membership directory. manufacturer or representative.
The directory typically contains:
To keep this publication current, the chapter
 Society and regional officers intends to re-issue an updated version of the
 Chapter officers roster on an annual basis.
 Chapter committees
 Programs for the year, including meeting 2. Table of contents
dates, locations, speakers and topics
 Membership roster, including name, grade of 3. Index of agents and manufacturers,
membership, position, company, business which may:
affiliation and email address a. List correct and complete agency
 List of past chapter Presidents with dates name
 Chapter history b. List agency mailing address,
email address and telephone
 List of charter members
number
 Geographical listing of members, if chapter
c. Include a listing of all agency
covers a wide area
staff, who may be identified as
to:
6.4 Chapter Roster of Industry
1. Chapter membership
Representatives
2. Field of work
d. List all manufacturers
Some chapters prepare a Chapter Roster of
represented with no product
Industry Representatives.
description, unless agency field
is restricted by manufacturer to a
A. The roster may include:
portion of his products and then
only the necessary qualifying
1. A forward containing the following
words are permitted
statements:
4. Index of manufacturers and their
The (year) Roster of Industry Representatives
agents, which shall contain only
has been prepared by ASHRAE’s _______
manufacturer's name followed by
Chapter as a service to all members of the local
representatives name(s)
industry.
5. Index of products
Listings are not limited to ASHRAE members.
C. Copy of roster format must be approved
Preparation of the roster has been accomplished
by the DRC prior to public release.
by a Chapter Roster Subcommittee composed of
the following chapter members:
D. Final copy must be supplied to both the
DRC and Society Headquarters.

Page 6 - 2
MANUAL FOR CHAPTER OPERATIONS

landing page of the student branch website to

E. Charge for listing under “Agents and identify the organization as an official ASHRAE
Manufacturers” must be the same for student branch. The student branch logo, along
each listing. with the descriptive student branch name text,
should be oriented near the top, or otherwise
6.5 Logo Use and Regulations primary location of the web page for immediate
recognition of the student branch affiliation with
ASHRAE has strict rules for the use of the ASHRAE. The logo may not be used to link to
Society logo and region, chapter, section and other pages on websites belonging to the student
student branch logos. branch or any other third party.

Questions about using any ASHRAE logo should

be directed to Society’s Public Relations Section
at [email protected].

6.5.1 Restrictions on Society Logo

According to Society Rules of the Board,

ASHRAE shall not grant or signify approval of any
specific engineering project, commercial project
or system or allow its imprint, logo or name to be
used in any commercial context except where the
name is used to certify that the product has been
tested in accordance with an ASHRAE approved
standard, and including the standard number, nor
shall ASHRAE engage in testing or rating of any
product. The ASHRAE logo may not be used to
imply corporate memberships nor ASHRAE
endorsement.

6.5.2 Region, Chapter or Section Logo on

Website

A region, chapter or section logo should be

present in a prominent and noticeable position on
the main landing page of the region, chapter or
section website to identify the organization as an
official ASHRAE region, chapter or section. The
region, chapter and section logo, along with the
descriptive region, chapter or section name text,
should be oriented near the top, or otherwise
primary location of the web page for immediate
recognition of the region, chapter or section
affiliation with ASHRAE. The logo may not be
used to link to other pages on websites belonging
to the region, chapter, section or any other third
party.

6.5.3 Student Branch Logo on Website

A student branch logo should be present in a

prominent and noticeable position on the main

Page 6 - 3
MANUAL FOR CHAPTER OPERATIONS

Appendix 6A: Guidance for Chapter eNewsletters 
THE eNEWSLETTER that may be of interest
MORE THAN JUST A LETTER FULL OF  Information about the region that may be
NEWS.... of interest
Most chapters send monthly newsletters by e-  Location of meetings and chapter
mail. Newsletters sent in this fashion are known technical presentations
as eNewsletters. A good eNewsletter markets or  Research Promotion fund goals
advertises chapter activities and can increase  Scholarship dinner/dance information
both membership and chapter participation. The  Schedule of monthly meeting dates
eNewsletter also can be an excellent way to
 Target dates for items to be sent in for
maintain and record chapter activities throughout
the year. future editions of the eNewsletter
 Listing of all officers and committee
eNewsletters can be professional-looking while members
remaining relatively easy to create and produce.
III. POTENTIAL PROBLEMS AND
I. GETTING STARTED SOLUTIONS

Because producing an eNewsletter is a time- A. Not Receiving Enough Information

consuming job, some chapters establish a
committee to take on different tasks. The size of Some chapters have trouble getting enough
the committee varies with the size of the chapter material for their eNewsletters. Some possible
and the size of the eNewsletter. solutions for this problem include:

No matter what the size of the committee, the  Creating sections that appear in each
members must use software to help produce the eNewsletter and assign people to be
eNewsletter. Many appropriate software responsible for them.
programs are available for free download.
For example, if the eNewsletter always
II. CONTENT has sections that are based on chapter
committees, each committee chair will
The chapter logo must appear at the top of the know to write about the activities of his or
first page of the eNewsletter. In addition, a her committee each month.
statement that clarifies that he eNewsletter is the
work of the chapter and not of Society must be Other regular sections might include:
included.
 Message from the chapter
Including information that is interesting and up-to- President
date will increase readership which in turn will  Minutes from the last chapter
increase participation. meeting
 Minutes from the last Board of
Below are suggestions for articles to include in
Governors meeting
the eNewsletter:
 Treasurer’s report
 List of new members that month
 Highlights of people in your chapter
 List of members who earned an
 Information focused on local issues ASHRAE certification that month
affecting the local building industry  List of guests and company
 Information from Society headquarters affiliations at the previous

Appendix 6A - 1
MANUAL FOR CHAPTER OPERATIONS

meeting distribution list may include:

 Separating articles into categories, such  Director and Regional Chair (DRC) –
as technical and feature, and offering DRCs keep all chapters abreast of
awards for the best written. happenings within their region.

B. Not Getting Information on Time  Engineering colleges and universities –

making the eNewsletter available within a
Some chapters have trouble receiving information school may help generate faculty and
in a timely fashion. Some possible solutions for student interest in the chapter or student
this problem include: branch

 Setting up deadlines for the entire  Sponsors

Society year and communicating them
regularly with committee chairs and other  Editor of ASHRAE Insights– the editor is
contributors always looking for interesting
“grassroots” stories
 Advising contributors that articles
received after a deadline will be  Editors of other chapter eNewsletter
published the following month – and editors
enforcing this rule
 Speaker for the next meeting
C. Failing to Produce a Professional
Look  Community leaders

The most common complaints about a  Members whose memberships have just
lack of professionalism in eNewletters lapsed – some chapters have found that
can be traced to the following: sending their eNewsletters to non-paid
members encourages them to renew
 Typographic or grammatical mistakes, their memberships and raises attendance
which can be avoided by careful at chapter meetings
proofreading – preferably by more than
one person Distributing the eNewsletter is the final task and
 Insufficient visual interest, which can be should not be taken lightly.
avoided by incorporating photographs
The standard for sending batch e-mails is to
and other graphic elements, as well as include all addresses in the Blind Courtesy Copy
including “white space” appropriately (bcc) field. By using the bcc function, each
 Blatant commercialism or other recipient does not see other recipients’ email
inappropriate material, which can be addresses, which is courteous and helps protect
avoided by keeping content focused on chapter members’ privacy. In addition, using the
bcc function helps keep members from receiving
industry-specific, non-political and non-
vendor messages and spam.
religious issues
V. WHO TO CONTACT FOR HELP
IV. CIRCULATION
If you have any questions or need any additional
Circulation refers to the audience to whom the information, contact Society’s Public Relations
eNewsletter is distributed. Of course, the staff at [email protected].
eNewsletter should be sent to each chapter
member. Other people who may be on the

Appendix 6A - 2
MANUAL FOR CHAPTER OPERATIONS

SECTION 7
RECORDS AND REPORTS
7.1 Reports
7.2 Chapter Records
7.3 Membership Records
7.4 Maintaining Electronic Files
7.5 Chapter Supplies
7.6 Correspondence Sent to Chapters from Headquarters
7.7 Chapter Reports

SECTION 7 C. Chapters Regional Conference (CRC)

RECORDS AND REPORTS Reports

7.1 Reports 1. Each chapter's delegates and

alternates are responsible for
Certain reports are to be sent to Society with soliciting and developing motions
copies to interested chapter officers and the and general discussion items to
Director and Regional Chair (DRC). These be submitted to the Chapters
reports are described below. File copies also Regional Conference (CRC).
should be maintained.
2. Each chapter delegate is
A. Formal Minutes required to prepare the chapter
report, which includes the
Formal minutes of each chapter's regular previous year’s activities, the
and Board of Governors (BOG) meetings goals for the coming year and
are to be sent to the Regional Vice Chair the chapter's motions and
(RVC) of Chapter Technology Transfer discussion items.
within three weeks after the meeting. If
requested, a copy may also be sent to Delegates should use the
the DRC. information provided in
Appendices 7B, 7C and 7D to
Appendix 7A contains a sample form for prepare these submissions.
chapter minutes.
3. The CRC host committee is
B. Chapter Information Questionnaire responsible for forwarding the
minutes of the CRC to the
The Chapter Information Questionnaire Director of Member Services at
(CIQ) is an online form on Society’s Headquarters within 60 days
website and must be completed prior to from the conclusion of the CRC.
June 1(fall CRCs) or February 15 (spring Headquarters will forward the
CRCs) by the incoming chapter final minutes to the delegates
President. The President should notify and alternates within 90 days of
the DRC that the CIQ has been receipt.
completed.
4. The DRC should ensure that
each Regional Historian receives
copies of the following items

Page 7 - 1
MANUAL FOR CHAPTER OPERATIONS

within 120 days of each CRC: G. Officers' names, addresses and chapter
duties
 CRC minutes and motions
H. Miscellaneous and general (news reports
 CRC Summary Report of chapter activities, copies of papers
presented before chapter, etc.)
 Regional officers' names and
positions The chapter may decide to preserve
other materials that do not form a part of
 Regional recipients of the official records , for example if these
Society and regional awards materials may be of historical interest in
the future.
 Other important items such
as photographs, articles, etc. 7.2.2 Records Retention

 CRC meeting history report The following is a suggested schedule for records
including total attendance retention. Discarded documents should be turned
and attendance at each over to the chapter Historical Committee for
function for future CRCs to review and possible insertion in chapter archives.
use for space planning and
social functions food/  Constitution: DO NOT DISCARD –
beverages guarantees PERMANENT

7.2 Chapter Records  Bylaws: DO NOT DISCARD –

PERMANENT
7.2.1 Chapter records consist primarily of:
 Charter: DO NOT DISCARD –
A. Chapter governing documents, including PERMANENT
the chapter Constitution and Bylaws and
Charter  Minutes: DO NOT DISCARD –
PERMANENT (Chapter, BOG, CRC)
Note: The Chapter Constitution and
Bylaws contains universal guidelines for  Honors & Awards: DO NOT DISCARD–
ASHRAE chapters and ASHRAE groups. PERMANENT (List of recipients)
If a chapter’s bylaws change, a copy of
the signed document must be submitted  Financial & Tax Records: 7 YRS
to Society headquarters for approval.
 Committee Reports: 1 YEAR
B. Lists of members – names, addresses,
businesses and chapter and Society  Attendance Records: 1 YEAR
dues records
 Chapter eNewsletters: 1 YEAR
C. Financial records – chapter income and
expense records  Membership Rosters: Keep current,
discard old
D. Minutes of meetings and attendance
records 7.3 Membership Records

E. Chapter history The chapter should ensure that the following

information for each member is kept up-to-date:
F. Committee reports and correspondence

Page 7 - 2
MANUAL FOR CHAPTER OPERATIONS

A. Name Correspondence regarding

delinquent members
B. Business address and telephone number
4. Attendance Records
C. Home address and telephone number
The attendance report for each
D. Preferred mailing address and telephone meeting
number
B. Governing Documents
E. E-mail addresses
1. Charter
F. Business position
Typically, a chapter will frame
G. Grade of membership and date of and hang its Charter in the place
attainment of meeting or the office of a
chapter officer; a hardcopy or
H. Activity in chapter, such as serving as an electronic folder should contain a
officer or on a committee copy of the original petition for
charter, listing the charter
I. Activity on Society committees members

J. Record of attendance at chapter 2. Bylaws

meetings and events
The chapter should have a copy
7.4 Maintaining Electronic Files of the approved chapter bylaws;
the Bylaws Committee folder
The chapter should maintain electronic files of should include correspondence
important documents and correspondence. and records of deliberations
Certain paper documents, such as old meeting concerning preparation,
minutes and receipts, may be scanned and submission and approval of the
retained electronically for future reference. chapter bylaws

Examples of materials that should be maintained C. Finance Records

electronically include:
1. Monthly Finance Reports
A. Membership Lists
The monthly report from the
1. New Members chapter Treasurer regarding
chapter finances
Copies of letters of transmittal
covering forwarding of 2. Receipts
applications to Headquarters;
also correspondence pertaining Duly signed receipts, canceled
to processing or grading of checks, bank statements,
applicants Auditing Committee reports, etc.;
financial documents may remain
2. Membership in the custody of the Treasurer
until audited or reported
Correspondence pertaining to
any member of the chapter 3. Tax documents
subsequent to his or her election
3. Delinquents 4. Fundraising filings

Page 7 - 3
MANUAL FOR CHAPTER OPERATIONS

5. Miscellaneous reports (on Society website)

The chapter may maintain a file 2. Chapter dues collection form

for correspondence or reports (March)
received or submitted not related
to C.1. through C.4. 3. CRC letters

D. Meetings 4. CRC packets

Many chapter officers have one folder for 5. 50 year-member certificates

each meeting, containing the meeting
minutes, agenda, program or meeting 6. Statistics report (Quarterly)
notice, record of attendance and such
other material as may pertain to a 7. Insurance certificates (August)
particular meeting but not specifically
filed elsewhere; newspaper clippings, 8. cc: Student transfer letters
photographs, etc., can be kept in this
folder and a copy of the speaker's 9. cc: Roster (by request only)
presentation for the meeting should be
included whenever possible 10. Chapter code to access the
chapter’s membership data via
E. Board of Governors, Officers and Society Members Only Section
Committees of the homepage.

Rosters of the BOG, chapter officers and 11. Chapter Information

the various chapter committees Questionnaire (on Society
website)
G. Other Chapters
B. To Chapter Secretary
Copies of all correspondence with other
chapters 1. Chapter supplies (upon request)

H. Membership Prospects 2. Past President certificates of

appreciation
Lists of prospective members;
information must be reviewed periodically 3. Chapter roster (upon request)
in order that prospects who have not
joined the Society may be contacted 4. Chapter change reports (on
again. Society website)

7.5 Chapter Materials 5. Chapter code to access the

chapter’s membership data via
Chapters can order items such as certificates, the ASHRAE Members Only
ribbons, badges, Past President’s pins, etc., Section of the homepage.
through the ASHRAE website.
6. Elections (on Society website)
7.6 Correspondence Sent to Chapters
from Headquarters 7. Application acknowledgement
(on Society website)
A. To Chapter President
8. cc: Life Member letters and
1. PAOE newsletter and monthly certificates

Page 7 - 4
MANUAL FOR CHAPTER OPERATIONS

C. To Chapter Treasurer E. To Chapter Grassroots Chair

Chapters participating in the Society 1. Correspondence from Regional

Chapter Dues Collection Program Vice Chairs and staff
receive the following:
2. Chapter supplies upon request
1. Chapter Dues Paid and Unpaid
Report (accessed via Society F. To Delegates and Alternates: CRC
website) mailings

2. Checks for chapter dues 7.7 Chapter Reports

payments (monthly)
Chapter officers can access and run the
3. Participation form (annually) following online database chapter reports
from Society’s website:
4. IRS Group Exemption
Confirmation (August; US  Chapter Change Detail Report
Chapters only) by Date

D. To Membership Promotion Chapter Chair  Chapter Change Summary

Report by Date
1. Chapter change reports
(accessed via ASHRAE website)  Chapter dues Paid to Society
Report by Date
2. Chapter delinquency report
(accessed via ASHRAE website)  New Member Report by Date

3. Chapter rosters (upon request)  Chapter Master List Report for

Excel – Real Time Report
4. Student transfer listing (annually)
 Chapter Master List Report for
5. Chapter code to access the Excel – Preselected Data Report
chapter’s membership data via
the ASHRAE Members Only Steps for Accessing Chapter Data Reports
Section of the homepage. (See
Section 7.6.G., Chapter Reports, To access chapter data reports requires a
Steps for Accessing Chapter chapter log in and password, which are available
Reports) from Headquarters staff.
6. Elections (on the ASHRAE a. From the ASHRAE homepage, enter
website) your email address and password.
7. Application acknowledgement b. Under the Society Groups tab, select
(on the ASHRAE website) Chapters.
8. cc: Advancement letters c. Select Run Reports (located on the left
side of screen).
9. cc: Letters accompanying
returned application d. Select your chapter’s link.
10. cc: Honors and Awards turn e. On the screen below is a list of your
down letters

Page 7 - 5
MANUAL FOR CHAPTER OPERATIONS

chapter members, above the list and next

to your chapter’s name is the link to
select to “Run Chapter Reports.”

f. Select the appropriate link of the report to

run, then enter the begin and end dates
of your choice.

g. After the report runs, select the link to

“Return to Chapter Reports” and repeat
the process above in f. for each report
except the master list Excel report. For
the master list report, after the report
runs, choose Select All, copy and paste
into an Excel file, then save the report on
your computer.

Page 7 - 6
MANUAL FOR CHAPTER OPERATIONS

Appendix 7A: Sample Chapter Meeting Minutes Form 

ASHRAE, INC.
1791 Tullie Circle, N.E.
Atlanta, Georgia 30329

MINUTES

THIS FORM SHOULD BE SUBMITTED TO YOUR DIRECTOR AND REGIONAL CHAIR (DRC) AND TO
REGIONAL VICE CHAIR (RVC) OF CHAPTER TECHNOLOGY TRANSFER WITH MINUTES FOR ALL
CHAPTER MEETINGS, Board of Governors (BOG) MEETINGS AND SECTION MEETINGS WITHIN THREE
WEEKS OF EACH MEETING.

Chapter Name:

Meeting Date:

Check One:
Chapter BOG Section

Attendance: (Total for chapter and section meetings only)

Members Guests Students

Theme Night? Name

Check One:
Joint Meeting? Yes No

Check One:
Technical Speaker/Program: Yes No

Indicate Topic:

SUGGESTED CHECKLIST OF ITEMS

TO BE REPORTED

1. PRESIDING OFFICER
2. CALL TO ORDER (Time & Place)
3. ROLL CALL
4. APPROVAL OF MINUTES
5. REPORTS
6. ELECTION
Members
Officers
7. OLD BUSINESS
8. NEW BUSINESS
9. SPEAKER
10. DISCUSSIONS
11. MOTIONS
12. RESOLUTIONS
13. OTHER FEATURES
14. ADJOURNMENT

Appendix 7A
MANUAL FOR CHAPTER OPERATIONS

Appendix 7B: MOTIONS AT THE CRC

Chapter members have the right and the responsibility to present to the chapter CRC motions to enhance
regional, chapter or Society activity. These motions will be presented by the delegate during the business
session at the CRC where they can be discussed and voted on, following Robert's Rules of Order. Motions
coming out of the CRC can be most effective if presented in proper form. The purpose of this document is to
furnish suggestions for proper development of motions and procedures to funnel the motion into the correct
committees.

All CRC motions except regional motions are brought to Members Council by the Director and Regional Chair
(DRC) for action. Members Council will approve, disapprove, postpone, amend or refer these motions in
accordance with the following:

A. Committees and Councils to which Members Council refers a motion must report the disposition of
the motion to Members Council.

B. CRC motions affecting the Presidential Award of Excellence (PAOE) will be reviewed and discussed
by the PAOE Subcommittee of Members Council and recommendations forwarded to the President-
Elect.

C. The DRC has the responsibility of monitoring all CRC motions from his or her region and reporting at
the next CRC the status of those motions.

MOTION FORMAT: The motion should be written in concise, succinct language (“whereas” and “legalese”
do not enhance the understandability or acceptability of motions). A sample format is included in Appendix
7C. The body of the motion should contain as completely as possible the following information:

A. State completely the action which is being recommended or required. Example: “Move that Society
dues be lowered...”

B. Qualify wherever possible elements of the motion so that they are not open-ended or open for
interpretation, debate or floor negotiation. Example: “Move that Society dues be lowered to $90 per
year...”

C. Include wherever appropriate the time frame for the execution of your request. Example: “Move
that Society dues be lowered to $90 per year, effective July 1, 2014.”

D. Where a motion is expected to modify or to become a Rule of the Board (ROB), it should be worded
as the proposed Rule of the Board is intended to read.

REQUIRED BACKGROUND INFORMATION: As a separate statement, which is not considered to be part

of the official motion, provide historical background, progression of events, related incidents or other general
information which would be helpful for the Council and Board of Directors to appropriately debate and
decide on the issue. The more thorough the background, the more convincing the arguments, the more
complete the research and the more beneficial the request is to the betterment of Society, the more likely
the matter will be dealt with favorably.

In summary, a good motion spells out who, what, when, how much and then explains why it is good and
timely action.

REQUIRED FISCAL IMPACT: Include an estimated fiscal impact if the motion is approved .

Appendix 7B
MANUAL FOR CHAPTER OPERATIONS

Appendix 7C: Sample Format for CRC Motions

Motion Identification No.

(Region No., Motion No., Date)

Moved By:

Motion:

Background Information:

Fiscal Impact:

Vote Count:

For: Against: Abstained: Chair Voting:

Passed: Failed: Withdrawn:

Appendix 7C
Appendix 7D: CRC Chapter Summary Reports

20xx-20xx
CRC CHAPTER SUMMARY REPORT INSTRUCTIONS

1. MEMBERSHIP PROMOTION:
 Area assigned members = members who have paid society dues (available from the PAOE Area
Assigned Member Count Listing on the ASHRAE website). At www.ashrae.org, login using your
email address and password. Click on the Society Groups tab and select Chapters. Scroll down and
click on the generic PAOE newsletter then select View Reports. On the next page, select Area
Assigned Member Count Listing and click the submit button. The next page is the listing of Area
Assigned Members and Students by chapter and region.

 Chapter dues paying members = number of members in current chapter roster, excluding students
(available from the Chapter Dues Paid/Unpaid Report. This report is included in the Chapter
Management Reports posted on the ASHRAE website at www.ashrae.org. From the ASHRAE
homepage, login using your email address and password. Select the Society Groups tab, then
Chapters. On the left side of the screen, select Run Reports then click on the link for your chapter. On
the next page, click on Run Chapter Reports, select Run Chapter Dues Paid to Society Report by
Date.

 New members to date = new chapter dues paying members (available from the New Members
Report. This report is included in the Chapter Management Reports posted on the ASHRAE website
at www.ashrae.org.(See instructions above in Chapter Dues Paying Members), then select Run
New Member Report by Date.

 Delinquent members to date = delinquent area assigned members (available from the Society
Unpaid Dues Report-Members. This report is included in the Chapter Management Reports on the
ASHRAE website at www.ashrae.org. (See instructions above in Chapter Dues Paying Members),
then select Run Chapter Delinquency Report by Date.

Instructions to access the Chapter Management Reports are listed in the above paragraph for
Chapter Dues Paying Members. These are live data reports so your numbers are up-to-date. If you
have any questions or need further assistance, please contact the following ASHRAE staff: Daniel
Gurley ([email protected]), Vickie Grant ([email protected]) or Jeanie Kirksey
([email protected])

2. STUDENT ACTIVITIES:
The number of new student members is available from chapter membership report.
List the number of student branches the chapter is currently supporting.

Information that may be included in the attached chapter executive summary; number of K-12 student
activities, number of post high school student activities, number of teach-ins per class to an organized
student group and monthly meeting student nights.

3. Chapter Technology Transfer:

Information that may be included in the attached chapter executive summary; the number of technical
programs on refrigeration technology to professional or business groups, number of presentations by
an ASHRAE TC member, number of chapter sponsored continuing education courses, the number of
Technology Award submittals into chapter, regional and Society competition and Government Affairs
Award entries into regional competition.

List the number of regular monthly meetings with tech program

List the average chapter monthly meeting attendance
List the number of seminars, ALI courses, tours or other technical programs outside regular monthly
meeting
List the number of chapter social events
List the number of Chapter Technology Awards and the number of chapter presentations on
refrigeration technology

Appendix 7D - 1
Information that may be included in the attached chapter executive summary; if the full chapter yearly
programs and speakers and schedules were announced in the chapter newsletter by October 22, list
of chapter programs and speakers.

4. RESEARCH PROMOTION/FUNDRAISING:
List the chapter goal and the total dollars contributed.

Information that may be included in the attached chapter executive summary; full circle level, number
of RP nights, number of contributions $50 and above, High Five Award and RP trends.

5. CHAPTER HISTORY:
Indicate if the chapter had a historical display at the CRC or has moved the current history information
to the chapter website.

6. FINANCES:
List the chapter total funds balance (include all accounts), chapter dues, average monthly meal cost
and the date of the last chapter audit.

Information that may be included in the attached chapter executive summary; the dollar amount for
reserve funds, active checking, scholarship accounts. Describe any other sources of income and
describe any special project or programs funded by the chapter.

Contents of Chapter Executive Summary Attachment:

1. Chapter Problems
List your chapter's problems and comment on your solutions to these problems.
2. Chapter Innovations and Suggestions
Comment on any successes and new ideas that were introduced during the year.
3. CRC Summary Form Background
Include a brief paragraph for each section of the CRC summary report form that highlights the chapter
activities not included on the summary for each area.

Appendix 7D - 2
20xx-20xx ASHRAE CRC CHAPTER SUMMARY REPORT
REGION
CRC LOCATION
CHAPTER
CHAPTER NUMBER CHAPTER WEBSITE:
1. MEMBERSHIP PROMOTION YTD/REPORTED REPORTED REPORTED
20XX-20XX 20XX-20XX 20XX-20XX
NUMBER OF AREA-ASSIGNED MEMBERS (AAM)

NUMBER OF CHAPTER DUES PAYING MEMBERS (CDPM)

NUMBER OF NEW MEMBERS TO DATE (AAM)

NUMBER OF MEMBERS DELINQUENT TO DATE (AAM)

2. STUDENT ACTIVITIES

NUMBER OF NEW STUDENT MEMBERS

NUMBER OF ACTIVE STUDENT BRANCHES

3. CHAPTER TECHNOLOGY TRANSFER

NUMBER OF REGULAR MONTHLY MEETINGS WITH TECH PROGRAM

MONTHLY MEETING ATTENDANCE (TOTAL/AVERAGE)

NUMBER OF SEMINARS, ALI COURSES, TOURS OR OTHER

TECHNICAL PROGRAMS OUTSIDE REGULAR MONTHLY MEETING

NUMBER OF TECHNICAL PROGRAMS ON REFRIGERATION

TECHNOLOGY

NUMBER OF SOCIAL EVENTS SEPARATE FROM A TECHNICAL

PROGRAM (I.E. GOLF, MEMBER’S NIGHT OUT, ETC.)

NUMBER OF ADVOCACY MEETINGS AND OTHER ACTIVITIES

NUMBER OF TECHNOLOGY AWARD SUBMITTALS TO

CHAPTER/REGION

4. RESEARCH PROMOTION/FUNDRAISING

CHAPTER GOAL

TOTAL DOLLARS CONTRIBUTED

5. CHAPTER HISTORY

CHAPTER HISTORICAL DISPLAY AT CRC

CHAPTER HISTORY MOVED TO WEB SITE

6. FINANCES

TOTAL FUNDS BALANCE

CHAPTER DUES

MEMBER COST OF MEALS

DATE OF LAST CHAPTER AUDIT

FALL CRCs – ENTER DATA FOR THE YEAR JUST COMPLETED IN THE “YTD REPORTED” COLUMN AND
ENTER DATA FOR YEAR-END RESULTS OF PREVIOUS YEARS IN THE LAST TWO COLUMNS.

SPRING CRCS – ENTER DATA FOR THE CURRENT YEAR IN THE “YTD REPORTED” COLUMN AND ENTER
YTD RESULTS OF PREVIOUS YEARS IN THE LAST TWO COLUMNS.

Appendix 7D - 3
MANUAL FOR CHAPTER OPERATIONS

SECTION 8
MANAGEMENT BY OBJECTIVES
8.1 Introduction
8.2 Management by Objectives
8.3 Planning Guide

SECTION 8 C. Measurable
MANAGEMENT BY OBJECTIVES
Each MBO must be stated in terms that
8.1 Introduction are measurable, such as dollars, units or
other countable benchmarks. A complex
Having a plan for the Society year is an important objective can be broken down into a
step in helping the chapter operate effectively and series of tasks that, upon their
efficiently. completion, become accountable
benchmarks.
Society leadership encourages short-term
planning based on Management by Objectives D. Attainable
(MBO).
Creating goals to impress others has
Although the MBO process helps with short-term absolutely no meaning as an objective.
planning, objectives should be developed to meet Each objective must be believable and
Society’s long-term goals. realistic – with effort.

8.2 Management by Objectives – A E. Challenging

Management Planning Tool
While an objective must be attainable, it
MBO is an effective tool in attaining and also must be challenging. If the task is
measuring results. The main characteristics of too easy, the joy of accomplishment is
MBO are: lost and less output is attained to benefit
the organization.
A. Written
F. Agreed-Upon
The MBO process requires a written
plan. Once written, the document can be Objectives must have the commitment of
referred to later for comparison. The plan both the planner and the doer. Both
should be available for the parties to the parties must take ownership of the
goal, as well as interested or related objective and agree that it is worthy,
outside observers. realistic and challenging.

B. Understandable G. Costed

Each MBO should be described in simple For an objective to be truly evaluated and
language that is not subject to multiple prioritized, it must have a price tag, in
interpretations. It must be clear, concise actual money cost, time expended, or
and precise. opportunity cost. The costing of
objectives allows the MBO to evolve into
fiscal planning, as well as functional

Page 8 - 1
MANUAL FOR CHAPTER OPERATIONS

planning.

H. Timed

Objectives must have a point of

conclusion. Often, the timeliness of
accomplishment is crucial to the value of
the effort.

Guidance for drafting well-constructed objectives

is provided in Appendix 8A.

9.3 Planning Guide

The MBO planning guide provided in Appendix

8A is suggested for use by chapters to allow for a
simple written plan, spelling out specific
objectives and establishing priorities, related
tasks or methodology for measurement. It also
provides columns for due dates and interim
progress reports.

Page 8 - 2
MANUAL FOR CHAPTER OPERATIONS

Appendix 8A: MBO Planning Guide 

MBO
Management By Objectives

DEFINITIONS: Objectives

Goals

CHARACTERISTICS: Written

Measur able

Attainable

Challenging

Understandable

Agreed Upon

Costed

Timed

Appendix 8A - 1
MANUAL FOR CHAPTER OPERATIONS

OBJECTIVES AND ACTIVITIES

The most common error in devising Management by Objectives plans is to fail to make the
distinction between Objectives and Activities.

Activities are things you do, such as writing, designing, selling, thinking, forecasting, training, etc.

Objectives are results or things that are achieved, such as a manual, a product, sales, a plan and
employee morale.

The main way to distinguish which is which is to examine the structure of the language used.

Examples of objectives:
1. R.O.I. of 18% in 2015
2. Less than 10% product rejects in 2015
3. Five standards approved in 2015

Managers who understand MBOs produce results by setting objectives and working out an action plan to
achieve them.

OUTLINE

1. List opportunities or problems.

2. List alternative approaches for addressing opportunities or problems.
3. Select alternatives.
4. Define goals.
5. Establish priorities.
6. Develop objectives (with completion dates) to accomplish goals.
7. Estimate fiscal impact to ASHRAE.
8. Develop an action plan of tasks.
9. Make assignments and timetable for each task to assure completion of objectives on schedule.
10. Monitor progress. Remain flexible, if changes are necessary.

Appendix 8A - 2
MANUAL FOR CHAPTER OPERATIONS

MBO EXAMPLE

ASHRAE-RELATED

DON'T DO THIS TYPE OF THING:

GOAL: Increase number of upgrades to full member.

PROPER STATEMENT OF OBJECTIVE:

OBJECTIVE: Get 10 associates to upgrade to full member by May 15, 20___.

MANAGEMENT PLAN:

1. Review membership roster for associates over 30 years old.

2. Personally contact each person identified in #1.

3. Complete membership upgrade form and return to membership chairman by January 1, 20____.

4. Submit returned applications to Headquarters by February 15, 20___.

5. Track results from acknowledgement letter sent from Headquarters.

Appendix 8A - 3
MANUAL FOR CHAPTER OPERATIONS

SUGGESTED MBO FUNCTIONAL PLANNING GUIDE

FISCAL YEAR

Region:
Chapter:
Name:
Title:

Note: For Spring CRCs, Fiscal Year indicates Society year beginning the upcoming July 1. For Fall CRCs, Fiscal
Year indicates current year.

PRIORITY OBJECTIVES MEASUREMENT DEVICE (OR DUE DATE STATUS STATUS

1, 2 OR 3 RELATED TASKS) AS OF AS OF

Appendix 8A - 4
MANUAL FOR CHAPTER OPERATIONS

SECTION 9
VISITS TO CHAPTER BY DISTINGUISHED GUESTS
(i.e. SOCIETY AND REGIONAL OFFICERS AND DISTINGUISED
LECTURERS)
9.1 Introduction
9.2 Protocol
9.3 Chapter Reports
9.4 Addressing the Chapter

SECTION 9 officers and committees. If the meeting is a

VISITS TO CHAPTER BY DISTINGUISHED dinner meeting, the chapter should furnish the
GUESTS (DG) meal for the DG. As needed to accommodate
travel arrangements, chapters should furnish
9.1 Introduction overnight accommodations for DGs.
From time to time chapter visits will be made by Chapters should use the Visits to chapter by
Distinguished Guests (DG), including Society Distinguished Guests checklist located in
officers, the Director and Regional Chair (DRC), Appendix 9A to ensure chapters are aware of
the Region Members Council Representative their responsibilities when hosting a
(RMCR), Regional Vice Chairs (RVCs), or Distinguished Guest and that the Distinguished
Distinguished Lecturers (DLs). The purposes of Guests time is used at its best. It is suggested
these visits are to that chapters fill in the form prior to the visit and
send it to the Distinguished Guest.
 Improve communication between
Society or the region and the chapters 9.3 Chapter Reports
 Review chapter or region activities
 Provide chapter members with The yearly visits by the DRC or his or her
information on Society or region delegates are specifically designed to review the
activities and services chapter activities. The chapter officers and
 Give chapter members an opportunity to committees should prepare written reports.
talk directly to Society or regional Reports should follow the format of the
leadership Management by Objectives section of this
 Transfer current technical training and manual.
knowledge to chapter members
9.4 Addressing the Chapter
9.2 Protocol
The Distinguished Guest should be seated at
DGs making scheduled visits to the chapter the head table during the business session of
should be treated as honored guests. The the meeting and proper introduction should be
chapter should contact the DG to determine if made prior to the DGs presentation. The chapter
assistance with travel arrangements is desired. should schedule the meeting to allow sufficient
If the DG is flying, the chapter should offer to time for the DG to address the chapter and
pick the DG up at the airport and to drop him or make arrangements for any special training aids
her back at the airport at the end of the visit. that may be required. The amount of time
allotted for the speaker should be clearly defined
The chapter should check with the DG to see if so that the business session will not be unduly
he or she wants to address the chapter or extended.
schedule any special meetings with chapter

Page 9 - 1
Visits to chapter by Distinguished Guests checklist

OFFICER NAME: 

MEETING DETAILS  

Date and time: 
Location: 
Topic of the program/meeting: 
Meeting cost covered by host chapter?  YES       NO
Has there been time scheduled for the Visitor to speak at the meeting?  YES       NO
Suggest a focus for the RVC presentation relating to your specific chapter needs: 

TRANSPORTATION 

Has transportation to/from the airport been arranged?  YES NO

Details: 

ACCOMMODATIONS 

Have accommodations been arranged and cost covered?  YES       NO

Location:   

OTHER MEETINGS  
It is expected that the host chapter fully use the time that the Visitor has made available in your 
area for the benefit of your members. Additional meetings within the industry are encouraged.  

Have other meetings been arranged?  YES NO

Details: 

APPENDIX 9A – 1
MANUAL FOR CHAPTER OPERATIONS

SECTION 10
STUDENT BRANCHES
10.1 Introduction
10.2 Student Attendance at Chapter Meetings
10.3 Awards and Honors for Students
10.4 Society-Sponsored Opportunities
10.5 Faculty and Administration Involvement
10.6 Student Branch Advisors
10.7 Special Projects and Programs
10.8 Criteria for an Active Student Branch
10.9 Criteria for an Inactive Student Branch
10.10 Dissolution of a Student Branch

SECTION 10
STUDENT BRANCHES 10.3 Awards and Honors for Students

10.1 Introduction ASHRAE at the Society, regional and chapter

levels recognizes noteworthy engineering and
Organizing a student branch can be a very engineering technology students through a
rewarding experience. variety of honors and awards programs.

The first and most important step in establishing a The President of ASHRAE encourages student
student branch is contact with the school. Having recognition by awarding PAOE points for
an enthusiastic and committed faculty member chapters that participate.
serving as the Student Branch Advisor (SBA) is
critical to the formation and on-going success of a Student recognition at the chapter level includes:
student branch.
 Scholarships – Granted to students
Complete details for forming a Student Branch meeting prescribed criteria and
are contained in the Manual for Student Branch attending educational institutions that
Operations, which can be obtained from Society meet specific criteria, and generally
Headquarters. Also, contact the Director and funded through endowments
Regional Chair (DRC) and the Regional Vice
Chair (RVC) of Student Activities and advise  Awards – Some chapters establish a
them of your interest in establishing a student subcommittee to recommend students
branch. to receive recognitions. Usually each
recommendation is approved by the
10.2 Student Attendance at Chapter Chapter Board of Governors (BOG).
Meetings
10.4 Society-Sponsored Opportunities
Encouraging student attendance at chapter
events will increase both student and chapter Society offers several programs that benefit
membership interest in the student branch. students, including:
Appendix 10A provides ideas that chapters have
found to be successful in encouraging student  Student Design Competition –
attendance at chapter events. Recognizes undergraduate students who

Page 10 - 1
MANUAL FOR CHAPTER OPERATIONS

have completed design projects based technical sessions on current topics of

on the topics prescribed in the current interest to the building industry. Sessions
year’s competition brochure. Design specifically for students and/or faculty,
project teams of two or more students such as the Student Breakfast and
may compete in one of three categories: Career Opportunity Panel discussion, are
architectural systems design, HVAC available at each Winter Conference. The
system design, or HVAC system exposition that takes place in conjunction
selection. First and second place awards with the Winter Conference offers an
are available in each category. For excellent opportunity to see first hand the
further information on how to enter, latest in building technology.
contact Headquarters at
[email protected]. The deadline is  Publicity – ASHRAE's monthly
May of each year. newsletter, Insights, is devoted
exclusively to news and information
 Undergraduate Senior Project Grant – about the Society at every level. Student
Enables faculty members to apply for a branches can receive publicity by
grant to fund equipment and supplies for submitting articles (and pictures). For
undergraduate engineering senior specific details on deadlines for
projects and technical school capstone submitting information, etc., contact
projects on ASHRAE-related topics. For Headquarters.
further information, contact the ASHRAE
Headquarters at [email protected].  Society Scholarship Program –
The deadline is December of each year. Designed to encourage and assist
HVAC&R education through the granting
 Grant-in-Aid – Provides graduate of scholarships at the undergraduate
students funds to assist them in a level. Applications are available on the
research project the candidate proposes. ASHRAE website. Some chapters offer
Applications and instructions are opportunities that combine chapter
available on Society’s website. The scholarships with society scholarships.
deadline for submittals is December 15.
10.5 Faculty and Administration
 Discounts – ASHRAE student members Involvement
can receive considerable discounts on
many ASHRAE publications and other After a student branch is formed, the faculty and
products and services. administration of the school should be kept aware
of and involved in chapter activities. In addition,
 Consignments – A faculty member who the chapter should become involved with the
is an ASHRAE member in good standing school, as appropriate. Appendix 10B provides
can make arrangements to receive ideas for encouraging collaboration between the
copies of the Fundamentals Handbook student branch and the school.
for later sale to new student members.
For further details contact ASHRAE 10.6 Student Branch Advisors
Customer Service.
Student Branch Advisors (SBAs) may be
 Annual/Winter Conferences – Student provided a role in the chapter BOG or the
members can attend ASHRAE's two Chapter program on a regular basis. See
major technical conferences (each Appendix 10C for additional ways to recognize
January and June) at a significant the efforts of these volunteers.
discount from the full member registration
rate. Each conference provides an
opportunity to attend a variety of

Page 10 - 2
MANUAL FOR CHAPTER OPERATIONS

10.7 Special Projects and Programs the chapter Student Activities Chair.

Sponsors of successful student branches get the 10.10 Dissolution of a Student Branch
students and chapter membership involved in a
variety of projects. Engagement of the student If the branch does not meet at least three criteria
Branch and the advisor can take a variety of the third year as determined by Society’s Student
forms based on the size, location and expertise of Activities Committee at the Winter Meeting, the
those involved. Refer to Appendix 10D for a list branch will be dissolved. Where applicable,
of ideas. Society will notify the student branch advisor,
DRC, RVC for Student Activities and the chapter
10.8 Criteria for an Active Student Branch Student Activities Chair.
The following are criteria for a Student Branch to
be considered active:

A. Student Branch Advisor identified and

engaged with students and the
sponsoring chapter

B. Student officers elected annually and all

positions filled

C. Fall status report and spring Treasurer’s

report submitted to both the sponsoring
chapter and Society

D. At least two activities* scheduled in each

semester

*An activity is defined as an organized event such

as a tour, field trip, presentation by a guest
speaker, a fundraiser, etc. Regularly scheduled
organizational meetings are not considered
activities within the scope of this requirement.

To remain active, a student branch must achieve

at least three of the four criteria. If a branch fails
to meet at least three criteria, it will be put on a
“warning status” for one year. Where applicable,
Society will notify the student branch advisor, the
DRC, the RVC for Student Activities and the
chapter Student Activities Chair.

10.9 Criteria for an Inactive Student Branch

If the branch does not meet at least three criteria

the second year as determined by Society’s
Student Activities Committee at the Winter
Conference, the student branch advisor will lose
student branch advisor dues and other privileges
and the branch will be considered inactive. Where
applicable, Society will notify the student branch
advisor, the DRC, RVC for Student Activities and

Page 10 - 3
Appendix 10A: Encouraging Student Attendance at Chapter Events 
Some ideas that have been used by other chapters in the past to encourage attendance include:

 Offering discounts for students and faculty liaisons on meals at monthly chapter meetings 
 Discounting or offering free registration to students and faculty liaisons for chapter seminars 
 Encouraging faculty liaison and/or faculty staff participation at chapter seminars; an honorarium 
for this participation is another option 
 Setting up a table, displays, etc., prior to a chapter meeting to provide a means for students to 
meet members and exchange information 
 Sending a targeted announcement to the student branch regarding monthly meetings and other 
items of interest to this group; be sure to include the branch on the chapter mailing list 
 Setting up a student “adoption” program to promote a more social and comfortable environment 
at each chapter meeting 
 Devoting a chapter meeting to highlighting the student branch and faculty, asking students and 
faculty to speak on subjects related to engineering education 

Appendix 10A
 

Appendix 10B: Ideas for Getting Student Chapter Involved in School Activities 
Some ideas to assist in getting student chapters involved in school activities include: 

A.  Have the faculty liaison and the faculty advisor serve as voting members of the Student Activities 
Committee. 

B.  Have a Dean's Night as a separate event from Students' Night on the chapter's program schedule 
and invite the dean, chair and faculty as guests of the chapter to acquaint them with the 
membership and activities of the chapter. Or, arrange a separate dinner meeting between the 
chapter Board of Governors and the dean to review matters of mutual interest, such as academic 
programs, industry manpower needs, technology trends, etc. 

C.  Encourage faculty participation as speakers in chapter seminars. An honorarium may also be 
considered. 

D.  Include faculty liaisons on chapter mailing lists to inform them of monthly meetings and other 
pertinent information. 

E.  Acknowledge the presence of faculty at the chapter meetings on the occasion of their first and 
second visits. 

F.  Encourage student branch officers and the faculty advisor to establish a mutually agreeable 
meeting schedule of one or more joint meetings with the chapter; make the holding of such 
meetings a joint effort and show the chapter’s firm commitment to support the student branch. 

G.  Encourage the university or college to join commercial vendors in having exhibits at trade shows 
or similar events sponsored by the chapter, thus giving them an opportunity to publicize their role 
in the continuing education of professional employees. 

H.  Work with the Continuing Education Offices and the Extension Services of the colleges and 
universities to offer courses on HVAC&R subjects. 

I.  Join with the university or college in the joint sponsorship of seminars, symposia and conferences 
on subjects related to HVAC&R. 

J.  Aid the colleges and universities in obtaining qualified part time instructors in HVAC&R. 

K.  Provide an advisory committee to aid a university or college to prepare a proposal to seek grants 
for research or other projects. 

L.  Sponsor a “club room” or rest area in the engineering or engineering technology building at the 
school and display the ASHRAE logo, sponsoring chapter's name and industry pictures. 

M.  Provide industry professionals to serve on academic advisory panels to guide and advise on the 
scope and nature of engineering and engineering technology programs. 

Appendix 10B 
Appendix 10C: Ways to Recognize Student Branch Advisors 
Ideas for recognizing the work of Student Branch Advisors include: 

 Providing a letter of accomplishment and appreciation to the advisor's supervisor 
 

 Awarding a plaque or certificate of appreciation 
 

 Ensuring on‐going communication with the advisor  
 

 Subsidizing the advisor's membership to ASHRAE, meals, etc. 
 

 Keeping the advisor posted on ASHRAE research grants and opportunities for ASHRAE research needs 
 

 Encouraging the advisor's activity in other aspects of ASHRAE. 
 

Appendix 10C
 

Appendix 10D: Ideas for Special Projects and Programs for Student Branches 
Ideas for ways to encourage engagement of student branch members and advisors include: 

 Sponsoring Student Projects – Engineering colleges are usually full of ideas but short on funds. 
The Student Activities Committee can encourage members to support student projects. A 
project can be an excellent opportunity for a chapter member to become familiar with students 
for future employment. All projects should be coordinated through the student branch advisor. 
 Delivering Used and Abandoned Equipment – Most engineering colleges are interested in 
getting used coils, pumps, dampers, thermostats, humidifiers, etc., for teaching aids. The 
Student Activities Committee can poll the chapter membership for availability of this 
equipment. Many firms throw away equipment that could be of great value as teaching aids. 
 Delivering Old ASHRAE Handbooks – Local chapters have been successful in gathering old ASHRAE 
Handbooks. The Handbooks make excellent student reference manuals. Many would be happy to 
donate old Handbooks to a student branch. 
 Providing Chapter Financial Support – A good student branch should have a modest treasury. 
Some local chapters donate “seed money” to get this treasury started. 
 Offering a Student Jobs Program – Both chapter and student members can benefit from a jobs 
program. Students are, of course, interested in gainful employment and members are always 
looking for well qualified employees. A chapter can help a student find summer employment, 
co‐op and full‐time employment upon graduation. The chapter can accomplish this by aiding 
students with resumes and compiling the resumes into a booklet for circulation to the chapter 
membership and local employers. Just make sure the ASHRAE logo and name are NOT used. 
 Providing Speakers for Branch Meetings – Just like your local chapter, your student branch has 
a difficult time finding good speakers for its monthly meetings. Your local chapter has an almost 
unlimited resource for speakers.  Students are hungry for information in all fields represented by 
your local chapter. Examples include: consulting engineering, sales engineering, estimating, 
contracting, technical subjects, etc. 
 Sponsoring a Field Tour – Most students have never been on a construction job, or lack the 
knowledge to understand the HVAC or refrigeration system. Sponsoring a student tour to a 
convenient construction site or manufacturing plant would be of great interest. 
 Creating a Student Branch Handbook – A chapter may supply the student branch with a 
handbook each year to help the branch with organization and direction. It should be updated 
annually and include the following: 
o ASHRAE officers and addresses at the Society, Regional and local levels, including the 
student branch advisor 
o Other ASHRAE committee information (i.e., research, energy, etc.) 
o Student programs 
o Student applications and Publications Catalog 
o Chapter Roster (can also be used as a Prospective Speaker list) 
 Celebrating Engineers' Week – Joining with other engineering and scientific societies in the 
various shows, exhibits, expos and other activities held at the local colleges and universities in 

Appendix 10D - 1
 

celebration of National Engineers' Week will give ASHRAE better recognition among a broad 
range of potential students and industry professionals. 
 Participating in Joint Activities – Arrange to have the chapter join the Affiliated Society Council, 
Joint Engineering Council or other “umbrella” groups available in many metropolitan areas. 
Support the programs sponsored by these groups, including seminars, continuing education 
courses and student competitions. 

Appendix.10D - 2
MANUAL FOR CHAPTER OPERATIONS

SECTION 11
CHARTERING A CHAPTER OR SECTION
11.1 Qualifications for New Chapters or Sections
11.2 Chapter Application Process
11.3 Creation and Responsibilities of Steering Committee
11.4 Charter Ceremony
11.5 New Chapter Officer Training
11.6 Presidential Award of Excellence (PAOE)
11.7 Management by Objectives
11.8 Procedure for Changing a Chapter Name
11.9 Guidelines for Voluntary Dissolution of a Chapter
11.10 Guidelines for Chapter Charter Revocation
11.11 Chapter or Sub-region Reassignment Procedures

SECTION 11 authorized upon approval by Members

GUIDELINES FOR CHARTERING A CHAPTER Council of a written petition of a minimum
OR SECTION of 40 Members and Associates in good
standing of the Society, and the adoption
11.1 Qualifications for New Chapters or of Constitution and Bylaws based on the
Sections Model Constitution and Bylaws for
chapters, which have been approved by
The objectives of forming a new chapter or Members Council.
section are to better serve our members and the
building industry in a geographic area. Model Constitution and Bylaws are
provided in Appendix 11A. Options for
The potential membership for a new chapter or customizing the Constitution and Bylaws
section should be representative of the different to meet a chapter’s needs are provided in
segments of the building industry, including (but Appendix 11B. The procedure for
not limited to) consulting engineers, building and changing Chapter Bylaws is provided in
system designers, contractors, manufacturers, Appendix 11C.
utilities, educational institutions and sales
representatives. 2. Formation of a new chapter evolving from
an existing chapter: If Society Members
The geographic area to be served by the new and Associates in good standing from
chapter or section should be examined to make an existing chapter intend to establish a
sure that it best serves the interests of the “spin off” chapter, the following
members in that area. The geographic additional requirements must be met:
boundaries should be established to have a
sufficient number of members who can participate 2.1 The spin-off chapter must meet
in the activities of the chapter or section. the requirements for the
formation of a new chapter.
Depending on the number of ASHRAE members
and potential members in a geographical area, 2.2 The existing chapter should
three options are available for consideration: have been in operation for at
least three consecutive years
1. Formation of a new chapter: May be prior to the submission of the

Page 11 - 1
MANUAL FOR CHAPTER OPERATIONS

application for a spin-off Upon approval of the petition by Members

chapter. Council and Society’s Board of Directors, the
DRC and sponsoring chapter, region or sub-
2.3 The existing chapter should region will assist in the creation of a Steering
have a positive net growth for Committee.
the past three years prior to the
date of submitting the petition. 11.3 Creation and Responsibilities of
Steering Committee
2.4 A minimum of 40 Members and
Associates in good standing The sponsoring chapter, region or sub-region will
should remain in the original work with local members to call an exploratory
existing chapter. meeting, at which a minimum of ten members
from the area should be present. A Steering
3. Formation of an ASHRAE Section: As an Committee should be formed and temporary
alternative to the formation of a separate officers including a chair, secretary and treasurer,
chapter, a group of ten or more ASHRAE should be elected.
Members may form a section sponsored
by an existing chapter or a region or sub- The Steering Committee shall request from the
region. Consult with the Director and Society Director of Member Services the
Regional Chair (DRC) and refer to “Guidelines for the Formation and Initial
Section 12 of this manual for details. Operation of ASHRAE Chapters” package, which
includes a petition and questionnaire that must be
11.2 Chapter or Section Application completed by the Steering Committee of the
Process prospective chapter and returned to the Society
Director of Member Services. This package also
The representatives of the proposed new chapter includes a list of ASHRAE members, along with
or section shall contact the DRC initially for their contact information, who are located in the
guidance. Guidelines for chartering a new chapter geographic area of the proposed chapter or
or section can be obtained from Society section.
Headquarters.
The DRC, the sponsoring chapter, region or sub-
The DRC should investigate the responsibilities, region and the staff Director of Member Services
analyze the needs and explore the interests of will assist the Steering Committee in holding
Society members and potential Society members organizational meetings, in determining the
in an area where a new chapter appears to be geographic area to be served, forming
likely. The DRC will assign a chapter, region or committees, preparing chapter bylaws,
sub-region that is geographically close to the conducting a membership drive and preparing a
prospective new chapter or section to act as a program.
sponsor to help counsel the prospective new
chapter or section. The Steering Committee should complete and
sign the questionnaire that accompanies the
As necessary, the DRC will negotiate with other Model Constitution and Bylaws in “The Guidelines
chapters in adjacent areas for release of the area for Formation and Initial Operation of ASHRAE
to the new chapter or section and solicit their Chapters” package and return it to Society
cooperation in forming the chapter or section. Headquarters. A constitution and bylaws will be
prepared for the chapter based on the model
When the local group is ready to proceed and all documents and the information in the
paperwork is complete, the DRC, in consultation questionnaire. These documents will then be
with the Regional Members Council returned to the chapter for ratification.
Representative (RMCR) should present the
formal petition to create the chapter or section to A membership drive is an important activity to
Members Council for action at its next meeting. develop the potential for membership in the area

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MANUAL FOR CHAPTER OPERATIONS

and to ensure that there will be enough members D. The DRC gives some historical
to meet the requirements prior to receiving a information on the new chapter.
charter.
E. The DRC introduces the Society
At the organization meeting of the new chapter, President (or the President's
the Steering Committee should present the representative), who presents the charter
Chapter Constitution and Bylaws for ratification to the president-elect of the new chapter.
by the prospective members, and then request
the Nominating Committee to present its slate of F. With the presentation of the charter, the
nominees for elective office. Upon election by the officers of the new chapter can now be
members present, the new officers and Board of installed. The DRC installs the officers of
Governors (BOG) take office and the Steering the chapter with the usual charge that
Committee goes out of existence. The first act of they carry out their responsibilities.
the president upon election should be to thank Appendix 11D provides a script for the
the Steering Committee, its subcommittees, the installation of chapter officers.
DRC and any other contributors for the work done
in organizing the chapter. If the chair of the G. When the chapter President is installed,
Steering Committee is not elected President, the the DRC presents the gavel of authority
President should give some special recognition of to him or her. Other presentations, such
the chair's contribution. as the chapter banner, should be made
at this time.
At this point, the new group can function as a
chapter, but will not have official status until it H. The DRC presents the Society President
receives its charter. (or the President’s representative), who
extends congratulations to the chapter
11.4 Charter Ceremony and comments briefly on the Society's
activities and plans.
Following approval of the charter by the BOD and
approval of date and visiting Society officers by I. Following comments by visitors, the DRC
the President of the Society, the Charter should ask the new chapter President to
Ceremony will be conducted. come forward. The DRC should turn the
meeting over to the President of the new
The following is a suggested Charter Ceremony chapter.
program:
11.5 New Chapter Officer Training
A. Reception and social hour.
The DRC and Regional Vice Chairs or Sub-
B. Dinner – the arrangement at the head Regional Chairs, the sponsoring chapter officers
table varies according to local custom, and/or Society staff will provide a chapter
but it is suggested that the DRC, Society operations training session for the officers of the
Officers, Society staff, president-elect of new chapter.
the chapter, president of sponsoring
chapter, chair of the local organizing If possible, this training session shall take place
committee and local dignitaries (if any) prior to the chartering of the chapter.
be included. Whenever possible, the
spouses of these individuals should also The training session should be between two and
be seated at the head table. four hours.

C. Following dinner, the DRC acts as The sponsoring chapter, region or sub-region
Master of Ceremonies for the program shall have the responsibility during the new
and introduces the head table. chapter's first year of operation of providing
continuing assistance and on-going training for

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MANUAL FOR CHAPTER OPERATIONS

the grassroots committees. B. At the chapter meeting, a motion shall be

presented, duly moved and seconded,
The newly formed chapter shall be monitored by stating the proposed name change with
the DRC and assistance and training will be background supporting the reasons for
provided wherever needed. the requested name change. A vote of a
simple majority of those members
Should a newly formed chapter assigned to a present and voting will carry.
region not be chartered prior to the CRC, the
chapter officers should, if possible, attend the C. The Chapter President shall send the
CRC as non-voting members. The DRC shall DRC a copy of the special mailing, the
request that the transportation expenses be paid motion stating the name requested, the
for two officers of the new unchartered chapter to names of the chapter members moving
attend the CRC. and seconding the motion and the results
of the chapter members' vote.
11.6 Presidential Award of Excellence
D. Members Council will approve the
A newly formed chapter will not be required to requested name change and forward it to
participate in the PAOE program in its first year of Society’s Board of Directors as an
existence. Information Item.

The chapter will be allowed to accumulate PAOE 11.9 Guidelines for Voluntary Dissolution
points in its first year as a measuring tool for its of a Chapter
effectiveness.
A. Dissolution
11.7 Management by Objectives
The BOG of an ASHRAE chapter that
Prior to charter, the new chapter officers will cannot or no longer wishes to operate as
submit MBOs to the DRC for review. a chapter shall call a special meeting to
obtain a member vote. The
The DRC and Regional Vice Chairs or Sub- announcement of the meeting shall be by
Regional Chairs will assist in the development of standard mail and/or e-mail or other
the new chapter’s MBOs. means to all assigned members of the
chapter. Chapter members in good
11.8 Procedures for Changing a Chapter standing shall receive a proxy voting form
Name that can be returned by fax, standard
mail or e-mail. If a vote to dissolve the
Much of the following information is based on chapter of at least sixty percent (60%) of
Society Rules of the Board and is presented here the members in good standing is
for chapter officer convenience. The official Rules obtained, the BOG shall notify the DRC
of the Board govern in the case of any of the result of the vote.
discrepancies between them and the information
in this section. Members Council shall make a
recommendation regarding the
A chapter wishing to change its name shall use dissolution to Society’s Board of
the following procedure: Directors.

A. The Chapter President shall send a B. Distribution of Members

special letter to all chapter dues-paying
members notifying them at least ten days Upon acceptance by the Board of
in advance of a chapter meeting at which Directors of the request to dissolve,
the proposed name change will be information about the dissolution will be
presented. distributed to neighboring chapters.

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MANUAL FOR CHAPTER OPERATIONS

Should neighboring chapters belong in a cause or approval by the DRC.

different region, the DRC shall consult
with the neighboring DRC when B. Continued failure of the delegate or
applicable. alternate to attend required meetings at
the CRC i.e., caucus, business meetings
C. Distribution of Funds and executive session without reason or
approval from the DRC.
Any funds remaining in the chapter's
treasury after all obligations have been C. Continued failure to maintain any
satisfied shall be contributed to Society’s communication with the DRC, Regional
Research Promotion Fund. Vice Chairs, Sub-Regional Chair or
Society.
All physical property and assets of the
dissolved chapter, including but not D. Continued failure of the chapter to update
limited to, banners, records and the its constitution or bylaws upon request.
chapter charter shall be returned to
Society for disposition. E. Continued failure of the chapter to hold
regular meetings, elect officers, provide
In the event that Society is not then in technical sessions for its members,
existence or is not then exempt under appoint committee chairs or collect dues
applicable tax regulations for non-profit for its effective operation, etc.
organizations or corresponding
provisions of tax laws, the assets shall be F. Continued failure to abide by:
conveyed to such organization then a. Certificate of Consolidation
existent, dedicated to the perpetuation of b. Society Bylaws
objectives similar to those of the Society. c. Rules of the Board
d. Chapter Constitution and Bylaws
11.10 Guidelines for Chapter Charter
Revocation The DRC shall write a letter to the
chapter's current or last known President
The DRC is responsible for monitoring chapter or its representative(s) explaining the
operations within his or her region to ensure that charges against the chapter. This letter is
each chapter is operating and performing in to be sent by e-mail or by registered mail
accordance with Society policies and the Manual with return receipt requested and shall
for Chapter Operations. When a DRC verifies that provide the chapter with a 60-day time
such is not the case and the chapter refuses to period to respond to the charges. See
voluntarily dissolve, a recommendation can be Appendix 11E, Letter A for a sample
made to Members Council for the revocation of letter.
the chapter's charter.
If a response is not received or the
When a chapter is not operating or performing in response is considered not acceptable by
a satisfactory manner despite numerous attempts the DRC, the chapter shall be so notified
by the DRC to correct the situation and it refuses by e-mail or registered mail followed by a
to voluntarily dissolve, revocation of its charter recommendation for revocation of
may proceed in accordance with these chapter charter to Members Council at its
guidelines. next regularly scheduled meeting.
Concurrence with this recommendation
Not operating or performing satisfactorily by Members Council will result in a
includes, but is not limited to: recommendation to Society’s Board of
Directors for revocation of the chapter's
A. Continued failure to send a delegate or charter.
alternate to the CRC without sufficient

Page 11 - 5
MANUAL FOR CHAPTER OPERATIONS

If the Board of Directors (BOD), by a two- 1. Will the change best serve the interest
thirds vote of its members, agrees with of a majority of members in that area?
the recommendation of Members Will the change in the geographical
Council, then the Board, or its designee, proximity enhance or deter the ability of
shall send a letter to the chapter's current the chapter, sub-region or region to
or last known president, or its operate more effectively?
representative(s), informing the relevant
parties of the decision. This letter will 2. What will be the impact of compliance
explain the procedures for another with any government regulations that
opportunity for the chapter President or may affect the normal operation of the
representatives to be heard before the region, sub-region or chapter, i.e.,
full board or a committee of three or more conduct of regional CRCs, technology
members selected by the Board. See transfer, travel requirements, etc.?
Appendix 11E, Letter B, for a sample
letter to be sent by the BOD. 3. Are the language, culture and ethnic
background of the chapter or sub-region
The results of this Board hearing, if held, compatible with that of the region or
will be provided within 30 days of such sub-region to which it wants to be
hearing. If the recommendation of reassigned?
Members Council is upheld, the chapter
President or representatives will follow 4. What will be the fiscal impact of the
the procedures for the distribution of change on the Society, region, chapter
funds outlined in Section 11.9, Guidelines or members? For example, will travel
for Voluntary Dissolution of a Chapter. and other costs increase or decrease?

11.11 Chapter or Sub-region Reassignment 5. What other considerations are pertinent

Procedures to the request except those stated in
Society’s Rules of the Board: Matters
NOTE: Society has many reasons for pertaining solely to politics, religion, or
establishing Chapter, Sub-Region and Region trade are considered inappropriate for a
boundaries and will be reluctant to change those technical society and, therefore, shall
boundaries without strong justification. not be a subject of discussion at
meetings of the Society or be included
Should an existing chapter wish to change its in any of its publications.
region or sub-region assignment or an existing
sub-region wish to change the region to which it If the relevant DRCs agree to the proposed
is assigned, the chapter President or BOG (in change then the change shall be submitted to
the case of Chapter reassignment) or the sub- Members Council for consideration.
region Chair (in the case of a sub-region
reassignment) must submit a petition, provided If the DRCs do not agree to the proposed change
in Appendix 11F. then the petition is considered denied.

The petition must be signed by at least 60% of If the petition is denied and the chapter or sub-
the relevant voting membership but no less than region desires to further pursue the requested
40 chapter members for a chapter reassignment change, the chapter or sub-region may appeal
and no less than 60% of the sub-region the decision of the DRCs to Members Council,
membership for a sub-region reassignment and who has the final decision making authority on
must be sent to the current DRC and the DRC of such requests.
the region to which the reassignment is
requested. The petition should include the
rationale and justification for this change. The
petition should consider the following:

Page 11 - 6
CONSTITUTION AND BYLAWS OF THE
#1 CHAPTER
OF ASHRAE

Approved by the Society:

ARTICLE I – NAME AND AREA SERVED

The name of the organization is the #1 Chapter (herein “Chapter”) of ASHRAE (herein
“Society”). The principal area(s) served by the Chapter is (are) #2 . The principal city where
regular meetings will be held is .

ARTICLE II – OBJECTS
The objects of the Chapter are exclusively scientific and educational and include, but are not limited to: (a) the
advancement of the sciences of heating, refrigerating and air-conditioning engineering and related sciences;
(b) the continuing education of the members and other interested persons in said sciences, through lectures,
demonstrations, and publications; (c) the rendering of career guidance and financial assistance to students of
the sciences; and (d) the encouragement of scientific research.

ARTICLE III – POWERS

The Chapter shall have the power to perform all lawful acts which may be deemed necessary for the proper
and successful prosecution of the objects and purposes for which it is organized and operated, consistent with
the Certificate of Consolidation, Bylaws, and Rules of the Board of Directors of the Society, and applicable tax
regulations for non-profit organizations or corresponding provisions of tax laws.
3.1 The Chapter is not operated for the pecuniary profit of its members. No part of the net income of the
Chapter shall be payable to or shall otherwise be available for the personal benefit of any proprietor, employee
or shareholder. No salary emolument or compensation shall be paid to any member, and no part of the activities
of the Chapter shall consist of the performance of particular services for individual members.
3.2 The Chapter shall not have the authority to act for or in the name of the Society and notice to such effect
shall be imprinted on the Chapter stationery; the Chapter shall not use the name of the Society except as a
part of its own name; the Chapter may use the emblem of the Society in accordance with the Rules of the
Board; and the Chapter shall not incur any financial liability or contractual obligation in the name of the Society.
3.3 The Chapter may issue publications and/or websites/downloads/documents in accordance with the Rules
of the Board. Certain publications for members such as a chapter newsletter or chapter membership
roster/product directory may be distributed to persons other than members provided it clearly complies with
paragraph 3.2. Certain designated ASHRAE documents may be translated in accordance with the Rules of the
Board.
3.4 The Chapter may contribute to, affiliate with, or hold membership in any society, association, council, or
other organization in accordance with the Rules of the Board.
3.5 The Chapter shall not recommend, endorse or approve any product, service, publication, person or entity
for the promotion of private or public interests.

Revised: 2018-Feb-28
ARTICLE IV – MEMBERSHIP, DUES AND FINANCE
4.1 Qualification. The membership of the Chapter shall consist of all members of the Society in good
standing and residing in the geographic area of the Chapter, as prescribed by the Board of Directors of the
Society, who have properly joined the chapter.
4.2 Non-Residents. Notwithstanding the foregoing, a member of the Society residing in the geographic
area of a Chapter may elect to be a member of another Chapter. A member may elect to belong to more
than one Chapter.
4.3 Grade. Each member shall hold the same grade of membership in the Chapter as in the Society.
4.4 Rights and Privileges. All Chapter members shall be entitled to the same rights and privileges, except
that anyone who has not paid Chapter fees, dues, assessments or other charges within ninety (90) days of
their due date shall not be entitled to voting privileges or the right to election or appointment as an officer,
governor, or committee chair of the Chapter. All rights and privileges of a member are vested solely in the
member and may not be delegated or transferred, except as provided in Article VI, paragraph 6.7 hereof.
4.5 Suspension. In the event that a member does not pay all the Chapter fees, dues, assessments or other
charges within six (6) months of their due date, all rights and privileges of membership in the Chapter shall
be suspended. Such membership rights and privileges shall be restored to the member upon full payment
thereof. Delinquency in payment of Chapter dues or other Chapter charges will not affect a member's
standing in the Society.
4.6 Termination. Membership in the Chapter shall terminate upon the death of any member, the removal
of a member's principal place of residence to the geographic area of another Chapter except as provided
in Article IV, paragraph 4.2 hereof, or the receipt of written notice by the member of termination of
membership. In the event of such termination, neither the former member, nor his/her personal
representatives, heirs or devises shall have any right, title or interest in the Chapter or its assets.
4.7 Expulsion. A member may be expelled from the Society and the Chapter only upon action taken by the
Board of Directors of the Society. Such action may be initiated by the Board of Governors of the Chapter
by the filing of written charges and supporting evidence with the Secretary of the Society.
4.8 Society Dues. The annual dues for membership in the Society, as prescribed from time to time by the
Society, shall be paid to the Society.
4.9 Chapter Dues. The Board of Governors, in its discretion and subject to the approval by a vote of
members, may levy such dues, fees, charges or other assessments as are reasonable and necessary to
meet the current operating expenses of the Chapter. The due date of such payments shall be as prescribed
by the Board of Governors.
4.10 Fiscal Year. The fiscal year of the Chapter shall end on June 30 of each year.

ARTICLE V – OFFICERS, NOMINATIONS, ELECTIONS, VACANCIES, REMOVAL AND CHAPTER

REGIONAL COMMITTEE
5.1 Titles. The officers of the Chapter shall be a President, a President-Elect, a Vice President, a Secretary,
a Treasurer, and a . Consult the current version of the Manual for Chapter Operations
(MCO) for updates.
5.2 Multiple Offices. With the exception of the office of President, any number of offices may be held by
the same member.
5.3 The President. The President shall be the chief executive officer of the Chapter and shall provide
general direction of the affairs of the Chapter and provide general supervision over its several officers,
subject to the control of the Board of Governors. The President shall, from time to time, report to the
members and to the Board all matters within the President's knowledge which the interest of the Chapter
may require to be brought to the Chapter's notice; shall preside at all meetings of the members and at all
meetings of the Board; shall sign and execute in the name of the Chapter all contracts, or other instruments
authorized by the Board, except in cases where the signing and execution thereof shall be expressly
delegated or permitted by the Board or by these Bylaws to some other officer or agent of the Chapter.

Revised: 2018-Feb-28
5.4 The President-Elect. The President-Elect shall automatically succeed to the office of the President at
the conclusion of the President's term of office. In the absence of the President, the President-Elect shall
exercise the powers and perform the duties of the President. In addition, the President-Elect shall make the
committee chair appointments sufficiently far in advance of the Chapters Regional Conference (CRC), as
to permit attendance by the appointees at CRC workshops in the period prior to appointees' active
participation as chairs of the Chapter Committees. Chair designees of such committees as Student
Activities, Membership Promotion, Research Promotion, Chapter Technology Transfer, Government
Affairs, Young Engineers in ASHRAE and Historical should be especially encouraged to attend CRC
meetings. Prior to the annual meeting, the President-Elect shall complete the appointments by naming at
least two (2) committee members to each of the standing committees of the Chapter.
(Delete this section or fill in the blank, if appropriate. If this section is deleted, this article will be renumbered.)
5.5 The Vice President. In the absence of the President and the President-Elect, the Vice President shall
exercise the powers and perform the duties of the President. ___________________________
5.6 The Secretary(ies). (Option 1) The Secretary shall send notices of meetings to the members and to the
Board of Governors as prescribed in these Bylaws, and to Committee Chairs as requested by the President.
The Secretary shall keep the minutes of the meetings of the Chapter and of the Board of Governors and
shall promptly file a copy of the minutes of each meeting of the Chapter with the Regional Chair and
Regional Vice Chair (RVC) for Chapter Technology Transfer, or in the case of the (RAL) the Sub Regional
Chair (SRC) for the Chapter, and shall send advance notices and minutes of meetings of the Board of
Governors to the Regional Chair. In addition, the Secretary shall send the Chapter newsletter to the Editor
of the official publication of the Society. The Secretary shall maintain a membership roster, a roll of
membership attendance, and such books, papers, and records as the Chapter or Board of Governors may
direct, which shall be open to the inspection of any member of the Board of Governors. The Secretary shall
promptly notify members of their nomination, election, or appointment to office.
(Option 2) The Recording Secretary shall send notices of meetings of the Board of Governors to the Board
of Governors, as prescribed in these Bylaws. The Recording Secretary shall keep the minutes of the
meetings of the Chapter and of the Board of Governors and shall promptly file a copy of the minutes of
each meeting of the Chapter with the Regional Chair and RVC for Chapter Technology Transfer/SRC. The
Recording Secretary shall keep a roll of membership attendance and such books, papers, and records as
the Chapter or Board of Governors may direct, which shall be open to the inspection of any member of the
Board of Governors. The Recording Secretary shall send advance notices and minutes of meetings of the
Board of Governors to the Regional Chair. In addition, the Recording Secretary shall send the chapter
newsletter to the Editor of the official publication of the Society. The Corresponding Secretary shall send
notices of meetings of the Chapter to the members, shall maintain a membership roster of the Chapter, and
shall conduct such correspondence of the Chapter as may be directed by the Board of Governors.
(Delete this option or fill in the blank) The Assistant Secretary (ies) shall _______________.
5.7 The Treasurer. The Treasurer shall receive all funds, including dues, fees, charges and other
assessments, and shall deposit such funds in the name of the Chapter in banks or other depositories. The
Treasurer shall disburse funds only as authorized by the Chapter's Board of Governors and shall keep
appropriate records of receipts and expenses and shall exhibit such records at all reasonable times to any
member of the Board of Governors. The Treasurer shall make a full financial report at the annual meeting
of the Chapter, a copy of which shall be forwarded to the Regional Chair. In addition, in the absence of
contrary written instructions from the Society, the Treasurer shall complete, execute and file any statements
or returns incidental to federal or local taxation.
(Choose or delete this option) Checks issued by the Treasurer shall be countersigned by an authorized
officer of the Chapter.
(Delete this option or fill in the blank) The Assistant Treasurer shall __________________.
5.8 Additional Duties. All officers shall perform all duties incident to their respective offices and such other
duties as are prescribed by these Bylaws or as are assigned by the Board of Governors.
5.9 Eligibility for Re-election. Officers and Board members are elected for one-year terms, but may be re-
elected to consecutive terms. The president may be re-elected to the same office for one additional

Revised: 2018-Feb-28
consecutive term. If the president is re-elected for an additional consecutive term, the president-elect will
also need to be re-elected in accordance with the election procedure set forth in Section V.
5.10 Duties of Nominating Committee. The Nominating Committee shall select from the members eligible
to hold office one candidate for each office except President, and for each member to be elected to the
Board of Governors and shall obtain from each candidate a written statement that the candidate is a
member in good standing in the Society and consents to stand for election. Not less than thirty (30) days
before the ______________ meeting the Nominating Committee shall present to the Secretary the names
of the candidates selected, together with their statements.
5.11 Duties of Secretary. Upon receipt of these names from the Nominating Committee, the Secretary shall
prepare a list of the candidates and shall forward such list to all members with voting rights at least ten (10)
days prior to such meeting.
5.12 Nomination by Members. Additional nominations of members in good standing who consent orally or
in writing to be candidates may be made from the floor at such meeting. If at this meeting more than one
such nomination from the floor is made for any one office or membership on the Board of Governors, a vote
shall be taken to select the name of the opposition candidate to be placed on the ballot.
5.13 Voting and Election. Not less than ten (10) days prior to the next meeting, the Secretary shall send a
mail ballot, in the case of elections by mail, or a proxy statement, in the case of elections at meetings, to all
members with voting rights. In the case of elections at meetings, the President shall appoint three (3) tellers
to assist in conducting the election. The Board of Governors or the tellers, if any, shall promptly tally all
votes. The candidate receiving a majority of the votes cast for each respective office shall be declared
elected. If there is a tie vote, there shall be a run-off election.
5.14 Installation. Officers and members of the Board of Governors shall be installed at the annual meeting
of the chapter and shall assume their duties at the start of the next Society year.
5.15 Vacancies. (Option 1) Whenever there shall be a vacancy in any office except President-Elect or a
member of the Board of Governors by resignation or otherwise, the Board of Governors shall have the
power to fill such office until the next annual election and installation, and such officer shall have the duties,
rights, and privileges of the predecessor.
If the President dies, resigns, or is removed from office, the President-Elect shall immediately become
President and shall serve for the remainder of the term of the immediate predecessor. If the time served by
the President-Elect as President is less than six months, he/she shall continue to serve as President for the
next Society year; therefore the office of President-Elect shall remain vacant until the next annual chapter
election. If the President-Elect dies, resigns, is removed from office, or becomes President for more than
six months in accordance with the foregoing provisions, a special election shall be held to fill the vacancy.
(Option 2) Whenever there shall be a vacancy in any office or a member of the Board of Governors by
resignation or otherwise, the nomination and election procedures set forth in this Article V shall be followed,
except that the nomination, election and installation of such officer shall be held as soon as practicable after
such vacancy has arisen.

5.16 Removal. Any officer or member of the Board of Governors may be removed by at least a 2/3 vote of
voting members present at a regular meeting, whenever in the judgment of the members, the best interests
of the Chapter will be served thereby. The notice of this Chapter meeting shall contain the statement that
an urgent item of importance to the Chapter will be presented for member vote and subsequent action.
5.17 Election of Delegates. The Board of Governors-elect shall elect from among its members one delegate
and one alternate to the Chapters Regional Committee. At least one of said delegates shall be an officer-
elect of the Chapter. The delegates shall be announced at the annual meeting of the Chapter. The names
of such delegates shall be certified in writing by the Secretary to the Secretary of the Society and the
Regional Chair by the first day of the following June.
5.18 Term. The delegate and alternate delegate shall serve for a term of one (1) year, commencing on the
first day of July following their election. No member may be elected to serve as the delegate for more than
two (2) consecutive terms; no member may be elected to serve as the alternate delegate for more than two
(2) consecutive terms; and no member may be elected to serve in either capacity for more than four (4)
consecutive terms.

Revised: 2018-Feb-28
5.19 Duties. The duties of the delegate and alternate delegate shall be as prescribed from time to time by
the Society. They shall transmit recommendations concerning policies, procedures, and operations of the
Society, its Chapter and its Student Branches to the Regional Chair in advance of the Chapters Regional
Committee Meeting; shall attend such meeting; shall suggest candidates for the Board of Directors of the
Society, Society committees, and miscellaneous Society honors and awards; shall participate in the election
of one (1) member and one (1) alternate member to serve on the Society Nominating Committee; and shall
report to the Board of Governors of the Chapter regarding the business transacted at the Chapters Regional
Committee meeting, together with any recommendations for Chapter action.
5.20 Vacancies and Removal. Whenever either delegate is unable to fulfill this office, the Board of
Governors shall appoint another delegate. Either delegate may be removed by the Board of Governors
whenever, in its judgment, the best interests of the Chapter will be served thereby.

ARTICLE VI – MEETINGS OF MEMBERS

6.1 Regular Meetings. Meetings of the Chapter shall be held on at least a monthly basis from __________
through ____________ at such time and place as is prescribed by the Board of Governors.
6.2 Annual Meeting. The annual meeting of the chapter for the installation of officers and the Board of
Governors and the announcement of committee appointments shall be held in the month of _____________
at such time and place as is prescribed by the Board of Governors.
6.3 Special Meetings. Special meetings of the Chapter may be called by the President at the President's
discretion, or at the request of the Board of Governors or 15 percent of the members with voting rights.
6.4 Notice of Meetings. Timely written notice of all meetings shall be sent by the Secretary to all members
setting forth the place, date and hour of the meeting and, in the case of a special meeting, the purpose
thereof.
6.5 Quorum. A quorum for the transaction of business at a meeting of the Chapter shall consist of 15
percent of the members having voting rights, except that no business may be transacted unless a majority
of the Board of Governors is also in attendance.
6.6 Majority Vote. A majority of the number of votes cast in person or by proxy shall be necessary for the
adoption of any matter, except as otherwise provided in these Bylaws.
6.7 Proxies. A member may vote on any matter by a written proxy executed and dated by the member. No
proxy shall be valid after ninety (90) days from the date of its execution, unless otherwise provided in the
proxy.

ARTICLE VII – BOARD OF GOVERNORS

7.1 Duties. The property and affairs of the Chapter shall be managed by the Board of Governors. The
Board of Governors may execute all business of the Chapter that does not require action by the full
membership of the Chapter. The presiding officer shall report briefly on these actions at the next Chapter
meeting.
7.2 Composition. The Board of Governors of the Chapter shall consist of the officers, the most recent
available past president, and a minimum of two members elected pursuant to Article V hereof.
7.3 Meetings. The time and place of regular meetings of the Board of Governors shall be at the discretion
of the Board. A special meeting of the Board of Governors may be called by the President, at the President's
discretion, or at the written request of two (2) members of the Board.
7.4 Quorum and Majority Vote. A quorum for the transaction of business shall consist of a majority of the
Board present in person, and the majority vote of the members present in person or by proxy shall be
necessary for the adoption of any matter, except as otherwise provided in these Bylaws. The form of proxies
shall be governed by Article VI, paragraph 6.7 hereof.
7.5 Notice of Meetings. Timely written notice of all meetings shall be sent by the Secretary to all members
setting forth the place, date and hour of the meeting and, in the case of a special meeting, the purpose
thereof.
5

Revised: 2018-Feb-28
7.6 Appointments to Auditing Committee. The Board of Governors-elect shall appoint members to the
Auditing Committee, pursuant to paragraph 8.3.2.1 hereof, at a meeting of the Board of Governors-elect
held prior to the annual meeting of the Chapter. Appointments shall be announced at such annual meeting.

ARTICLE VIII – COMMITTEES

8.1 General. All Chapter Committees shall be designated as Standing Committees or Special Committees.
Standing Committees are mandatory and are of a continuing nature, while Special Committees are created
for a specific purpose and may be dissolved when their functions have been completed.
8.2 Appointments. Except as noted herein, all Standing Committee members and respective Chairs thereof
shall be appointed by the President-Elect pursuant to Article 5.4.
8.3 Standing Committees. Standing Committees primarily essential to chapter, regional and Society
activities are broken into two categories: those that are mandatory and those that are optional, but whose
functions are essential to the Chapter operation.
8.3.1 Mandatory standing committees are the Chapter Nominating; CRC Action; Student Activities;
Membership Promotion, Research Promotion, Chapter Technology Transfer, Government Affairs, Young
Engineers in ASHRAE and Historical.
8.3.1.1 Chapter Nominating Committee. The Nominating Committee shall consist of five (5) members in
good standing. One member of the Board of Governors may serve on the Nominating Committee, but not
as its chair. The Committee shall be elected by the Chapter at the __________ meeting.
(Option 1) At the preceding meeting, the Board of Governors shall submit to the members their nominations
for the committee. Additional nominations may be made by members from the floor at said meeting.
(Option 2) Nominations shall be made by members from the floor at such meeting.
Nominees receiving the five highest number of votes shall be elected. In the case of a tie, there shall be a
runoff election which shall be held at the same meeting. The Nominating Committee shall elect its own
chair.
8.3.1.2 CRC Action Committee. The CRC Action Committee shall determine major items of concern to the
Chapter; obtain biographies on possible candidates for Society and regional offices, committees, and
various regional and Society honors and awards; provide direction to the delegate and alternate delegate
on actions to be presented on the Chapter's behalf at the CRC. The Chair of this Committee should be a
past president of the Chapter.
8.3.1.3 Student Activities Committee. The Student Activities Committee shall assist and cooperate with
other technical and scientific organizations to influence pre-college (K-12) education in math and science;
shall assist in the formation and/or continuing operation of student branches of the chapter; and shall assist
with chapter participation in continuing education courses and related activities. The Chair of this Committee
is expected to attend the CRC Meeting (for spring CRCs, the incoming chair).
8.3.1.4 Membership Promotion Committee. The Membership Promotion Committee shall encourage
applications by persons qualified for membership in the Society; shall encourage increased member
participation in Chapter affairs; and shall encourage members to advance in their membership grade in the
Society. The Chair of this Committee is expected to attend the CRC Meeting (for spring CRCs, the incoming
chair).
8.3.1.5 Research Promotion Committee. The Research Promotion Committee shall conduct an annual
campaign to obtain investments in ASHRAE Research, The ASHRAE Foundation and Education through
the ASHRAE Learning Institute. The Chair of this Committee is expected to attend the RP Centralized
Training Workshop and Special Regional Committee Meeting when called by the Regional Vice Chair for
Research Promotion.
8.3.1.6 Chapter Technology Transfer Committee. The Chapter Technology Transfer Committee shall
develop liaison on programs, make arrangements for speakers for programs and technical sessions at
chapter meetings, including speaker’s requirements for equipment, accommodations and travel
arrangements and act as host throughout the meetings. The committee shall coordinate the efforts of the
chapter by making arrangements with area educational institutions for continuing education courses, and
6

Revised: 2018-Feb-28
develop an active “Speakers Bureau” to present talks and seminars to chapters and regions. The
committee shall submit PAOE points related to chapter programs. The committee shall provide timely
reports to the regional vice chair. The Chair of this Committee is expected to attend the CRC Meeting (for
spring CRCs, the incoming chair).
8.3.1.7 Government Affairs Committee. The Government Affairs Committee shall provide current and
relevant information to ASHRAE members regarding Government Affairs in their communities in areas of
interest to ASHRAE members. Subsequently, members so engaged should then help keep their chapters,
regions and Society Government Affairs staff informed on governmental activities of interest to ASHRAE.
The committee shall coordinate dissemination of governmental activities-related information to members
and obtain feedback from chapter and individual member Government Affairs. Maintain high-quality and
readily available tools to train and enable chapter members to effect positive interactions with government
entities in their communities, especially in the use of ASHRAE documents and the advancement of the
ASHRAE public policy agenda. Serve as a clearinghouse of government adoptions of ASHRAE-
developed and endorsed standards, guidelines and positions. Encourage an active, informed
membership by keeping local, provincial and state governments updated on technical issues. The Chair
of this committee is expected to attend the CRC Meeting.
8.3.1.8 Young Engineers in ASHRAE (YEA) Committee. The YEA Committee shall attract new members
35 and younger and encourage student transfers; shall retain YEA members by organizing opportunities
and activities that directly benefit the demographic; and shall encourage YEA members to become actively
involved at the Chapter, Region, and/or Society level.
8.3.1.9 Historical Committee. The Historical Committee shall collect and safeguard facts, photographs,
records and other memorabilia pertinent to the history of the Chapter. The Chair of this Committee is
expected to attend the CRC Meeting (for spring CRCs, the incoming chair).
8.3.2 Optional Committees, whose functions are essential to the Chapter operation, are Auditing;
Refrigeration; Reception; Publicity; Attendance; Publication (or Newsletter); Honors and Awards; Special
Events; and Chapter Section (if appropriate). The duties and functions of each Optional Committee (several
of which may be combined under a single chair) are as follows:
8.3.2.1 Auditing Committee. The Auditing Committee shall consist of three (3) members, none of whom
shall be members of the Board of Governors, and shall elect its own chair.
8.3.2.2 Refrigeration Committee. The Refrigeration Committee shall promote the refrigeration activities of
the Society by promoting the interests and endeavours of those members whose primary concern is
refrigeration; shall provide or arrange technical talks on refrigeration to the members at regular chapter
meetings; shall promote chapter-sponsored seminars on refrigeration and shall arrange for continuing
education in the refrigeration field. The activities of the Refrigeration Committee shall be coordinated with
the Chapter Technology Transfer Committee, and if there is no Refrigeration Committee the activities
described above shall be handled by the Chapter Technology Transfer Committee.
8.3.2.3 Reception Committee. The Reception Committee shall encourage fellowship among members and
shall extend cordial greetings to guests and new members of the Society.
8.3.2.4 Publicity Committee. The Publicity Committee shall publicize the name, purposes and activities of
the Chapter in an effort to obtain qualified members; and shall report Chapter activities of public interest to
the news media.
8.3.2.5 Honors and Awards Committee. The Honors and Awards Committee shall consist of a chair and at
least two (2) additional members, preferably past chapter presidents. The Honors and Awards Committee
shall promote the recognition of outstanding chapter members within the chapter, region, Society,
associated societies and the community. The committee shall submit names of qualified chapter members
to the Chapter CRC Action Committee.
8.3.2.6 Attendance Committee. The Attendance Committee shall be responsible for contacting each
member of the Chapter prior to each scheduled meeting or event to ensure that they have received notice
of that meeting or event, and to ascertain the expected attendance.
8.3.2.7 Publications or Newsletter Committee. The Publications Committee shall obtain news of interest to
the Chapter members and supervise the publishing of the Chapter newsletter.

Revised: 2018-Feb-28
8.3.2.8 Special Events Committee. The Special Events Committee shall handle the arrangements for any
special events to be sponsored by the Chapter, or for other events to which the Chapter membership has
been invited.
8.3.2.9 Chapter Section Committee. When a chapter area is defined that is not being provided chapter
services, the chapter may form a Chapter Section Committee to start and maintain chapter sections within
the chapter area. The chapter president shall name a section representative for each section who will
maintain liaison with the chapter.
8.4 Other Committees. Additional committees shall be termed as Special Committees and may be
appointed at any time by the President, with the advice and approval of the Board of Governors, and shall
be announced at the next meeting of the Chapter.
8.5 Vacancies. Whenever any member refuses an appointment to a committee or whenever there is a
vacancy on any committee by resignation or otherwise, the President shall, with the advice and approval
of the Board of Governors, appoint another member to such committee.
8.6 Removal. Any committee member appointed or elected may be removed by the person or persons
authorized to appoint or elect such member whenever, in their judgment, the best interests of the Chapter
will be served thereby, except that the President shall remove a member only with the advice and approval
of the Board of Governors.
8.7 Attendance at Board Meetings. Committee Chairs shall attend the meetings of the Board of Governors
when so requested by the presiding officer, but shall not be entitled to voting rights at such meetings.

ARTICLE IX – RULES OF ORDER

Rules of Order. Except as otherwise provided in these Bylaws, the conduct of meetings of the members
shall be governed by the rules of procedure set forth in the current edition of Robert’s Rules of Order Newly
Revised.

ARTICLE X – AMENDMENTS
10.1 Powers and Limitations. All Articles of these Bylaws shall be subject to alteration or repeal, consistent
with the Certificate of Consolidation, Bylaws, and Rules of the Board of Directors of the Society and
applicable tax regulations for non-profit organizations or corresponding provisions of applicable tax laws.
10.2 By Society. Amendments to these Bylaws set forth in written directives of the Secretary of the Society
shall be adopted by a majority of the Board of Governors. Written copies of said amendments shall be sent
by the chapter secretary to all members, or an officer of the Chapter shall read said amendments at the
next succeeding chapter meeting.
10.3 By Chapter. Amendments to these Bylaws may also be initiated by a written resolution of a majority
of the Board of Governors or by not less than five (5) members in good standing with voting privileges and
may be presented at any meeting of the Chapter. If approved by a majority of the members present, the
chapter secretary shall send copies of the proposed amendments to all members not less than seven (7)
days before the next succeeding meeting. If approved by a two-thirds (2/3) vote at such meeting, the chapter
secretary shall forward such proposed amendments to the Secretary of the Society for approval by the
Members Council of the Society and review by the Regional Chair. Any amendments shall become effective
only upon receipt of written notice of approval by the Members Council or its authorized representative of
the Society.

ARTICLE XI – DISSOLUTION
11.1 The chapter may be dissolved:
a. with the consent of not less than sixty (60) percent of the members in good standing of the
chapter with voting rights expressed, either in person or by proxy, at a special meeting called
for that purpose, or

Revised: 2018-Feb-28
b. by a two-thirds vote of the ASHRAE Board of Directors after written preferment of charges,
sixty (60) days written notice of hearing sent by registered mail to the President of the Chapter,
and an adequate opportunity for the chapter representative to be heard before the Board of
Directors or a committee of three (3) or more members designated by the Board of Directors.
11.2 In the event of dissolution, all debts and liabilities legally incurred on behalf of the chapter shall be fully
discharged. The remaining funds shall be disposed of in accordance with paragraph 11.3 thereof.
11.3 Upon the dissolution of the Chapter, any assets remaining thereafter shall be conveyed to the Society.
11.4 In the event that the Society is not then in existence or is not then exempt under applicable tax regulations
for non-profit organizations or corresponding provisions of tax laws, the assets shall be conveyed to such
organization then existent, dedicated to the perpetuation of objectives similar to those of the Society and
exempt.

ARTICLE XII – ADOPTION

These Bylaws shall be completed and adopted by a majority of the Board of Governors. Written copies of
said Bylaws shall be sent by the Secretary to all members and shall be sent, as amended, to such persons
as shall, from time to time, become members of the Chapter.

Adopted by the Chapter

Date

Chapter President

Revised: 2018-Feb-28
MANUAL FOR CHAPTER OPERATIONS

Appendix 11B: Options for Customizing Chapter Bylaws  
The purpose of the model constitution and bylaws is to provide a constitution and bylaws that will meet the
need of any chapter and still comply with the Certificate of Consolidation, Society Bylaws, the Rules of the
Board of Directors, the New York State not-for-profit law, and Federal and Georgia state laws under which
ASHRAE is administered. As such, the constitution and bylaws constitute a legal document which has
been approved by the ASHRAE Board of Directors and reviewed by legal counsel.

The model bylaws are flexible in that they allow the chapter certain options in the selection of dates, the
appointment of committees, the selection of committee members, and the methods of election. This limited
flexibility is provided to accommodate the needs of chapters, regardless of their geographic location and
size.

Additional items which are unique to a chapter's operation should be placed in a document titled “[Name of
chapter] Chapter Manual of Procedures” and should include the following introduction:

[Name of Chapter] Chapter Manual of Procedures

This [name of chapter] Chapter Manual of Procedures contains information to supplement the [name]
Chapter's bylaws. The contents of this document are not included in the chapter's bylaws but are needed to
describe specific procedures by which the chapter operates. Examples: Scholarship program administered by
the chapter; duties of an officer in addition to those described in the chapter bylaws.

Items included in this Chapter Manual of Procedures and any changes thereto require approval by the
chapter membership only. No additional approvals are required.

This document supplements, but is not a part of, the [name] Chapter bylaws.

Acceptable deviations to the model bylaws have been published to permit additional options which are based
on experience and changing times in order that the chapters are given the best possible basis for successful
operation.

Appendix 11B - 1 
MANUAL FOR CHAPTER OPERATIONS

Model ACCEPTABLE DEVIATIONS FOR STUDENT BRANCHES

Bylaws
Section
SB 2.1 Students from multiple institutions may form a single student branch.
SB 3.1 Student Branches in Southern Hemisphere may schedule meetings that do not coincide with Society year
(i.e., if summer falls during December-January, meetings may run from February-November)
SB 5.1 Only three members on Board of Governors of Student Branch.
Model ACCEPTABLE DEVIATIONS FOR CHAPTERS
Bylaws
Section
4.4 A chapter may increase the amount of time referenced in model bylaws paragraph 4.4: "...anyone who has
not paid chapter fees, dues, assessments or other charges within sixty (60) days of their due date..."
6.2 Elimination of annual mee ting. (Names of new officers would be announced immediately following the
election and would take over at the beginning of the next fiscal year with no formal "changing of the guard.")
6.7 Absentee ballot in lieu of proxy.
5.1 One officer with title of President-Elect/Vice-President.
5.2 A chapter may omit paragraph 5.2 from its Bylaws regarding multiple offices.
5.3-5.7 Specific officer committee assignments may be made by the chapter.
5.3-5.7 Requirement that an individual must serve two full terms on Board of Governors to be eligible to serve as an
officer.
5.4 & 5.10 Chapter committee chairmen may be elected rather than appointed by the President-Elect of the chapter.
5.5 Requirement that to be eligible to serve as Vice-President, an individual must have prior service as eith er
Secretary or Treasurer of the chapter.
5.9 The President and the President-Elect "shall not be eligible to serve" consecutive terms.

8.3.1.1 Nominating Committee may be reduced to less than five members (acceptable only in chapters with fewer
than 50 chapter dues-paying members). Acceptable to state “the Nominating Committee shall be composed
of three or more members.”

Model DEVIATIONS ACCEPTABLE BUT NOT RECOMMENDED

Bylaws
Section
7.2 Caution should be exercised concerning having more than four additional Board members due to difficulty
meeting quorum requirements.
8.4 Adding committees that are unique to the chapter. Paragraph 8 .4 provides for the appointment of other
committees without specifying them in the Bylaws.
5.17 Failure to name an officer-elect as one of the delegates to the CRC. Chapter names immediate Past
President as delegate and President as alternate. (only delegate and alternate can attend closed caucus
sessions.)
5.17 Delegates to CRC not elected by Board. Send President-Elect as delegate and Vice-President as alternate –
similar to prior item.

Appendix 11B - 2
MANUAL FOR CHAPTER OPERATIONS

Model DEVIATIONS NOT ACCEPTABLE

Bylaws
Section
General Listing membership grades as part of the Bylaws. (All membership grades are listed in the Society Bylaws.
A chapter could list them in the front of the Chapter Roster, if desired.)
General Statement on Organization Philosophy in the Bylaws. (Already included in Manual for Chapter
Operations.)
4.9 Board of Governors may levy dues, fees, etc. without vote of the membership.
4.10 Change dates of fiscal year. (Society fiscal year is July 1 – June 30. Since chap ters and student branches
are part of the Society, they must have the same fiscal year as the Society.)
5.5 Vice-President automatically becomes President-Elect if President-Elect is deposed. (President-Elect is an
elected position. A special election should be called, if necessary.)
5.10 Elimination of requirement that Nominating Committee obtain "in writing" statement that a candidate is
willing to stand for election.
5.10 Nominating Committee only nominates individuals to fill vacancies on Board of Governors. After election to
Board by Chapter members, the Board members elect the offices themselves.
5.10 Automatic Succession of c hapter officers to a high er position (no t acceptable except in the case of
President-Elect). Chapter officers must be elected by the membership).
5.16 Board of Governors may remove an officer or Board member without a vote by the chapter membership.
8.3.1 CRC Action Committee omitted.
8.3.1 Historical Committee omitted.
8.3.2 & Auditing Committee omitte d; CPA used to audit books periodically. (The A uditing Committee should
8.3.2.1 monitor the finances of the chapter during the entire year, whereas the auditor only reviews the books on
an annual or bi-annual basis.)
8.3.1.1 Nominating Committee appointed (rather than being nominated and elected by chapter membership).
8.3.1.1 President-Elect and immediate Past President automatically serve on Nominating Committee. (Members of
the Nominating Committee are elected by the chapter membership.)
10.2 Failure to notify members of amendments to chapter Bylaws
10.3 Board of Governors approves amendments to chapter Bylaws (rather than chapter members)

Appendix 11B - 3 
MANUAL FOR CHAPTER OPERATIONS

Appendix 11C: Proc edure for Changing Chapter Bylaws 
The purpose of the model constitution and bylaws is to provide a constitution and bylaws that will meet the
need of any chapter and still comply with the Certificate of Consolidation, Society Bylaws, the Rules of the
Board of Directors, the New York State not-for-profit law, and Federal and Georgia state laws under which
ASHRAE is administered. As such, the constitution and bylaws constitute a legal document which has been
approved by the ASHRAE Board of Directors and reviewed by legal counsel.

The model bylaws are flexible in that they allow the chapter certain options in the selection of dates, the
appointment of committees, the selection of committee members, and the methods of election. This limited
flexibility is provided to accommodate the needs of chapters, regardless of their geographic location and
size.

Acceptable deviations to the model bylaws have been published to permit additional options which are
based on experience and changing times in order that the chapters are given the best possible basis for
successful operation.

These are the steps which should be followed in updating chapter bylaws:

Step Responsible Action

1. Staff Provide model constitution and bylaws and list of options for customizing
to meet the chapter’s needs

2. Staff Provide updated bylaws with changes noted to chapter, copy to Director
and Regional Chair (DRC)

3. DRC Work with chapter President (at CRC or on chapter visit) to update bylaws

If chapter accepts changes:

4. Chapter Board of Governors votes to accept changes; President signs and dates
updated bylaws and returns to Headquarters

5. Staff If chapter has indicated additional acceptable changes, staff revises and
returns bylaws to chapter for verification, final acceptance and signature

If chapter requests changes or additions that are not on list of options:

6. DRC Refer outstanding questions to staff liaison who refers to Members Council
for resolution if necessary

7. Staff Provide explanation and ruling to DRC who communicates explanation to

chapter

8. Chapter Repeat step 4

Appendix 11C - 1
MANUAL FOR CHAPTER OPERATIONS

If chapter does not accept changes:

9. DRC Refers outstanding questions to staff liaison who refers to Members

Council for resolution if necessary

10. Staff Provides explanation/ruling to DRC who negotiates with chapter

If chapter still does not accept changes:

11. Chapter May appeal question to Members Council

If chapter still does not accept changes:

12. Chapter May appeal question to Board of Directors for final judgment

Chapters should direct questions concerning this procedure to DRC or staff.

Appendix 11C - 2
MANUAL FOR CHAPTER OPERATIONS

Appendix 11D: Chapter Officer Installation Ceremony 

FELLOW MEMBERS AND GUESTS, IT IS MY HONOR TO PERFORM THE INSTALLATION OF YOUR

CHAPTER OFFICERS. THE CHAPTER OF ASHRAE IS A CHAPTER OF A
DISTINGUISHED ENGINEERING SOCIETY. IT IS IMPORTANT TO REMEMBER THAT ASHRAE IS AN
ENGINEERING TECHNICAL SOCIETY, ORGANIZED TO ADVANCE THE ARTS AND SCIENCES OF
THE ENGINEERING OF HEATING, VENTILATING, AIR-CONDITIONING, AND REFRIGERATING TO
SERVE HUMANITY AND TO PROMOTE A SUSTAINABLE WORLD. LET US REMEMBER THE
FOUNDING PRINCIPLES OF OUR SOCIETY AND TO ASSIST THOSE INDIVIDUALS CHARGED TO
GIVE US, LEADERSHIP IN THE YEAR AHEAD.

THE ACCOMPLISHMENT OF ASHRAE’s OBJECTIVES REQUIRES THE DEVOTED EFFORTS OF

THOUSANDS OF MEMBERS, TO CONTRIBUTE TIME AND TALENT TO THE ACTIVITIES OF THE
SOCIETY.

MANY ASHRAE MEMBERS WHO HAVE MADE SUBSTANTIAL CONTRIBUTIONS TO THE SOCIETY
ARE HERE. THE OFFICERS AND BOARD OF GOVERNORS OF THE
CHAPTER, WHO ARE ABOUT TO BE INSTALLED, ARE ACCEPTING A HIGHLY IMPORTANT
RESPONSIBILITY TO SERVE US DURING THEIR ENSUING TERM OF OFFICE.

YOU HAVE ELECTED THEM TO THEIR OFFICES. YOU ALSO HAVE A RESPONSIBILITY TO HELP
THEM IN THE CONDUCT OF THE AFFAIRS OF THIS CHAPTER. TO MAKE YOUR CHAPTER AN
EFFECTIVE CONTRIBUTION TO ASHRAE ACCOMPLISHING ITS OBJECTIVES REQUIRES THE
COORDINATED EFFORT OF THE MEMBERS OF YOUR CHAPTER. PARTICIPATION IN CHAPTER
AND SOCIETY ACTIVITIES WILL REWARD YOU IN YOUR KNOWLEDGE OF THE INDUSTRY AND
ENHANCE YOUR PROFESSIONAL GROWTH AS YOU SERVE YOUR COMMUNITY AND THIS
SOCIETY.

AS MEMBERS, IT IS YOUR RESPONSIBILITY TO PROVIDE YOUR TIME AND TALENT TO SERVE

WHEN CALLED, AND TO CONTRIBUTE YOUR INTEREST, ABILITY AND CONSTRUCTIVE CRITICISM
TO THE BUILDING OF A BETTER CHAPTER AND SOCIETY FOR THE SERVICE OF THE GENERAL
PUBLIC AND OUR PROFESSION.

AS IS TRUE IN ANY ORGANIZED SOCIETY, THE AUTHORITY OF THE DIRECTION OF THE AFFAIRS
OF THE SOCIETY IS DELEGATED TO THE OFFICERS AND GOVERNORS WHO ARE ELECTED BY
THE MEMBERS.

IT IS MY PRIVILEGE TO PRESENT, INSTALL AND INVEST THOSE WHO ARE TO SERVE YOUR
CHAPTER FOR ITS NEXT SOCIETY YEAR.

PRESIDENT
NAME AND CALL FORWARD
PROVIDE BACKGROUND OF SERVICE

THE GENERAL LEADERSHIP OF THE CHAPTER IS ENTRUSTED TO YOU.

YOU WILL ACT AS CHAIRMAN OF THE BOARD OF GOVERNORS, ACT AS CHIEF EXECUTIVE
OFFICER, EX-OFFICIO, AND BE A PART OF ALL COMMITTEES.

APPENDIX 11D - 1
MANUAL FOR CHAPTER OPERATIONS

AS CHIEF EXECUTIVE OF THE CHAPTER, IT WILL BE YOUR RESPONSIBILITY TO SEE THAT THE
POLICY DIRECTIVES OF THE SOCIETY AND YOUR BOARD OF DIRECTORS ARE CARRIED OUT.
YOU ARE THE ONE TO WHOM THE MEMBERS OF THE CHAPTER CAN AND WILL DIRECT THEIR
CRITICISM OF CHAPTER POLICIES AND ACTIVITIES, AND YOU MUST RENDER SATISFACTION TO
THEM ALL.

SERVICE AS A CHAPTER PRESIDENT OF THIS SOCIETY CARRIES WITH IT A GREAT HONOR, A

REAL RESPONSIBILITY AND A LOT OF HARD WORK. DO YOU, PROMISE TO
FULFILL THE DUTIES AND RESPONSIBILITIES OF YOUR OFFICE AS SPECIFIED IN THE MANUAL
FOR CHAPTER OPERATIONS?

I AM ESPECIALLY PLEASED ON BEHALF OF THE MEMBERS OF ASHRAE TO INSTALL YOU AS

CHAPTER PRESIDENT.

WE WILL NOW PRESENT YOUR OTHER OFFICERS AND MEMBERS OF YOUR BOARD OF
GOVERNORS.

PRESIDENT-ELECT

, AS PRINCIPAL ASSISTANT TO THE PRESIDENT, YOU WILL AT ALL TIMES

BE PREPARED TO ASSUME, SHOULD THE PRESIDENT BE UNABLE TO ATTEND CHAPTER
MEETINGS, BOARD MEETINGS, AND SUCH OTHER DUTIES AS MAY BE DELEGATED TO YOU. DO
YOU PROMISE TO FULFILL THE DUTIES OF THE OFFICE AS SPECIFIED IN THE
MANUAL FOR CHAPTER OPERATIONS?

I AM PLEASED TO INSTALL YOU IN THE OFFICE OF PRESIDENT-ELECT.

VICE PRESIDENT

, YOU WILL ACT AS ASSISTANT TO THE PRESIDENT. DO YOU

PROMISE TO FULFILL THE DUTIES OF THE OFFICE AS SPECIFIED IN THE
MANUAL FOR CHAPTER OPERATIONS?

I AM PLEASED TO INSTALL YOU IN THE OFFICE OF VICE PRESIDENT.

SECRETARY

, IT WILL BE YOUR PARTICULAR RESPONSIBILITY TO KEEP DUE RECORDS OF

MEETINGS, ATTEND TO CORRESPONDENCE AND BE AN AIDE TO THE SENIOR OFFICERS. DO
YOU PROMISE TO FULFILL THE DUTIES OF THE OFFICE AS SPECIFIED IN THE
MANUAL FOR CHAPTER OPERATIONS?

I AM PLEASED TO INSTALL YOU IN THE OFFICE AS CHAPTER SECRETARY.

TREASURER

, IT WILL BE YOUR DUTY TO RECEIVE ALL MONIES, PAY ALL AUTHORIZED

ACCOUNTS AND TO GIVE DUE ACCOUNTING FINANCIALLY WHENEVER YOU ARE CALLED UPON.

APPENDIX 11D - 2
MANUAL FOR CHAPTER OPERATIONS

DO YOU PROMISE TO FULFILL THE DUTIES OF THE OFFICE AS SPECIFIED

IN THE MANUAL FOR CHAPTER OPERATIONS?

I AM PLEASED TO INSTALL YOU IN THE OFFICE AS CHAPTER TREASURER.

THE BOARD OF GOVERNORS

, MEMBERS OF THE BOARD OF GOVERNORS. “LIST”

(CHARGE TO BOARD OF GOVERNORS)

BECAUSE OF YOUR DEMONSTRATED INTEREST AND ACTIVITY IN SOCIETY AFFAIRS, YOUR

FELLOW MEMBERS HAVE ELECTED YOU TO REPRESENT THEM ON THE BOARD OF GOVERNORS
OF THE CHAPTER.

IT WILL BE YOUR RESPONSIBILITIES TO MEET AS A BOARD, TO DELIBERATE AND TAKE ACTION

ON ALL MATTERS THAT COME BEFORE IT.

SINCE THE BOARD OF GOVERNORS IS THE GOVERNING BODY OF THIS CHAPTER, IT IS AN

HONOR AND A PRIVILEGE TO SERVE ON IT AND IT IS MY PLEASURE TO WELCOME YOU TO THIS
ACTIVITY OF THE SOCIETY, AND TO INSTALL YOU AS THE OFFICERS AND MEMBERS OF THE
BOARD OF GOVERNORS OF THE CHAPTER OF ASHRAE.

THESE ARE YOUR CHAPTER OFFICERS AND THEY NEED AND DESERVE YOUR SUPPORT.

APPENDIX 11D - 3
MANUAL FOR CHAPTER OPERATIONS

Appendix 11E: Model Letters for Revocation of Chapter Charter 
 
A. SAMPLE BOD LETTER 

(DATE)

(NAME)
President, Chapter
(Address)

Dear :

The Board of Directors of ASHRAE at its (annual-winter) meeting in

(city) on (date) has, by a two-thirds vote of the members
present, agreed with Members Council’s recommendation to the Board that the charter of
the (name) Chapter be revoked.

As allowed in the revocation policy, you or representatives of the chapter, are entitled to a
hearing in front of this Board, or a committee of three or more members appointed by this
Board, to present your case if you feel we have erred in this matter. You have 30 days
from the date of this letter to advise me of your decision. If a hearing is requested, you, or
the representatives of the chapter, will be notified of the date, time and place of this
hearing. If you fail to respond within the allotted time it will be assumed that you agree with
the Board’s action in this matter.

Sincerely,

Executive Vice President

cc: DRC
Chapter File
Chair, Members Council
Director, Member Services

APPENDIX 11E - 1
MANUAL FOR CHAPTER OPERATIONS

B. SAMPLE DRC LETTER 

(DATE)

(NAME)
President, Chapter
(Address)

Dear :

This letter, being sent by registered mail, is to inform you that I will be recommending to
Members Council, at its next regularly-scheduled meeting, that your chapter charter be
revoked for the following reasons:

(SET FORTH THE REASONS FOR REVOCATION HERE USING THE LIST FOUND IN
THE REVOCATION POLICY, SECTION 12.10, AS A GUIDE.)

As established in the revocation policy, you have 60 days from the date of receipt of this
letter to respond. If you fail to respond within this time limit or your response is
unacceptable to me, I will move forward with this recommendation.

If Members Council supports my recommendation, it will go forward as an action item to

the Board of Directors. If the Board supports it, you will receive a letter from the Board, or
its representative, providing you an opportunity to appear before the full Board or a
committee of three or more members selected by the Board to present your case.

If you have any question or need any clarification, please feel free to write or call me.
However, you must act within the 60-day time period. If you fail to respond with the allotted
time it will be assumed that you agree with my action in this matter.

Sincerely,

Chair, Region

cc: Chapter File

Chair, Members Council
Director, Member Services

APPENDIX 11E - 2
MANUAL FOR CHAPTER OPERATIONS

Appendix 11F: Petition to Reassign New and Existing Chapters or Sub‐Regions to 
Another Region  
ASHRAE
1791 TULLIE CIRCLE, NE ATLANTA, GEORGIA 30329 USA

TO THE BOARD OF DIRECTORS OF ASHRAE, INC., ATLANTA

The undersigned Members and Associate Members of ASHRAE, of the

Chapter OR Sub-Region , located in Region whose headquarters are located in the city of
, in , and whose geographic area of activity
is , respectfully present this petition for reassignment to Region
.

The Chapter or Sub-Region requests reassignment to a

different region.

Please provide rationale and justification for this change as indicated in the Chapter or Sub-
Region Reassignment Procedures (Manual for Chapter Operations Section 11.11), including
fiscal impact for both regions involved (attach additional sheets if needed).

Note: A minimum of 40 names must appear on this petition.

Appendix 11F - 1
MANUAL FOR CHAPTER OPERATIONS

NAME MEMBERSHIP # SIGNATURE

(Please Print)
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Appendix 11F - 2
MANUAL FOR CHAPTER OPERATIONS

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Appendix 11F - 3
MANUAL FOR CHAPTER OPERATIONS

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Respectfully Submitted By:

(Print or type name)

Chapter President or Sub-Region Chair

(Chapter or Sub-Region name)

Signature of Chapter President or Sub-Region Chair

Date

(Print or type name)

Region:

Signature of Director and Regional Chair

Appendix 11F - 4
MANUAL FOR CHAPTER OPERATIONS

Date

(Print or type name)

Reassigned Region:

Signature of Director and Regional Chair

Date

Return to:
Director of Member Services
ASHRAE Headquarters
1791 Tullie Circle NE
Atlanta, GA 30329
USA

Appendix 11F - 5
MANUAL FOR CHAPTER OPERATIONS

SECTION 12
CHAPTER OR REGION SECTIONS
12.1 Creating a Chapter or Region Section
12.2 Qualifications of Section Membership
12.3 Section Operations
12.4 Charter Meeting
12.5 Duties of the Section Representative
12.6 Chapter or Region Support of Sections
12.7 Dissolution of a Section

SECTION 12 section. This committee represents all sections

CHAPTER OR REGION SECTIONS formed within the chapter area.

12.1 Creating a Chapter or Region Section 12.1.3 Section Organization

Many Society members reside in areas that are The chapter President shall name a section
not geographically close to a primary chapter representative from each section to be formed
location. One way for members in these areas to who shall serve on the Chapter Section
be active in ASHRAE at the local level is to create Committee and maintain liaison with the chapter.
a section.
The section will operate within the chapter
A section must be sponsored by either an existing bylaws, a copy of which shall be provided to the
chapter or a region. The support of a section is section representative by the chapter President.
vital to Society’s ability to provide services to
geographical areas that are inhabited by groups The section will operate according to the Manual
of members whose numbers may not be large for Chapter Operations, a copy of which shall be
enough to support a chapter and who cannot provided to the section representative by the
attend regular meetings because of their remote DRC and/or the Society Director of Member
locations. Services.

12.1.1 Review Chapter or Region Areas The section will not function as a chapter. All
activities must be approved by the chapter Board
Determine if groups of members within a chapter of Governors (BOG) or DRC.
area or region are not able to be served
adequately by an existing chapter functions and if 12.1.4 Section Approval
a sufficient number of these members want to
form a section. The Petition for Establishing a Section, which is
provided in Appendix 12A, shall be signed by:
12.1.2 Form Section Committee
 Minimum of ten chapter members who work
When an area is defined that is not being or reside within the section's defined area
provided chapter services and in which a
sufficient number of members wish to form a  Section representative
section, the chapter president or Director and
Regional Chair (DRC) shall appoint a Section  President of the sponsoring chapter (if
Committee to start and maintain the chapter applicable)

Page 12 - 1
MANUAL FOR CHAPTER OPERATIONS

 Director and Regional Chair (DRC) be taken into account when determining the
amount of section dues.
The completed and signed petition shall be
forwarded to the Member Services staff at E. The name of a section shall take the following
Society Headquarters. The signed petition must form:
be on file at Headquarters before the chapter
section can be officially approved. The______Section of the_______Chapter or
The______Section of Region_______.
Chapter sections are officially approved by
Members Council at its Winter, Annual and Fall 12.3.1 Assignment of Section Members
meetings each year.
A section member can be assigned only to
Following the Winter, Annual or Fall meetings, the sponsoring chapter or region; however,
Member Services staff will notify the President of the section member can elect to belong to
the sponsoring chapter (if applicable) and the any chapter he or she desires.
DRC of the approval of the section in writing, with
copy to the appropriate Regional Vice Chair 12.3.2 Section Petition, Minutes, Banner and
(RVC) of Membership Promotion. Charter

Member Services staff shall maintain a list of The section petition, minutes, banner and
active sections within Society. charter will be the same as for a chapter
because they serve as a tangible
Member Services staff shall annually submit a list presentation of the existence of the section,
of active sections to Members Council. chapter, region and Society.

12.2 Qualifications of Section Membership 12.4 Charter Meeting

Section members must be members in good After a newly-established section has been
standing of the Society and must live or work in approved by Members Council, Member Services
the geographic area covered by the new section. staff will order a section banner and charter at no
expense to the section or the sponsoring chapter
12.3 Section Operations or region. The banner and charter will be sent to
the sponsoring chapter's President or to the
A. The new section must be ASHRAE-related region’s DRC.
and technical by nature.
The first meeting of the section shall include the
B. The new section must have at least two presentation of the section banner by the DRC (if
formally-organized meetings during the Society applicable) or the chapter President.
Year, each of which shall be a minimum of one-
hour duration. Appendix 12B provides a model script for the
installation of section officers.
C. Where applicable, a meeting attendance roster
and minutes must be submitted to the DRC and 12.5 Duties of the Section Representative
the RVC of Chapter Technology Transfer, along
with the chapter submittals by the chapter The section representative shall preside over all
secretary. section meetings.

D. The amount of section dues is determined by The section representative may appoint a co-
the sponsoring chapter’s BOG or the DRC if the representative and may form subcommittees to
section is sponsored by a region. Meal costs that serve the section membership and the Section
are subsidized by the sponsoring chapter should Committee, maintain a liaison to the chapter and
provide service to section members.

Page 12 - 2
MANUAL FOR CHAPTER OPERATIONS

The section representative shall provide the the section not less than 90 days prior to
sponsoring chapter’s President or the region’s the CRC informing them of dissolving
DRC with an annual report. The CRC Chapter the section.
Summary Report in Appendix 7D can be
adapted for this use. C. The sponsoring chapter or region shall
bring a formal motion to their respective
12.6 Chapter or Region Support of a CRC for dissolution of the section after
Section which the motion shall be forwarded to
Members Council for consideration.
The sponsoring chapter or region can provide
support to a section by:

 Maintaining a section committee to act as

liaison between the section and the
sponsoring chapter or region. A section
representative may be the Section
Committee chair.

 Providing operating funds to the section

from the chapter or region’s annual budget.

 Including section news in the chapter

meeting notice and eNewsletter.

 Encouraging support from all chapter

committees for section activities.

 Providing the section with speakers for

programs and assisting in the promotion of
Society-sponsored programs, special
projects and special programs.

12.7 Dissolution of a Section

If a section’s sponsoring chapter or region

determines that the section no longer operates
sufficiently even after the chapter or region has
exercised all responsibilities in maintaining the
section to keep it active, then the sponsoring
chapter or region shall determine if the section
shall be dissolved. The process for dissolving a
section shall be:

A. The sponsoring chapter or region shall

notify the section that it no longer meets
the minimum requirements as shown in
Section 12 of the Manual for Chapter
Operations.

B. The sponsoring chapter or region shall

send a letter to all known members of

Page 12 - 3
MANUAL FOR CHAPTER OPERATIONS

Appendix 12A: Petition for Authorization of Section 

PETITION FOR AUTHORIZATION OF SECTION

Board Members:

By this petition, we, the undersigned full or associate members in good standing of
ASHRAE, all of whom are assigned to the chapter or region named below, request
authorization to establish a Section under the sponsorship of the chapter or region named
below, to be known as the Section of the Chapter or Region of the
AMERICAN SOCIETY OF HEATING, REFRIGERATING, AND AIR-CONDITIONING
ENGINEERS, INC.

We have reviewed the bylaws and other relevant documents of our sponsoring chapter or
region and the Manual for Chapter Operations and agree to conform with all requirements
therein stated.

Sponsoring Chapter President (if applicable): Section Representative:

Signature Date Pr inted Name

Signature Date

Director and Regional Chair, Region : Section Representative's Address:

Signature Date

APPENDIX 12A
MANUAL FOR CHAPTER OPERATIONS

SECTION PETITIONERS
(10 Minimum Required)

Section of the
[Name] [Name/Numb er of Chapter or Region]

NAME MEMBERSHIP NUMBER SIGNATURE

(PLEASE PRINT)

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
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18.
19.
20.

APPENDIX 12A
MANUAL FOR CHAPTER OPERATIONS

Appendix 12B: Section Officer Installation Ceremony 

FELLOW MEMBERS AND GUESTS, IT IS MY HONOR TO INSTALL THE OFFICERS OF THE

____________ SECTION OF THE _____________ CHAPTER OF ASHRAE.

IT IS IMPORTANT TO REMEMBER THAT ASHRAE IS AN ENGINEERING TECHNICAL SOCIETY. OUR

MISSION IS TO ADVANCE THE ARTS AND SCIENCES OF HEATING, VENTILATING, AIR-
CONDITIONING, AND REFRIGERATING TO SERVE HUMANITY AND TO PROMOTE A SUSTAINABLE
WORLD.

LET US REMEMBER THE FOUNDING PRINCIPLES OF OUR SOCIETY AND COMMIT TO SUPPORT
THOSE INDIVIDUALS CHARGED TO GIVE US LEADERSHIP IN THE YEAR AHEAD.

THE ACCOMPLISHMENT OF ASHRAE’S OBJECTIVES REQUIRES THE DEVOTED EFFORTS OF

THOUSANDS OF MEMBERS WHO CONTRIBUTE TIME AND TALENT TO THE ACTIVITIES OF THE
SOCIETY.

MANY ASHRAE MEMBERS WHO HAVE MADE SUBSTANTIAL CONTRIBUTIONS TO THE SOCIETY
ARE WITH US. I WOULD LIKE TO CONGRATULATE THE ACCOMPLISHMENTS OF YOUR SPONSOR
CHAPTER, THE _____________ CHAPTER. THIS CHAPTER HAS ACTIVELY PURSUED THE GOAL OF
ENRICHING THE PERSONAL AND PROFESSIONAL LIVES OF THEIR CHAPTER MEMBERS AND THE
CHARTERING OF THIS SECTION IS TESTIMONY TO THAT SUCCESS.

THE OFFICERS OF REGION _____ AND THE OFFICERS AND BOARD OF GOVERNORS OF YOUR
SPONSOR CHAPTER, THE _____________ CHAPTER, ARE ACCEPTING AN IMPORTANT
RESPONSIBILITY TO SUPPORT AND NURTURE THIS SECTION.

YOU HAVE SELECTED THE OFFICERS WE ARE INSTALLING. YOU HAVE THE RESPONSIBILITY TO
HELP THEM CONDUCT THE AFFAIRS OF THIS SECTION AND TO MAKE IT AN EFFECTIVE
CONTRIBUTOR TO ASHRAE’S OBJECTIVES. THIS REQUIRES THE MEMBERS OF YOUR SECTION
TO PARTICIPATE IN SECTION, CHAPTER AND SOCIETY ACTIVITIES. THIS PARTICIPATION WILL
REWARD YOU WITH INCREASED KNOWLEDGE OF THE INDUSTRY AND WILL ENHANCE YOUR
PROFESSIONAL GROWTH WHILE YOUR SERVICE WILL BENEFIT HUMANITY.

THEREFORE, IT IS YOUR RESPONSIBILITY AS MEMBERS TO PROVIDE YOUR TIME AND TALENT.

YOU WILL BE ASKED TO CONTRIBUTE YOUR INTEREST, ABILITY AND CONSTRUCTIVE CRITICISM
TO THE BUILDING OF A BETTER SECTION, CHAPTER AND SOCIETY. THIS IS TO BE DONE IN THE
SERVICE OF THE GENERAL PUBLIC AND OUR PROFESSION.

AS IS TRUE IN ANY ORGANIZED SOCIETY, THE AUTHORITY OF THE DIRECTION OF THE AFFAIRS
OF THE SOCIETY IS DELEGATED TO THE OFFICERS AND GOVERNORS WHO ARE ELECTED BY
THE MEMBERS.

APPENDIX 12B
MANUAL FOR CHAPTER OPERATIONS

IT IS MY PRIVILEGE TO PRESENT, INSTALL THOSE WHO ARE TO SERVE YOUR SECTION FOR THE
NEXT SOCIETY YEAR.

WILL THE FOLLOWING PLEASE COME FORWARD:

_____________ SECTION PRESIDENT

_____________ SECTION PRESIDENT ELECT
_____________ SECTION TREASURER
_____________ SECTION SECRETARY

(PRESIDENT’S NAME), THE GENERAL LEADERSHIP OF THE ___________ SECTION IS ENTRUSTED

TO YOU. YOU WILL PRESIDE OVER ALL OF THE SECTION MEETINGS. YOU WILL ALSO BE THE
LIAISON TO THE _____________ CHAPTER AND PROVIDE SERVICE TO THE SECTION MEMBERS.

YOU WILL GIVE DIRECTION AND LEADERSHIP TO ALL AREAS OF THE ___________ SECTION
ACTIVITIES. IT WILL BE YOUR RESPONSIBILITY TO SEE THAT THE POLICY DIRECTIVES OF THE
SECTION, THE _________________ CHAPTER AND THE SOCIETY ARE CARRIED OUT.

YOU ARE THE ONE TO WHOM THE MEMBERS OF THE SECTION CAN AND WILL DIRECT THEIR
CRITICISM OF SECTION POLICIES AND ACTIVITIES, AND YOU MUST RENDER SATISFACTION TO
THEM ALL.

DO YOU, (PRESIDENT’S NAME), PROMISE TO FULFILL THE DUTIES AND RESPONSIBILITIES OF

SECTION PRESIDENT AS SPECIFIED IN THE MANUAL FOR CHAPTER OPERATIONS? THE ANSWER
IS “I DO”.

I AM PLEASED TO INSTALL YOU AS SECTION PRESIDENT. YOUR FIRST OFFICIAL DUTY IS TO

ACCEPT THE CHARTER FOR THE SECTION.

WE WILL INSTALL THE OTHER OFFICERS AS A GROUP. (_____________), (______________),

(____________), DO YOU, PROMISE TO FULFILL THE DUTIES AND RESPONSIBILITIES OF YOUR
OFFICES AS SPECIFIED IN THE MANUAL FOR CHAPTER OPERATIONS? THE ANSWER IS “I DO”.

I AM PLEASED ON BEHALF OF THE MEMBERS OF ASHRAE TO INSTALL YOU AS THE ____________

SECTION OFFICERS.

APPENDIX 12B
MANUAL FOR CHAPTER OPERATIONS

SECTION 13
MENTORING
13.1 ASHRAE Local Chapter Mentoring Program
13.2 Mentoring Subcommittee Guidelines
13.3 ASHRAE Mentoring Activities
13.4 Mentors
13.5 Protégés
13.6 Tracking the Program
13.7 Mentoring Resources
13.8 Guidelines for Participation

Chair (RVC) for support that’s available from

SECTION 13 Society.
MENTORING
Successful programs may start with a list of
13.1 ASHRAE Local Chapter Mentoring experienced, respected chapter members who
Program would be good candidates to serve as mentors.

Mentoring involves members helping members Try to any potential conflicts of interest created
gain experience that will carry ASHRAE into the by assigning a given mentor to a given protégé.
future.
13.3 ASHRAE Mentoring Activities
A chapter’s Mentoring Program typically is the
responsibility of a subcommittee of the Chapter A mentor may act as the protégé’s teacher by:
Membership Promotion Committee. Support
from the chapter’s Board of Governors (BOG) is A. Providing ASHRAE and industry
critical to the effectiveness of a mentoring organizational information and practical
program. training on strategies to overcome career
obstacles
13.2 Mentoring Subcommittee Guidelines
B. Providing methods for assessing and
The best time to start a mentoring program is monitoring his or her performance
now.
C. Acting as a role model
Recognize that at first the subcommittee
members may have many questions and few A mentor may coach the protégé by:
answers. The subcommittee may want to try
implementing the program one way and then A. Discussing new initiatives and offering
determine after two or three months whether it is strategies to help the protégé assume
effective. The subcommittee should meet to greater responsibilities within ASHRAE and
review the results and determine what is working the building industry
well and what isn’t. Keep the parts that are
working, change the ones that aren’t. B. Fostering creativity and helping the protégé
develop his or her business style
The Subcommittee Chair should contact the
Membership Promotion Chair and the Young C. Providing advice and guidance for achieving
Engineers of ASHRAE (YEA) Chair for support goals and tasks
the chapter can provide, or the Regional Vice

Page 13 - 1
MANUAL FOR CHAPTER OPERATIONS

A mentor may counsel the protégé by:  Don’t force it on them! Make them
aware that this is another benefit of
A. Soliciting the protégé’s opinion, taking him ASHRAE membership.
or her into confidence, building his or her
sense of competence by demonstrating trust  Find out what their industry interests
in his or her feedback are, what experience they have and
what type of help they could use in
B. Showing genuine interest in the protégé’s finding out “what else there is to being a
values and concerns by listening, offering member of ASHRAE.”
advice, asking challenging questions and
serving as a soundboard  Get a verbal resume, similar to the ones
you should receive from the mentors.
A mentor may be the protégé’s champion by:
 Link the protégé with an appropriate
A. Providing the protégé access to in-house mentor from your “pool.”
contacts, lines of communication or other
resources that would otherwise not be  If you have any doubts related to the
available match-up, discuss it with your
committee or a chapter board member.
B. Praising the protégé’s performance to
others, establishing the perception that he or 13.6 Tracking the Program
she is competent and capable
After a predetermined time frame, review the
13.4 Mentors individual partnerships by asking whether both
participants have:
Who Are Mentors?
 Openly and willingly taken part in the
Mentors are experienced ASHRAE members exchange of information
who help less experienced ASHRAE members
(the protégés) by effective teaching, coaching,  Made a commitment to advancing
counseling, and/or championing. professional development
The mentor’s task is to focus on the protégé’s
 Realized professional growth and
professional and ASHRAE development.
personal satisfaction
Best Prospective Mentor Pool
13.7 Mentoring Resources
In many cases, the best candidates for mentors
 The Board of Governors
are past chapter Presidents and other members
who have remained active in chapter activities
over several years. These people tend to have a  Past Chapter Presidents
strong desire to see the chapter continue to
succeed. These same people often don’t want to  Local Chapter Members
take on major long-term chapter responsibilities
 Society’s Mentoring Program Guide
13.5 Protégés
 The Regional Vice Chair
Give all new members and student members the
opportunity to benefit from another ASHRAE  ASHRAE website
member’s experience and expertise.

Page 13 - 2
MANUAL FOR CHAPTER OPERATIONS

13.8 Guidelines for Participation

Objectives

Provide a tool for chapter President and

committee officers to:

 Mentor new members

 Provide better services to new members

 Measure new members’ feedback

 Look for and develop new committee

officers

Functions

 Membership Promotion Chair to review

new members’ feedback

 Chapter President/Secretary to prepare

questionnaire to evaluate new members’
satisfaction

 Chapter officers to remind and motivate

new members to participate in chapter
programs

 Chapter Officers to encourage new

members under age 35 to be involved
with YEA

 Chapter officers to look for candidates to

be future leaders

Page 13 - 3