FMPC Roles and Responsibilities

Section Leadership Page > Resource Guide > Fall Meeting Program Committees


Roles and Responsibilities:  Fall Meeting Program Committee Representatives

The Fall Meeting Program Committee representatives have the responsibility for developing and organizing the entire scientific program. The Program Committee members, under the direction of the Chair, Fall Meeting, have final authority related to organizing the scientific program for their Section.

Representatives will be essential in implementing strategies to achieve the AGU Board’s objective of creating scientific meetings of the future and will develop a dynamic program for the 2020Fall Meeting in San Francisco, CA.

Appointments:

The official Program Committee consists of a representative from each Section and the AGU Committees on Public Affairs. The term of individual Program Committee representatives is generally two to three years or determined in accordance with the Section’s by-laws.

1. Section Presidents must confirm or submit the name of one lead or main representative(s) to AGU by Friday 3 January 2020 please submit the name of the representative(s) to  abocian@agu.org by this deadline.

2. Some Sections receive a high number of abstracts submissions and as such, you may also elect to nominate one to two additional representatives to serve on the Program Committee and assist in organizing disciplinary programs.  Please also submit the names of any new or continuing committee members by 3 January 2020. If there is more than one Committee member nominated per Section, a lead representative must be identified. The lead representative is empowered to make final decisions on behalf of the Section on all scientific programming matters.

3. Representatives may also utilize members within their Section (not official committee members) to support with session review or session allocations.

4. AGU reimburses expenses accordingly for program committee representatives.
   1. One program committee representative per section to attend a planning meeting to approve session proposals. This meeting will be held in DC in early May 2020.
   2. A second meeting of the Program Committee after abstract submissions, the scheduling meeting, is held in DC in September 2020. If needed, assistants (not official Program Committee Members) for the August scheduling period and the September Scheduling Meeting should be identified by the May planning meeting to include these individuals in all relevant AGU correspondences. AGU will pay expenses according for each section:
      1. One person for up to 500 abstracts, two people for 500 to 800 abstracts, three people for 800 to 1200 abstracts, four people for 1200 to 1600 abstracts, five people for 1600 to 2000 abstract submission

2020 Timeline:

1. Program Committee kick-off conference call (13 January)
2. Call for Session Proposals (19 February – 15 April)
3. Preplanning Meeting in Washington, DC: Session Proposal Acceptance (27-28 April)
4. Call for Abstracts Opening: (10 June)
5. Abstract Submission Deadline: (29 July)
6. Program Committee online session allocation (5-17 August)
7. Convener online scheduling (19-31 August)
8. Program Committee prepares preliminary layout of their section’s program and resolves any Convener matters before the meeting (2 September)
9. Program Scheduling meeting at AGU Headquarters (2-4 September)

Committee Representative Requirements:

1. A strong and clear understanding of the structure of the Fall Meeting Scientific Program
2. Commitment of up to 100 hours of volunteer time outside of the two face-to-face committee meetings, is required for each yearly cycle depending on size of Section session proposal and abstract submissions. This includes being available during key scheduling and submission deadlines, such as:
   • Session proposal review and merging in April-May
   • Session allocation and scheduling in August-September
   • Provide direction, follow-up and resolve issues with Session Conveners and authors throughout the year

3. Due to the time commitment required, it is recommended that the Program Committee representatives do not serve as an officer in their respective Sections
4. Support and enforce all AGU and Fall Meeting scientific program policies and procedures
5. Thoroughly prepare for and review provided materials in advance of every program committee meeting or call to ensure time is devoted to improving the program or policies
6. Collaborate with all members of the Program Committee to create and implement opportunities across disciplines
7. Ability to complete all review and scheduling duties in an online session and abstract management system
8. Keep the Program Chair informed of any program and Section related decisions or concerns; keep Section leadership informed of Program Committee policy decisions as appropriate
9. Attend two-day, face-to-face planning meeting in May 2019 in Washington, DC
10. Attend three-day, face-to-face scheduling meeting in September 2019 in Washington, DC
11. Participate in conference calls and provide feedback to AGU staff as needed
12. Adhere to all scientific program timelines and deadlines; respond to AGU staff, convener and author inquiries in a timely manner
13. Participate in review process for new AGU scientific programs as needed.
14. Curate the SWIRL Theme sessions a needed
15. Assist in developing the AGU-Go (virtual) Program as needed

Honoraria and Reimbursement:

Honoraria are provided to the lead Program Committee representative for each Section and the AGU Committees on Public Affairs and Education. The lead member determines how to allocate the honoraria.

 AGU Scientific Program Team

Nicole Oliphant, Assistant Director, Scientific Programs
Phone: +1-202-777-7336 Email: noliphant@agu.org

Amy Bocian, Program Coordinator, Meetings
Phone: +1-202-777-7324 Email: abocian@agu.org

Meetings Program Leadership

Lauren Parr, Vice President
Phone: +1-202-777-7325; Email: lparr@agu.org