Staff at Headquarters are here to support you. Please use the documents below in building, growing, and running your Division.
The Basics
Division Dashboards
Log into the
Division Dashboard to pull rosters that include membership information and division meeting registrations.
Download the guide.
Officer Elections and Terms Quick Guide:
Download this spreadsheet for an at-a-glance overview of officer term lengths and whether each is elected or appointed. Please see your division's Constitution/By-laws for specific details, which can be found on your division's landing page.
Check your Division Membership
Division Officers must be current members of their division. You can check your status in
your profile, and then renew
here.
Expense Reimbursement Form:
At your Division Secretary-Treasurer's approval, submit
this form with receipts to have your Division reimbursed for officer-related travel. Other expenses should be submitted with relevant receipts to Emma Nygren.
Social Media Kit:
This kit contains information about the platforms APS uses, posting best practices, as well as templates you can use to easily share activities to your networks.
Meetings and Events
Division Meeting Checklist
This comprehensive guide lists out vital steps be taken in preparation for your Divison Meeting and recommendations on when.
Meeting Budget Template: **Starting in 2024**
All division events will need to provide a budget to headquarters at the time of submitting an event request. Use
this template to build out the budget for your APS Division Meeting.
Signing Contracts for an Event:
APS Headquarters will need to review and sign contracts for your APS Division Meeting.
NOTE: Before APS HQ can sign a contract, a review of the budget is required.
Hotel/Venue Information:
Download "
What to Look for in Your Hotel," the APS venue selection guide.
When submitting your event to APS, the form will ask that you provide meeting history for your APS Division Meeting if you have it. Information to be provided includes actual room nights utilized and final invoices, (e.g., food and beverage, audio visual and meeting room rental spend).
Division Meeting Request Form:
Fill out this form to coordinate your meeting needs with APS Headquarters, including meeting details, members of your program team, registration options and rates, abstract submission. Your team may need to fill out the form multiple times as different elements of your meeting are organized.
Abstract Submission Software:
APS has a new abstract submission software and reports are no longer self-serve. Please reach out to Jordan Maroney to have a report provided.
Division Award Submission Form:
Fill out
this form to coordinate award winners before/after a meeting and request checks, certificates, and plaques.
Division Science Form:
At the end of your Division Meeting, select the most impactful presentations and sessions and submit this form with your top 2 or 3 (or more!) choices for amplification to the wider APS community (one form submission per presentation). Earn 2 free APS national and division memberships per year for relevant and complete forms that you can award to 2 of these presenters on behalf of your Division.
Frequently Asked Questions
What is the Division Showcase?
Each year, divisions hold a student presentation competition. The 1st place presenter is sent to the annual Plant Health meeting to present in the showcase, "Plant Pathologists of the Future."
African | Previous |
Caribbean | Current |
North Central | Previous |
Northeastern | Current |
Pacific | Current |
Potomac | Current |
Southern | Current |
We have our Student Competition Winner. Now what?
-
Determine Eligible Awards
Ideally before the student competition, determine what award(s) the Competition Winner/Showcase Presenter will be receiving. Details will be listed in the Awards section of
your Division website.
If you're not sure, contact Emma at HQ staff (enygren@scisoc.org). She can tell you what your showcase presenters have received in the past.
-
Communicate with the Student
Approach the 1st place winner (either in person or through email) and congratulate them, then invite them to present at the Division Showcase at the next Plant Health. (Exception: North Central presenters present at the
next year's Plant Health meeting; e.g., the 2024 NC Division winner would present at Plant Health 2025)
Be sure to ask them if they will be able to attend Plant Health, and be ready to answer questions about when it is and what monetary assistance is available.
-
Confirm Presenter Can Attend Plant Health
The presenter may need to get back to you, so make sure to check in to confirm they'll be able to go. If not, repeat Step 2 with the 2nd place presenter.
-
Inform HQ of Who is Presenting
You can indicate who your showcase presenter is while submitting your other competition awards through the Award Form here.
You can also contact Emma at HQ staff directly (enygren@scisoc.org), especially if you have additional needs (e.g., waived registration fees, etc.).
Once Showcase presenters are identified, HQ staff will take it from there! Emma will make contact with the showcase presenters with details on the rest of the process and FAQs. Showcase presenters will receive a special link to submit their abstract after the last spring Division meeting.
What if first place is a tie?
It is up to each division to resolve ties to choose one representative.
What if first place cannot make it to the meeting?
The second or third place recipient may be sent.
Does the presenter need to still be a student at the time of Plant Health?
No, they may have graduated in the meantime. What matters is that they were a student at the time of their Division presentation.
Can the student present virtually?
Due to logistics involved, virtual presentation is not guaranteed, but accommodations will be made as possible. Virtual presentations at a non-virtual Plant Health meeting are typically managed through prerecorded video, and may limit the student's ability to participate in live Q&A.
Do students need to register for Plant Health?
NEW FOR 2025! Not until instructed. Plant Health registration fees are waived. Showcase presenters will receive a code for complimentary registration from HQ; they will then register with that code. See each division's Travel/Competition Awards for additional funding. (Link to Divisions website)
Do Showcase presenters need to submit their abstract during Plant Health's call for papers?
No, Showcase presentations do not use the same portal as other abstract submissions. Staff will directly send Showcase presenters a separate submission link once most Showcase presenters have been confirmed. There is no abstract fee for Showcase abstracts.
Is the division charged for staff time?
As of 2024, there is no billing for staff time, except for extra services from the Meetings Department. Extra services include site selection, logistics, food and beverage selection, etc. Costs for these services would be discussed in advance between your Division and the APS Meetings Department. There is no staff time charge for contract and budget review, registration, abstract setup, or non-meeting services such as elections, emails, website updates, etc.
How do we pay for division expenses?
Officer or speaker travel expenses may be reimbursed by the division. To submit a reimbursement, email Emma with 1) receipts and 2) written (email) approval by two division officers.
Divisions may request to utilize the APS corporate card for expenses worth $500 or more. Smaller incidentals should still be submitted with receipts for reimbursement.
How do I request credit card authorization?
- Get the approval of your division’s Secretary-Treasurer.
-
A budget must first be submitted before staff cards may be used for the venue.
- Ask CC staff owner for approval, including any information about what it’s for (e.g., invoices)
- Current CC staff owner: Emma (enygren@scisoc.org )
- Staff owner or a division officer may then charge the card, depending on circumstances
- Exceptions can be made if lack of credit card would cause a hardship
- After making the charge, send the CC staff owner any invoices/receipts
It is recommended that your Secretary-Treasurer has an APS credit card on file (securely).
Other options
For expenses where a corporate card or reimbursement check are not sufficient. APS may be billed via invoice. Contact staff for additional instructions.
Staff Contacts
Have a question or need? You can
reach out to the following APS staff members:
Emma Nygren
| Division Liaison
| - Initial contact (copy on all email communications)
- Communications
- Website
- Expensing
|
Jordan Maroney
| Meetings | - Contracts
- Venue Services
- Abstracts
|
Tori Clark
| Registrar | |
Cindy Scheller
| Membership
| - Database Administration
- Membership
- Dues
|
Kathy Guderjahn
| Accounting | |
A more complete list of staff contacts is available
here.
Additional Resources
Additional resources available at the
Division Officers Community Library. If you have questions for your fellow Division Officers, you can post a discussion to the
Division Officers Community.