Chapter Officer Resources

To support Chapter Officers in coordinating?local activity,?we have developed this page of resources, guidelines and infrastructure protocol. Chapter Officers are strongly encouraged to read through the?information below and harness these resources to their fullest.?

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Coronavirus (COVID-19) Information

ALL CHAPTER EVENTS TO BE POSTPONED OR CANCELED THROUGH January 4, 2021
IDSA?GUIDELINES FOR HOSTING IN-PERSON CHAPTER EVENTS

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QUICK LINKS


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IDSA Staff (703.707.6000)

Chris Livaudais, IDSA
Executive Director (x116)

Phil Assante
Membership Manager (x103)

Korie Twiggs
Community Manager (x127)

Bridget Brooks, CB
Staff Accountant & HR Coordinator (x108)

Jerry Layne, CAE
Sr?Director of Operations (x119)

District Chapter Representatives
District Map

Cori Rowley, IDSA
Central

Shawn Egan, IDSA
Midwest

Angela Corrado, IDSA
Northeast

John McCabe, IDSA
South

Henry Hiltner, IDSA
West

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Jordan Bahler, IDSA
Chapter Director?(IDSA Board of Directors)?

Education Council Members

Maria Miller, IDSA
Central

Seda McKilligan, IDSA
Midwest

Thomas Ask, IDSA
Northeast

Kevin Shankwiler, IDSA
South

Susan Sokolowski, PhD, IDSA
West

Eddie Licitra, IDSA
Professional Practitioner

Kat Reiser, IDSA
Professional Practitioner

Monica Tournoux, IDSA
Professional Practitioner
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Chapter Officer Information &?Resources

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Risk Management: COVID-19

ALL IN-PERSON CHAPTER EVENTS TO BE POSTPONED OR CANCELED THROUGH JANUARY 4, 2021

In keeping with CDC guidelines, we are closely monitoring the coronavirus (COVID-19) outbreak and will update our community with any changes to our events and programming as necessary. To keep you informed as chapter officers and to help you minimize risk when organizing local events,?we have?provided the?following resources. If you have further questions, please contact Korie Twiggs.?Your health and safety is our utmost concern.

Centers for Disease Control and Prevention (CDC.gov):

World Health Organization (WHO.int):

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Alcohol Policy

Can we serve alcohol at Chapter events?
Yes, Chapters serving alcohol at events must adhere to state and federal laws. Some cities have unique legal?requirements so it's always best to double check.? Under no circumstances should alcohol be served to minors.

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Chapter Credit Card

IDSA provides each Chapter with an IDSA corporate credit card in order to help your team make purchases and operate efficiently.?Only one member of your Chapter Officer team will be issued a credit card. This authorized card holder may use the card to make purchases.?

What can be charged to this card?
You may use your chapter credit card to pay for expenses incurred for SCARF approved events. You may also make purchases for?Chapter team planning and organizational activities. For your convenience, you may take cellphone photos of all receipts and email them to accounting@idsa.org. Copies of credit card receipts must?be submitted to IDSA at the end of each month.

What's the spending limit?
For control purposes, the card has a default $250 spending limit. However, this limit may be raised by?submitting?a?Credit Card Limit Increase Request Form?to?accounting@idsa.org.

How do I get a Chapter credit card?
A card will be?issued usually within 10 business days of IDSA headquarters?receipt of the?Credit Card Acknowledgement Notice & Form?denoting the requester has read and agreed to abide by the Society's?Credit Card Usage & Disbursement Policy. Direct all questions in reference to card issuance or name changes to Korie Twiggs.

I lost a receipt!?
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Missing Receipt Form?must be submitted as a substitute if the receipt is no longer?available.?To ensure IDSA compliance with IRS and other auditing requirements, chapter credit cards will be suspended within 30 days of failure to submit receipts or substitutes. Inquiries about chapter credit cards may be submitted to?Korie Twiggs.

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Chapter Elections

When are elections held?
Per IDSA's Bylaws, we maintain a 2-year election cycle to determine Chapter Officer teams. Elections are typically held in the October-December timeframe on odd numbered years. ALL CHAPTERS ARE REQUIRED TO HOLD ELECTIONS WITHIN THE TIMEFRAME DESIGNATED BY IDSA.

Why are elections needed?
Elections help ensure that Chapter Officer teams are refreshed regularly and encourage essential?membership participation crucial to?the future of the organization. We believe that all qualified members who seek leadership positions should be afforded appropriate consideration through these nominations and elections cycles.?

What Officer positions are available?
The IDSA Bylaws indicate that the basic Chapter Officer team should consist?of: Chapter Chair and a?Chapter Vice Chair. Some Chapters have additional positions such as: Chapter Secretary/ Treaurer,?Event Coordinator or Chapter?Communications Chair. Additional officer positions should be created based on the specific focus and individual needs of each Chapter. A Chapter officer may serve for two (2) terms, or a total of four (4) years. Click Here for a list of Chapter Officer descriptions.

IDSA encourages diversity.
Our membership spans a wide spectrum of cultural and experience backgrounds. We believe it is vital to reflect this?in our leadership teams. Chapter Officer teams should reflect those they serve making for a more inclusive and stronger Chapter team.?

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Chapter Funding?- Seed Money, Registration Fees, Donations and Sponsorships

We give your chapter money each year!
At the beginning of each year, IDSA?headquarters makes available seed money? ($1,400)?for each chapter to support??events and activities for their members and to operate with confidence . Annual seed money does not roll over from year to year. IDSA encourages chapters to use these funds to invest in their communities. It is the responsibilty of the Chapter Officer team (with?support of the IDSA's Community Manager)?to monitor the Chapter balance to ensure that you are not overspending without bringing in revenue. The Chapters are funded? by a portion of each IDSA professional member's dues.?

How can my chapter make money?
Chapters may?generate revenue from registration fees for events, sales of products or services, or sponsorships and donations. The most common way Chapters generate revenue is through registration / ticket sales for events. Most Chapters use?Eventbrite?to manage this process and collect payments.?Chapters are advised to offer preferential pricing for events to members as a benefit. All revenue generated by a chapter is tracked in the general ledger in the same way that all expenses incurred by a chapter are tracked. Inquiries about funding may be directed to?Korie Twiggs.?Chapters conducting events through Eventbrite or collecting payment through Square (or similar?services) are asked to provide login details for their accounts to accounting@idsa.org, and to include IDSA's banking information to Eventbrite accounts (contact Korie Twiggs about instructions for doing this)?so?the reports needed can be generated to substantiate revenue collected and properly assign them to the appropriate chapter.

What happens to our money at the end of each year?
A positive balance at end of the year is attributed to your chapter and is accumulated for a maxium of three (3) years. This 'rolling balance' may be accessed by a Chapter for a specific purpose upon approval by IDSA headquarters. After three (3) years any positive funds are then transferred to IDSA's general accounts to be used in support of our programming intiatives. IDSA is a non-profit organization and all funds generated are subsequently?reinvested into programming, services or operational infrastructure.

I have a sponsor or donor interested?in supporting my event.
Awesome!?Chapters are?advised to seek local sponsorships and donations to support their activities beyond seed money and event registration revenue. With sufficient notification, the team at IDSA headquarters may be able to assit in this effort. Contact Korie Twiggs?for sponsorship support. Remember, Chapters are not permitted to sign contracts with sponsors, these should be reviewed (and signed) by IDSA.?

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Event Contracts

Does my event need a contract?
Not every chapter event or activity will necessitate a contract. In fact, most don't. However, if you find yourself needing to make formal agreements to rent a venue, order food / beverage, recieve sponsorship funds or pay for speakers for example, then a formal contract may be needed.

What if my event needs a contract signed?
No problem. We're here to help!?Chapters are considered 'component communities' of IDSA. Therefore, chapter officers are not authorized to sign contracts or otherwise enter into agreements on behalf of IDSA.?In the event one is needed,?a copy of the contract offered should be submitted to IDSA Senior Director of?Operations,?Jerry Layne?for review.?IDSA's Executive Director,?Chris Livaudais, is the sole authorized signatory of any contract or other agreement between IDSA?and an external party(ies).?Chapter officers are advised?to allow at least one (1) week for contract review and response.

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Event Insurance

Do I need insurance for my event?
In most cases, no. IDSA mantains a nationwide insurance policy which covers the majority of our events and Chapter activities. A Certificate of Insurance?can be provided to you for your event upon request.?Korie Twiggs?can assist.

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Expense Reimbursement

I had to purchase something for my Chapter using my personal money.
No problem, we'll get a check out to you as soon as possible.?If expenses are not charged to the chapter credit card, they may be covered by personal?funds from a Chapter Officer or designee?and reimbursed in accordance with the society's?Reimbursement Policies?& Procedures?and upon submission of a?Payment Request Form. Once the form is complete and accompanied by copies of receipts, IDSA will make every effort to issue your reimbursement in a timely manner (within the following week after submission).

What can be reimbursed?
Chapter expenses incurred for SCARF approved events can be reimbursed, provided that copies of all related receipts are submitted (don't forget, you can email cellphone photos of receipts to accounting@idsa.org). The total of the reimbursement request must match the sum of the expenses on the accompanying?receipts.

I lost a receipt!?
A?Missing Receipt Form?must be submitted as a substitute if the receipt is no longer?available.?Inquiries about reimbursements may be submitted to?Korie Twiggs.

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IDSA Branding

Maintaining the integrity of the IDSA brand is vital in ensuring?a professional?and consistant brand presentation. This applies across multiple platforms in both digital and physical channels. IDSA has established logos for Chapter use and we must insist that these graphic marks be used in order to maintain a clean brand presence. Below are a few key factors to keep in mind:

  • Download IDSA Brand Guidelines document here
  • Download?IDSA logos here (via Dropbox)
  • Download?IDSA Professional Chapter logos here?(via Dropbox)
  • The IDSA logo should always be displayed in a vertical orientation, with the 'i' at the top. Reference the logo on the top of this page.
  • Each of IDSA's five Districts has a predefined color associated with that District. Chapters within each District assume their District's color.
  • Please do not create your own Chapter IDSA logo. We love the creativity, however this utilmately causes confusion for the IDSA brand.
  • Use the same logo / branding across all of your Chapter accounts: LinkedIn, Twitter, Instagram, etc.

If you have questions or need graphic assets, please contact IDSA's Visual Brand Designer,?Carl Guo

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Invoice Payments

A vendor sent me an invoice, can IDSA pay it?
Yes!?Chapter expenses incurred for SCARF approved events are?eligible for invoice payment under the following conditions:?

  • Expenses that?are not charged to the chapter credit card or to an individual who? requests reimbursement may be paid directly to a third party by?IDSA headquarters upon the furnishing of a vendor's or other service provider's invoice containing the appropriate contact and expense details accompanied by the completed?Invoice Payment Request Form.
  • Submit Invoice Payment Request Forms to accounting@idsa.org??so that IDSA can issue and mail checks for payment.?Inquiries on the status of invoice payments may be submitted to??accounting@idsa.org.

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Reports from Headquarters to Chapters

Supporting you and keeping you informed.
IDSA headquarters makes every effort to keep Chapter leaders informed and supported throughout the two-year Chapter term. Support includes:

  • Regional Chapter orientations
  • One-on-One Chapter Clinics (See Chapter Clinic Toolkit)
  • Ongoing support
  • Quarterly general ledger (GL) with current account balance
  • Quarterly? roster of current IDSA members in your Chapter
  • Updates on what IDSA headquarters is doing.
  • Monthly updates to Chapters (when applicable) about new local members
  • Current news about IDSA Chapters

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Reports from Chapters to Headquarters

Make a plan for the year.
Plan events and activities for your chapter year. Planning is unique from chapter to chapter.? IDSA's Community Manager and District Chapter Representatives (DCRs)?will support?each Chapter to develop an acheivable plan of valuable events and activities?to support members. Chapter Officers are asked to use their best gauge?for creating experiences that meet the specific interests and needs of industrial designers in their local area.

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Keep track of your expenses and operations.
Chapter officers are?expected to maintain internal records of their income and expenses to compare against the income statements and general ledger details provided by IDSA headquarters. Chapters conducting events through Eventbrite or collecting payment through Square or other such services are asked to provide login details for their accounts to?accounting@idsa.org?and to include IDSA's banking information to accounts (contact Korie Twiggs?about instructions for doing this) so the reports needed can be generated to substantiate revenue collected and properly assign them to the appropriate chapter. Without these reports, a chapter's revenue cannot be identified and tracked in the general ledger. Inquiries about these reporting requirements may be directed to?Korie Twiggs.

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SCARFs

What is a SCARF?
SCARF stands for?Section and?Chapter?Activity?Request?Form. This document helps IDSA track and montior all? Chapter events. IDSA?uses SCARFs to keep track of Chapter budgets and to help support Chapters hosting successful events.

When to submit a SCARF??
ALWAYS. Before conducting an event or other activity, all Chapters must complete the?online form to?submit a SCARF. The Chapter?will receive a response indicating SCARF approval from?Korie Twiggs?or Jordan Bahler.

Events ?& Activities
All IDSA Chapters are required to provide their local members with professional, educational and social opportunities that advance?their knowledge of industrial design. It is at the descretion of each Chapter to choose the best complement of events and activities for their community. Click Here for examples of Chapter events and activities, and for information about running successful Chapter events.

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