Geographic Section Operations Manual
Guidelines and Policies
- Advocacy Policy
- Antitrust Compliance Policy
- Conflict of Interest Statement (pdf)
- Disestablishment Policy
- Email Policy for Geographic Sections and Student Chapters
- Insurance and Alcohol Guidelines
- Online Community Guidelines
- Policy on the Use of the SPE Name and Logo
- Professional Conduct
- Publications Policy
- Geographic Section and Chapter Events Guidelines
- Geographic Section Website Guidelines
- SPE Event Naming Policy
Because the scope of activities related to membership recruitment, retention, and volunteerism is so extensive, the geographic section should consider utilizing a committee for these duties. The chair of the committee should serve as an officer of the section board.
- Knowing the requirements of SPE membership and how to apply
- Ensuring that both members and non-members are fully aware of all the advantages of SPE membership
- Organizing and executing member recruitment drives
- Informing the geographic section board about membership statistics
- Recognizing long-term members (see recognition chapter)
- Encouraging members to volunteer
Section Membership Contest
The year-long geographic section membership contest motivates and rewards section efforts to recruit and retain members. Learn more and see current geographic section standings.
- Learn more about recruiting best practices.
- Contact members after 1 January and remind them to renew their membership
- Maintain lists of prospective new members and develop recruitment campaigns and programs to encourage membership. SPE materials for recruiting are available to download or order on the Marketing Materials Website. Resources for locating nonmembers include
- Geographic section meetings
- Colleagues and friends of current members
- Recent graduates from your student chapters
- Establish your own recruitment program and awards
- Appoint key contacts in each company to assist with promoting membership in their workplace
Young Professionals are members younger than age 36 looking to be active in the industry they will one day lead. It is important that geographic sections establish strong relationships with their young members, cultivating them into active section participants and leaders.
The Mentor Chair works closely with young professional members of the geographic section and serves as the main source of communication between the board and young professionals. The mentor chair should not be a YP.
- Provide guidance to YPs on operating within the geographic section and mission of SPE
- Works with the membership chair to recruit and retain young professionals
- Maintain frequent contact with YP leaders
- Assist with the development of a YP committee
- Offer suggestions for Ambassador Lecturer Program visits, field trips, and speakers
- Encourage geographic section and board members to participate in YP activities
- Report to the geographic section board any pertinent information related to YPs
The YP Chairperson also serves on the geographic section board, but should be a young professional. The YP Chair should collaborate with the Mentor Chair and other officers as needed for programs.
- Develop a recruitment and retention strategy for young members
- Propose professional development and networking opportunities for young members
- Communicate and promote geographic section events to young professionals
- Encourage young professionals to participate is SPE programs
Operate a YP Committee
The mission of a YP committee is to identify, engage, and develop SPE members 35 years of age and younger by providing relevant technical education and networking opportunities. This committee, as with any other, should be sanctioned by the geographic section board, reporting all monetary and programmatic activities. Study groups, young professional committees and other entities that are part of an SPE section may not adopt their own logos.
- Seek approval from the section board to begin development of a YP Committee.
- Ask the geographic section board to appoint a Mentor Chair.
- Obtain the contact information for the young professionals in the geographic section from the mentor chair.
- Organize an informal meeting of the geographic section’s young professional members.
- Select or vote on YP committee members.
- Prepare a list of activities the committee wants to accomplish and the necessary budget.
- Present the budget and plan to the section board for support and approval.
- Begin planning and publicizing events and activities.
- Award Order Form – Past Geographic Section Chairperson (Word doc)
- Award Order Form – Outstanding Student (Word doc)
- Award Order Form – Geographic Section Service (Word doc)
- Broadcast Email Request Form (Word doc)
- Financial Statement Form (Excel doc)
- Officer Roster Form (Word doc)
- Payment Options Form (Word doc)
- Sample Bylaws (Word doc)
- Geographic Section Annual Report
- University Student Scholarship Details Form (Excel doc)
- US Tax Exemption Certificate Form (pdf)