SICB Policies






SICB Annual Meeting Code of Conduct

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The Society for Integrative and Comparative Biology (SICB) is committed to providing a meeting environment that fosters open dialogue and the exchange of scientific ideas, promotes equal opportunities and equal treatment of all participants, and is free of harassment and discrimination. SICB is committed to equal opportunity and treatment for all meeting participants, regardless of gender, gender identity or expression, race, color, national or ethnic origin, religion or religious belief, age, marital status, sexual orientation, disabilities, or veteran status. The policies herein apply to all attendees, speakers, exhibitors, staff, contractors, volunteers, and guests at the annual meeting and related activities.

The SICB annual meeting should serve as an effective forum to consider and debate science-relevant viewpoints in a respectful, civil, and fair manner. Meeting participants are expected to uphold standards of scientific integrity and professional ethics.

Harassment

Harassment is a form of misconduct that undermines the integrity of Society meetings and will not be tolerated. Harassment involves speech or behavior that is not welcome or is personally offensive. Harassment may be based on ethnicity, gender, religion, age, appearance, disability, veteran status, marital status, sexual orientation, or gender identity and it includes stalking, unnecessary touching, and unwelcome attention. Behavior that is acceptable to one person may not be acceptable to another, so one must use discretion to be sure that respect is communicated. Harassment intended in a joking manner still constitutes unacceptable behavior. Retaliation for reporting harassment is also a violation of this policy, as is reporting an incident in bad faith.

Reporting Harassment

SICB is committed to supporting a productive, dynamic, and safe environment for everyone at our annual meeting. If an individual feels unsafe or threatened, he or she should use a venue phone to ask for security. Anyone experiencing or witnessing harassment should contact SICB meeting staff at noharassment@sicb.org, (703) 915-7709, or the meeting registration desk, or one of the Society’s Executive Officers (President, Past President, President-Elect, Secretary, Treasurer, Program Officer, Past Program Officer). All complaints will be treated seriously and responded to promptly. Confidentiality will be maintained to the extent that it does not compromise the rights of others or to the extent allowed by law.

If an individual experiences harassment, it is recommended that, in addition to notifying SICB meeting staff or an Executive Officer, the individual write down the details as soon as possible, as this may help in recalling specific events in the future. The person being harassed is not expected to discuss the incident with the offending party.

SICB Procedures for Responding to Harassment Complaints at Annual Meetings

Any SICB representative receiving a complaint immediately notifies the SICB Executive Director, the Meeting Director, the Meeting Manager, or a SICB Executive Officer (President, Past President, President-Elect, Secretary, Treasurer, Program Officer, Past Program Officer). As soon as possible, a meeting will be arranged between the complainant and at least two of the members of the SICB leadership team listed above. At this meeting, an assessment will first be made as to whether the issue warrants immediate action by public security. If not, then SICB leadership will determine whether it is necessary to speak with the individuals involved to make them aware of the complaint, discuss the situation, and possibly take actions to limit interactions between the involved individuals.

SICB will ensure the immediate protection of its members and other attendees at the meeting. In the event of harassment allegations, SICB will explain the options available to the complainant, and will facilitate the lodging of complaints with Title IX officers at the home institution and the subsequent processing of these complaints. The institutional Title IX officers are trained in these regulations and guidelines and will work with their counterpart at the institution(s) of the accused to provide advice and resources to the complainant, and to determine whether further actions should be taken.



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Policy for Donations for Naming SICB Student Support Awards

Individuals or groups who wish to honor or memorialize an individual who is or was a member of SICB may make a donation to one of the existing student support funds [Charlotte Mangum Student Support Program or Grants in Aid of Research (GIAR)/Fellowship for Graduate Student Travel (FGST)] and SICB will provide one (or more) of these awards in the honoree’s name. The minimum donation to name one of these awards is $1,000. For each $1,000 donation, one of the awards made to a student for one year will be designated with the name of the honoree. For example, a $10,000 donation to the Charlotte Mangum Student Support Fund in honor of or in the memory of John Doe would result in ten of the Mangum awards being called the John Doe awards for one year, or five of the awards for two years, or one named award for 10 years. Donors would be free to designate which of the above student support funds would receive the donation and the number/duration of the awards.

A mechanism will be set up on the SICB web site to receive proposals for these donations. The SICB Executive Director will be listed as the contact person to receive inquiries and answer questions. It is understood that some flexibility in establishing SICB named awards should be maintained. If specific issues arise that need to be addressed, the SICB Finance Committee is empowered to make decisions.

Rationale

The goal of this proposal is to increase the principal of the Mangum and GIAR/FGST funds, and to honor specific past or present SICB members. It would not preclude donors from contributing to other named funds that are already established. All donations would be added to the principal and the annual disbursement of support would not change – there would be no additional awards made based upon donations described above. One or more of the current awards would be named for an honoree.

This would be an excellent way to educate our students about the heritage of the Society and the luminaries in their fields. Moreover, the procedure would not require any additional committees. Students would be evaluated for the support award programs in the same manner as is currently in practice, and those receiving named awards will be identified after selection and notified of the association of their award.

This is a win-win proposal. The principal of these student support funds will grow. We don’t change the amount dispersed annually, and we simply name one of the awards that we are already making for an honoree. If this works really well, the student support funds can eventually become self-sufficient and could even grow, increasing the number of students we support.

Accounting

The donated funds will be added to the principal of the Mangum or GIAR/FGST fund (as opposed to being used to fund a given award in the year the donation is made). The student awards will continue to be funded annually as they are now, and there is no planned increase in the amount to be awarded each year via Mangum or GIAR/FGST student support. However, the annual amount of usable funds generated by investment of the principal will grow as the principal grows.

approved April 25, 2016



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SYMPOSIA OF THE SOCIETY FOR INTEGRATIVE AND COMPARATIVE BIOLOGY

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The symposia of the Society for Integrative and Comparative Biology (SICB) fulfill two vital roles. First, they provide a forum for researchers to share results and ideas, engage in heuristic discussions, forge collaborations, and anticipate future directions of fruitful research. This is an ephemeral role available only to the participants of the symposium. Second, of equal importance, symposia permanently document their activities in a central location accessible to the scientific community at large. This mechanism extends the benefits of a symposium to a wider audience and brings researchers and teachers abreast of the latest developments in disciplines outside of their own specialty. The latter goal is best achieved by publishing all papers of the symposium in one place, Integrative and Comparative Biology (ICB).

GENERAL POLICY

SICB symposium participants receive financial support for participation, and there are obligations attendant upon such support. These responsibilities involve two important aspects of the symposia, and symposium participation implies acceptance of both of these responsibilities.

(1) authors must deliver an oral presentation at the symposium at the annual meeting and engage in discussion with other participants;

(2) authors must prepare a manuscript for publication in Integrative and Comparative Biology along with the other papers from that symposium.

ICB FIRST RIGHT-OF-REFUSAL POLICY

Papers presented orally at SICB symposia must be submitted to ICB for consideration for publication. Only if a paper is rejected by ICB are the authors free to submit it elsewhere (but see below for approved exceptions). This policy is implemented by:

(1) informing potential ICB authors about the policy of first-right-of-refusal;

(2) asking symposium participants to sign a statement that s/he has read and understood this policy and agrees to abide by it;

(3) reimbursing the author only upon the editor’s verification to the SICB Executive Director that a paper has been submitted.

Under some circumstances, valuable symposium contributions can be made that do not require publication in ICB. Authors should explain such extenuating circumstances to the Editor and Editorial Board on the form at the end of this page. In an exemption is granted, authors will receive financial support in the same manner as other symposium participants.

The first-right-of-refusal policy cannot be waived merely because an author would like to publish elsewhere (e.g., in a journal from another discipline). Indeed, we encourage symposium participants to consider that well-cited contributions to ICB often take the form of reviews and/or opinion pieces, which align with but do not mirror the material presented by the speaker in the symposium. Also, if a waiver is granted because results in the symposium paper were practically the same as an already published article, the author could ask the symposium organizers to summarize the work in the introductory paper for the symposium.

TIMING OF MANUSCRIPTS SUBMISSION

It is expected that an author presenting a paper at the annual meeting in early January will have the paper complete by the time of the meeting. However, as discussions at the meeting may stimulate new ideas, authors are allowed time after the meeting to revise their papers; the deadline for receipt of manuscripts by the editorial office is 31 January. Papers meeting that deadline are allowed one color figure or composite figure free of charge. Papers that are late, for whatever reason, lose that entitlement. Late papers, however, can be accepted, but tardiness carries several disadvantages.

(1) Publication of the entire symposia may be delayed. As soon as a paper has been received, reviewed, revised, and edited, it is published as a citable paper online. The hardcopy papers are not published in ICB, however, until ALL papers from that symposium are processed.

(2) A late author is identifiable by her/his colleagues because papers go online as soon as they are accepted.

(3) Reimbursement for symposium participation may be delayed. Once a paper has been received, the editor notifies the SICB Executive Director and only then is the author sent a check from SICB.

(4) A late paper may be rejected because of inadequate time for review and revision. There is, of course, an ultimate deadline beyond which a paper cannot be processed at all because of the publication schedule of Oxford Press. Symposia are not carried over to a following year.

JUSTIFICATION FOR TIMELINESS IN MANUSCRIPT PROCESSING

Every year, we have great difficulty in getting out issues on time. By the first issue, most symposia are incomplete, often each held up by only one paper. The later manuscripts are submitted, the more difficult it is to find referees (i.e., during summer); many are in the field or otherwise engaged, and even when referees are identified, it often takes quite a while to receive reviews. Subsequently, in the event that no symposium is complete at the time an issue of ICB must be processed, we pick the most complete symposium and send it to press, rejecting all papers in that symposium that are still pending. This approach helps keep symposia papers fresh and it enables us to comply with listing policies in PubMed. PubMed requires adherence to a REGULAR publication schedule, thus ICB’s first issue must appear in July each year and then again every month thereafter through the year. Late papers disrupt this schedule and jeopardize our standing with PubMed. Also, SICB has contracted an annual page allotment from Oxford Press. So far, Oxford Press has generously allowed page overruns. However, overruns cannot occur indefinitely. If overruns occur, the editor and editorial board may need to eliminate symposia and/or papers from consideration. Tardiness and completeness of coverage will be important criteria for these decisions.

ACKNOWLEDGMENT OF ACCEPTANCE OF CONDITIONS FOR PARTICIPATION IN A SICB SYMPOSIUM

______ I have read and I understand the policy regarding SICB symposia, including the first right of refusal, and I will submit my paper to ICB. I further understand that I forfeit my financial support from SICB for attendance at the symposium if I fail to provide a manuscript in a timely fashion.

______ I have read and I understand the policy regarding SICB symposia, including first right of refusal, but request exemption from the policy. I understand granting such an exemption requires approval by the symposium organizer and by the Editorial Board of ICB.

Grounds for requesting exemption: _______________________________



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C. Ladd Prosser Symposium Fund

Name

The fund shall be known as the "C. Ladd Prosser Symposium Fund" (hereafter referred to as the "fund").

Purpose

The purpose of the fund will be to honor Professor Prosser's outstanding scientific contributions to the field of comparative physiology and to recognize his service to the society.

The fund shall be used to provide partial support for a divisional or society-wide symposium at the annual SICB meeting, the topic of which falls within the purview of comparative animal physiology and is consonant with Professor Prosser's scientific opus.

Management

The fund is established as a restricted endowment fund and will be managed under applicable SICB bylaws and policies. Proceeds from the fund will be disbursed to support activities at set forth below.

Symposium Selection

Program officers from any division may submit a request to the SICB Program Officer to have an upcoming symposium be designated as a "C. Ladd Prosser Symposium." All such requests in a given fiscal year will be reviewed by the Finance Committee to determine which, if any, meet the award criteria and receive support. If there is not a symposium deemed appropriate in a given year, no award shall be made and the disbursable proceeds from the fund will be reinvested in the endowment.

Activities to be Supported by the Fund

The Program Officer may authorize reimbursement of appropriate expenses incurred by the organizers for symposium speakers attending the meeting, including the cost of transportation, lodging, registration, and meals.

adopted March 15, 2010

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Restriction on Benefits Awarded to Student Members

Benefits awarded to student members of SICB (SIT Members and Graduate Student Members) to attend the annual meeting are limited to undergraduate student and graduate student members.

adopted January 7, 2010



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The Carl Gans Award

An annual prize may be given either to an outstanding young investigator for distinguished contributions to the field of comparative biomechanics (eligible candidates are those who have completed their doctorate within the past seven years), or to any investigator for the single most significant contribution published in the preceding calendar year to the literature of comparative biomechanics, including research papers, review articles, and published books. The formal title for this award is "The Carl Gans Award," in recognition of Carl Gans' scientific career and editorial contributions to animal morphology, biomechanics, and functional biology. The Chair of the Division shall appoint an Award Committee consisting of at least three divisional members with diverse interests to serve as judges. The Chair of the Division will designate one of the members as the chair of the Award Committee. Committee members will normally serve for no more than three years, with at least one member being replaced each year. Candidates may either apply directly or be nominated for either type of award, and must be members of SICB. Past winners of the Bartholomew Award are ineligible to compete for the Gans Award. Details for the competition will be announced in the spring newsletter of each year. Applicants shall submit to the Chair of the Division either a short description of their work together with selected reprints (outstanding young investigator), or a copy of either a research paper, review article, or book (best contribution to the literature). A curriculum vitae must also be submitted, along with three letters of support. Nominators must arrange for these same materials (except that only two additional letters of recommendation are required) to be submitted to the Committee. The Committee may recommend for approval one candidate to the Chair of the Division, who may authorize reimbursement of appropriate expenses incurred by the winner in attending the annual SICB meeting. The awardee will be presented with a certificate signed by all current Divisional officers. According to available funds, the Chair may also authorize a research award to further the following themes: 1) general field and laboratory work in comparative biomechanics, 2) collaborative work with scientists in Israel, 3) travel to visit Ben-Gurion University (Sde-Boqer Campus) and the Gans Library, and to conduct fieldwork in Israel, and 4) support of collaborative international research. These research themes are in recognition of Carl Gans' efforts to promote and foster international collaborations among scientists, as well as his ability to show that all animals are interesting.

adopted January 3, 2010



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Howard A. Bern Lecture Fund

Name

The fund shall be known as the "Howard A. Bern Lecture Fund" (hereafter referred to as the "fund").

Purpose

The Howard A. Bern Lecture was established as a Society of Integrative and Comparative Biology (SICB) society-wide plenary address in 2002 to honor Professor Bern's outstanding scientific contributions as a founder and leader of the field of comparative endocrinology and to recognize his service to the society.

The purpose of the fund is to support the lecture by a distinguished comparative endocrinologist at the annual SICB meeting.

Management

The fund is established as a restricted endowment fund and will be managed under applicable SICB bylaws and policies. Proceeds from the fund will be disbursed to support activities at set forth below.

Lectureship Selection

The Howard A. Bern Lecture will be given by a scientist who has made significant contributions to the field of comparative endocrinology. Scientists from around the world are eligible, and affiliation with SICB is not required.

The Chair of the Division of Comparative Endocrinology (DCE) shall appoint a Bern Lecture Committee consisting of at least three DCE members, and designate one of the members as Chair of the committee. Committee members will normally serve no more than three years, with at least one member being replaced each year. The committee will solicit (self nominations will be accepted) and evaluate nominations from the international comparative endocrinology community. After consideration of the publication record and other contributions of the nominees, the committee shall recommend one candidate to the Chair of DCE for approval. The selected individual will be invited to present the Howard A. Bern Lecture at the annual SICB meeting.

Activities to be Supported by the Fund

The DCE Chair may authorize reimbursement of appropriate expenses incurred by the Lecturer for attending the meeting, including the cost of transportation, lodging, registration, and meals. The DCE Chair also may authorize a recognition banquet and a cash prize.

adopted January 3, 2010



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Policy on Affiliated Societies

One-way relationship. If the periodic meetings of the affiliated society are less frequent than SICB's (less than one per year), the affiliated society will pay a nominal annual fee of $250 to SICB for the Benefits of Affiliation described below. A reciprocal relationship (see below) can be arranged in the years when the affiliated society has a formal meeting that will be at least of divisional appeal to SICB members.

Reciprocal relationship. If the periodic meetings of the affiliated society and SICB are equal in frequency (annual) the affiliated society and SICB will agree to a mutual-benefit arrangement in which no money changes hands, but the benefits described below are reciprocal.

Benefits of Affiliation
Full members in good standing of the affiliated society can attend SICB annual meetings and pay the member registration rate (regular member, not loyal member). In a reciprocal relationship, SICB members in good standing will be able to attend the meetings of the affiliated society and pay the member registration rate.

Full members in good standing of the affiliated society can organize symposia at the SICB annual meeting so long as divisional sponsorship can be obtained.

Officers of the affiliated society can send appropriate announcements (approved by SICB Executive Officers) to SICB for society-wide or divisional e-mail distribution.

Members of the affiliated society will NOT receive full member benefits, to include (for example) subscription to the society journal and access to member-only pages of the website.

Student benefits, such as eligibility for best student talks and poster awards, and various society provisions for reduction of housing and registration fees, will be restricted to SICB student members.
adopted January 7, 2009


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Policy on Establishing Named Funds

Background
A number of named funds exist currently and these funds have specific purposes. This policy establishes procedures that must be used by individuals, groups of individuals, divisions, or other organizations for the purpose of establishing new programs requiring a funding base.

Rules:
  1. A new program must state clearly its intended purpose.
  2. New programs will normally require a minimum of $25,000 to establish an endowment whose earnings will be used to support the proposed activities according to the formula specified below.
  3. Normally, 4% of the trailing 5 year average of the value of the fund will be available for expenditure on an annual basis for the designated purpose of the fund. However, in no case will expenditures be allowed to invade the principal of the fund. Exceptions to these rules must be granted by the SICB Finance Committee. For funds with less than a 5 year history, the SICB Finance Committee will determine the amount available.
  4. Mechanisms for the disbursement of the funds consistent with the stated purpose of the program must be clearly established. If a committee determines how funds are to be disbursed, e.g., determines award recipient(s), what is the composition of the committee, how will the committee be formed, and how often will membership on the committee be changed? An example is the DCPB Bartholomew Award in which the procedures are spelled out in the DCPB Bylaws, Article XIII, B.
  5. Programs may be discontinued by the SICB Executive Committee provided proper legal issues associated with the disbursement of remaining funds are resolved.
  6. The SICB Finance Committee will oversee the activities of the program to insure adherence to the stated purpose of the program and adherence to all financial procedures governing income, investment, and disbursement of the associated fund.


Procedures:
  1. Proposals for new programs must be submitted to the SICB Executive Director, who will forward the proposal to the SICB Finance Committee. The Finance Committee will review the proposal and it may recommend modifications of the proposal to the individual, group of individuals, division or organization making the proposal.
  2. The SICB Finance Committee will make a recommendation to the SICB Executive Committee for approval or disapproval of the proposal.
  3. The SICB Executive Committee must approve the proposal.
adopted January 2008


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Student Support at the Annual Meeting Policy


Normally students may receive support to attend the annual meeting for up to three years.

adopted January 7, 2007

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Integrative and Comparative Biology Copyright Policy

Requests to reprint material copyrighted by Integrative and Comparative Biology should provide complete information regarding the intended use of the material. Permission entitles the grantee to non-exclusive world rights in all languages for the present edition only of the document for which the material is requested (i.e., one-time use). Permission must be granted anew for each subsequent edition. Full and proper credit should be given to Integrative and Comparative Biology and to the author(s) of the material. There is a fee of $75 for each figure reprinted from the journal. Integrative and Comparative Biology reserves the right to refuse to grant permission for use of copyrighted materials.

For each requested figure, please send a written request accompanied by $75 to: SICB, 1313 Dolley Madison Blvd., Suite 402, McLean, VA 22101. We would appreciate receiving a copy of the printed document for our reference.

adopted June 1997

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Manuscript Policy

The standard length of an article published in Integrative and Comparative Biology is twelve (12) printed pages. Authors will be assessed voluntary page charges for each of the first 12 pages, and mandatory charges for each additional page.

Policy became effective with 12/96 symposia.

BACKGROUND

This change in policy would restore the standard article length to where it was for many years, until it was reduced during the financial crisis of a few years ago. According to Milt Fingerman, the change from 12 pages to 10 pages was made by request of the Treasurer and Business Office to reduce any and all expenditures where possible. It's the impression of the current Editor (and personal experience) that it is very difficult for authors to do a credible mini-review/synthetic paper in 10 pages, and many are either unwilling or unable to afford the cost of publishing additional pages (at the current rate of $135 each). This has grown to an even bigger issue as outside funding has become harder to obtain. Allowing for 12 pages certainly wouldn't eliminate such problems, but they would ameliorate them somewhat. FYI, the journal Evolution, which is the same format as ours, recently adopted a standard article length of 12 pages. Five of the six Albuquerque symposia will be published in 1998. If the journal publishes the same number of pages that year as are budgeted for 1997 (ca. 910), then I estimate that this increase in article length will require no increase in the volume size or in the journal's publication budget (beyond the standard annual inflationary cost increase). This estimate makes provision for other regular journal articles, such as an Introduction to each symposium, book reviews, two or three mini-reviews, etc. Please also remember that this is a conservative cost estimate. If any of the five symposia receive an outside publication subsidy (e.g., from an NSF grant), then we will come in that much more under the annual budget.

adopted December 1996

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Divisional Fund Expense Policy

The purpose of this policy is to clarify the types of expenditures which are reimbursable for SICB divisions. Each division will be allocated an annual expense budget determined by the Finance Committee and approved at the Annual Meeting. This budget is allocated for a single fiscal year, and if the entire expense budget is not utilized in that timeframe, it cannot be deferred.

If, however, a Division Chair feels that additional funds will be required in the following fiscal year over and above the annual allocation, a written request must be submitted to the Finance Committee for consideration prior to the finalization of the next year's budget.

The following will be reimbursable upon written request and, if applicable, where a receipt is presented for any expense in excess of $25.00.

- Special Divisional Mailings
- Best Student Paper and Poster Awards
- Symposium Support
- Regional Meeting Support
- International Congress Support

adopted December 1996

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Membership Renewal Policy

When SICB meetings moved to January in 1998, there was a concern that members would attend the meetings without renewing for the year in which the meeting was held. This could result in a substantial revenue loss unless a mechanism is put in place to ensure that members are required to renew before being allowed to attend the Annual Meeting at the member rate.

Beginning with the 1998 renewal cycle, members have had to be renewed for the following year at the time they registered if they wanted to attend the January meeting at the member rate. If members have not renewed when they submit their registration, they will be informed that they need to remit membership dues before being allowed to register at the member rate.

Members who register on-site and who are not renewed/current will be directed to the membership booth where they can remit payment for their dues. They will receive a receipt which they can take to the registration desk to prove they are a current member in good standing of the Society.

adopted December 1996

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Endowment Policy


The cash reserves of the SICB will be referred to as the Endowment. It is the goal of the SICB to maintain an endowment of no less than 25% of an annual operating expense budget.

adopted January 1995

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Investment Policy

Cash reserves are to be invested in such a manner as to assure the membership of a reasonable rate of return and acceptable level of security consistent with the organizational cash flow needs. The responsibility for investment of said funds shall reside with the Treasurer, with the concurrence of the Finance Committee.

Acceptable avenues of investment shall include savings accounts, savings certificates, Treasury Bills, money market funds and other such investments as may be approved in advance by the Treasurer and Executive Director. Investments which are fixed term in nature shall have terms consistent with the projected cash requirements of the organization.

adopted January 1995


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Contingency Fund Policy

A contingency fund will be budgeted to cover any unforeseen or unbudgeted SICB expenses. These funds may be authorized for expenditure as outlined below:

1. The Treasurer or President may approve unbudgeted expense requests not to exceed $2,000.

2. The Treasurer and President may approve unbudgeted expense requests not to exceed $5,000.

3. The General Officers must approve any unbudgeted expenses in excess of $5,000.

adopted January 1995

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Symposia Contingency Fund Policy

An SICB symposium contingency expense allocation may be made during the annual budgeting process. These funds may be expended to support symposia upon request by the SICB Program Officer and in consultation with the SICB President and Treasurer.


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