GUIDELINES FOR SOUTHERN DIRECTORS -- ADMINISTRATIVE ADVISOR
ROLE OF THE ADMINISTRATIVE
Members of the Association (Directors, Associate Directors, Assistant Directors,
administrative officers), and Department Heads/Chairs are appointed by the Chair or Chair-Elect as
Administrative Advisors (AAs) to activities including
Administrative Advisors are normally identified by the Chair-Elect as part
the annual review of appointments made in the summer. These appointments are
harmonized across all members of the Association, with concern both for individual and
state workload and interest. Appointments are usually made as an initial action of the
incoming Chair, but can be made by the Chair at any time.
The Administrative Advisor is the linkage
between the Association and the multi-state faculty that are involved in regional
During the establishment of new activities the AA provides administrative leadership; whereas, the
participants provide the scientific leadership. The AA must provide the driving force to
the activity started. Thereafter, the principal role of the Administrative Advisor is to
facilitate the activity to make it possible for the technical group to function
and to assure that their administrative needs and responsibilities are met.
The Administrative Advisor is expected to be familiar with the administrative procedures
the Association and related activities at the state, regional and national level for the
to which he/she is appointed. The AA is expected to provide an
interpretation of the Five Year Plan and the deliberations of the Association on the plan
resulting activities, especially the activity to which he/she is appointed.
Each activity described above involves multi-state faculty and a Technical Committee Chair that
provides leadership for the function. It is important to recognize that the Administrative
Advisor is a facilitator, not the leader of these activities. However, all communications
between the activity and the Association flow through the Administrative Advisor. The
Administrative Advisor should assure that the activity is effectively carrying out its
as authorized by the Association and that the group is familiar with procedures and
expectations of the Association. The Administrative Advisor has an ongoing
to provide guidance to the technical committee on administrative matters and to
an ongoing evaluation of the level of effort and quality of the activity.
The Administrative Advisor is responsible for assuring that appropriate reports are made
by the activity in a timely and meaningful way. He/she is responsible for assuring that
adequate lead time is provided for action on requests for approval of administrative
sought by the group, especially for extension of duration of the activity, and requests for
Association actions in initiating or modifying the activity. During the lifetime of the
the Administrative Advisor provides the office of official record for the activity. Such
records will be transferred if the appointment changes, and on termination, such files
be edited and those files deemed necessary for permanent storage be sent to the
of the Executive Director. The Administrative Advisor links the activity with the
Association and its constituent members in seeking approval for publications
obtaining identifying numerical designations for such publications from the Office of the
Executive Director. Department Heads/Chairs may serve as administrative advisors for
activities except federally funded multistate research projects, where federal
preclude such service.
The Administrative Advisor must authorize in advance (preferably at least six weeks) any meetings of the activity and
notify members of the activity, participating agency heads, Southern Directors, and Directors of participating states outside the region. Notification is best handled by e-mail distibution to all Directors within the region collectively and to those outside the region individually. It is also acceptable to use the national distribution list collectively for one authorization notice. Because of concern for
cost and public perceptions, travel outside the region, except for border cities such as
Washington, DC, should be carefully considered, but may be approved by the
SUMMARY OF ADMINISTRATIVE ADVISORS' DUTIES:
For duties specific to the various SAAESD activities, see "Activity
- Notify chair (or Executive Director's Office) of acceptance of appointment.
- Acquire files from previous AA if appropriate.
- In the case of new activities:
- Contact SAES directors and collaborating agencies for interest in participation.
- Assure appropriate consideration of multi/interdisciplinary mix of those
invited to participate in Technical Committee.
- Arrange first meeting, including election of officers, review of charge and
review of procedures.
- Maintain linkage with CSREES and CSREES' representative to the project when applicable.
- Maintain communication with collaborating agencies.
- Approve and announce subsequent meetings.
- Provide guidance and administrative support.
- Maintain ongoing evaluation of the activity.
- With assistance of the technical committee chair and other members, prepare
the Annual Accomplishments Report.
- Assure annual reports and/or minutes are posted in a timely fashion as indicated in activity descriptions.
- Prepare and submit proposal for continuing activity, if appropriate.
- Represent the activity to the Association and vice versa on a continuing
KEY REFERENCES FOR ADMINISTRATIVE ADVISORS
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