AADOCR Section Officer Resource Page

Holding Accounts
Each Section retains control of the funds collected for Section membership (not including student members). The HQ will maintain the record of payments to each Section and communicate with the officers on a quarterly basis or as requested. Invoices and/or payments are not initiated by the HQ without written notice from the Secretary/Treasurer. How funds are administered is decided by the officers, but must be consistent with the Mission of the AADOCR, follow all U.S. non-profit 501(c)3 guidelines, i.e. no political contributions, and must follow the IADR Corporate Sponsorship Guidelines. Payment requests require confirmation from two officers in the form of an email.  All forms can be found in the AADOCR Sections Governance Handbook.

Approval Process
All use of holding account funds must be approved by two officers. Requests are most often submitted by the Secretary/Treasurer and approved by the President. If the recipient is an officer, then two additional officers must approve the payment. Corresponding payment forms and documentation should be submitted via email to Riana Hays, Component Relations Coordinator, at @email for processing.  To expedite the process, the secondary officer can be copied on the same request and prompted to reply with approval. 

Finance Forms
Payment Request via check (US): Download 
Expense Reimbursement: Download 
Invoice Request for IADR to provide invoice to a vendor for services or for a sponsorship: Download

Forms to provide pre-paid AADOCR membership or Annual Meeting registration can be provided by request.  

Election of Officers
All current members of the Section are eligible to serve as officers and vote in the annual election. The annual election of officers is held in conjunction with the AADOCR general election for Vice-president, Treasurer, and AADOCR Representative to the Publications Committee. Current member is defined by a member of the Section that has paid the current year membership dues. Each Section must nominate a minimum of two individuals to stand for each elected position, Vice President every year and Secretary/Treasurer and Council every three years. Full details can be found on the Nomination Form and in the AADOCR Sections Governance Handbook. A larger view of AADOCR Governance is detailed in the AADOCR Constitution & Bylaws.

Additional Officer Positions
Section have the option to create additional officer positions, but they cannot be included in the general election. Section leadership can decide the position titles, duties, term lengths, appointment/election process, nomination timeline, etc. If requested, Riana Hays, the Component Relations Coordinator, can assist with creating a nomination webform on the AADOCR website, sending a call for nominations to the members, and creating a ballot through the platform Survey Monkey. All content must be prepared by the officers and then submitted.

Officer Rosters
Contact information for current officers can be found on the website in the Officer Directory. The rosters are connected to the AADOCR HQ database and always reflect the current officers and their terms. Email addresses are only visible to logged in members. If there are changes or corrections to made, please notify Riana Hays at @email.  

Zoom Meeting Call Coordinator 
AADOCR offers Sections the opportunity to have an open Zoom meeting for board meetings. AADOCR is unable to support larger meetings of Section members over Zoom. Section officers will be provided with a link to join the meeting with no waiting room. There will be no AADOCR HQ support and no participant of the call will have admin privileges. This means anyone that has been provided the personalized meeting link can join and have the same ability to unmute or share screen. If Section officers require additional Zoom functions like breakout rooms, more control, or to have a meeting with a larger audience, officers should purchase their own licenses outside AADOCR HQ support. Contact @email for assistance.

IADR Webinars & CE On Demand Library
Sections are welcome to host an open Webinar; proposals can be submitted using the webinar submission form. AADOCR Section webinars must, barring exceptional circumstances, utilize the webinar services of the HQ. Webinars must be approved by the AADOCR Board of Directors. For questions contact research@iadr.org.

Meeting Space during AADOCR Annual Meeting or IADR General Session
AADOCR Sections may schedule meeting space during the AADOCR Annual Meeting or IADR General Session to hold business meetings, receptions, executive officer meetings, award competitions or other events. All requests will be fulfilled on a first-come, first-served basis as space is available. To request in-person or virtual meeting space at the 2025 AADOCR/CADR Annual Meeting please complete the required Meeting Request Form by November 1, 2024.  Please note that any request for meeting space submitted after this date cannot be guaranteed in the convention center or headquarters hotel. Meetings requested after the deadline may not appear in the program book. Any further questions regarding meeting space or catering can be directed to @email.

Proceedings of the AADOCR Council Meetings
View current and recent proceedings of the AADOCR on the AADOCR News & Reports Webpage.

IADR Corporate Sponsorship Policy 
The purpose of the IADR Corporate Sponsorship Policy is to define the relationship between corporate sponsors and the AADOCR Sections in regards to support for the IADR General Session, Annual Meetings and other activities of the Sections such as awards, fellowships and grant programs.

E-blasts/Email Marketing
The AADOCR Headquarters can provide assistance with disseminating messaging to your audience. If you have a message you need to send to your  members, please contact Riana Hays, Component Relations coordinator, at @email to coordinate scheduling. Once your message content is ready, send the text as well as the subject title to Riana Hays for layout and distribution. This process and instructions apply to newsletters, election notices, business meetings and general news updates.

Membership Lists
Current officers can request an electronic membership list for their Sections. To take advantage of this, please contact Riana Hays, Component Relations coordinator, at @email if you would like to receive your Section membership list. Membership lists will be sent to all current officers after their written acknowledgement that they have read and agreed with the IADR/AADOCR Data Governance Policy.

Highlight your Section in the AADOCR Newsletter
Share what is happening with your Section with the membership. AADOCR would like to feature each Section in the Science Advocate. Sharing your story will to assist the other Sections in developing new initiatives and potential collaborations. Please forward articles to @email.

Web Page hosting
AADOCR uses branding standards and style guides to maintain a consistent look across Association marketing and communications. As an AADOCR Section officer, you can request the publication of a Section web page hosted by AADOCR. The standard page includes an officers list, newsletters, and any news you wish to include. Please contact Riana Hays, Component Relations Coordinator, at @email if you would like to create, update, or launch a web page for your Section.

AADOCR Section Meeting Announcements
AADOCR offers space on its main website for your Section to announce events planned outside of the IADR General Session or AADOCR Annual Meeting. These announcements will appear on the IADR website future meetings page. Please send the information (name of the event, date, place and website if applicable) to Riana Hays at @email.

PowerPoint Presentation Templates
If you have a PowerPoint Presentation and wish to include information about AADOCR, please contact @email. The Association will provide informational slides about AADOCR publications, meetings, awards and other general information. The AADOCR PowerPoint template may be used for these slides and the others in your presentation.

AADOCR Promotional Toolkit
As an AADOCR Section volunteer, we encourage you to share information about the Association with colleagues when attending meetings, hosting events, and presenting. This toolkit is designed to provide you with the necessary materials for the promotion of AADOCR. Please visit the AADOCR Promotional Toolkit to download and share these resources. If you would like additional marketing items such as flyers and AADOCR-branded giveaway items, or have other special requests, please contact Matt Niner, Marketing and Communications Manager, at mniner@iadr.org.

AADOCR Community
The IADR Member Discussion Forum can reach an audience of all IADR Members, but there is also a targeted audience withing AADOCR Community. These platforms are an opportunity to foster discussion, advertise events, store files, and make announcements. This platform is a direct avenue for leadership to interact directly with the membership. Sections can share ideas and even collaborate for virtual events. All content remains in the community for future reference and triggers an email the following morning. The Community also has a Member Directory where contact information can be found, and connections can be made. The log in credentials for the AADOCR Community match the AADOCR website. Any questions regarding the use of the Community can be directed to @email.