Resources for Chapters

• Encourage active participation in activities run by your chapter and SfN
• Hold a professional development activity at least once a year
• Hold a public outreach and education event at least once a year
• Conduct at least two business meetings every year
• Utilize SfN resources on Neuronline and participate in the Chapters Workshop at the annual meeting
• Engage in public advocacy efforts (in accordance with applicable governmental regulations)

• U.S. chapters must have their own federal employer identification number and are eligible for tax exempt status as an SfN subordinate.*
• Email SfN's Membership department prior to soliciting funds to determine whether the supporter made an earlier commitment to SfN (this is a must).
• Seek matching funds for support from various foundations and local companies.
• Include all foundations, companies, and noninstitutional contributors that support SfN chapter activities in the Annual Report.
• Soliciting chapter donations:
  • Share with potential donors a list of activities needing sponsorship, such as travel awards, receptions, meetings, poster sessions, Brain Awareness Week activities, etc. Include details on sponsorship pricing.
  • Develop a list of benefits organizations would receive in return for their donation, such as acknowledgment in event marketing materials, name recognition, etc.
  • Prepare a legal contract binding the institution to the commitment after an institution has agreed to make a donation. Include:
    • Sponsorship amount, including the duration of sponsorship
    • Date sponsorship amount is due
    • Details on sponsorship benefits
    • Permission for chapter to use company logo for any advertisement related to sponsored activity
    • Rights of both the institution and chapter in regard to said activity
    • Liability if activity is cancelled or postponed
    • Options in renewing sponsorship from institution
  • Overall, make the case that donations contribute to the education and development of neuroscience and the community.

Donation Letter of Agreement Template (PDF)

• Submit a chapter annual report online through the submission portal every year. Chapters may set their own reporting cycle. However, for eligibility to apply for a Chapter Grant, chapters must first submit their annual report
• Submit, in a timely manner, reports for any chapter events held with funding from the SfN Chapter Grants Program
• Report any change in the stated purposes, character, or method of operation relative to SfN’s statement of purpose, as described in chapter bylaws
• Maintain a roster of membership
• Communicate regularly with chapter members and keep them informed of chapter activities and SfN chapter award programs
• Assist with new member sponsorship requests
• Ensure a successor is found before the end of your term to allow for a smooth transition for the incoming chapter representative
• Provide leadership transition updates to the SfN Chapters by emailing chapters@sfn.org

Download the Chapters Resource Kit.

SfN recommends these actions to govern your chapter:

• Hold at least one meeting per year.
• Reappoint or elect a chapter representative by a majority vote of the membership yearly.
• Chapter representatives should serve terms no longer than three consecutive years. At the end of the three-year term, members must elect a new chapter representative by a majority vote.
• Adopt an organizational structure that includes a president or chairperson, secretary, and treasurer.
• Elect officers by a majority of votes. Bylaws should define election procedures.
• Appoint/elect a council or committee to help with special programs and activities.
• In times of leadership transition, ensure outgoing and incoming officers work together to exchange important information, including any existing files and establishing a “training period” for the new officers.

Chapter email accounts:

• Consider using Gmail or Yahoo to create a free email account.
  • Use the dedicated account to store chapter members’ contact information, correspondence, a history of chapter activities, annual reports, and awards.
  • This approach also ensures communication between the chapter and SfN continues uninterrupted following a change in chapter leadership.

Email blasts:

• Submit text, subject line, etc. to be included in an email that SfN will distribute to members in the chapter’s region.

Digital Newsletters:

• SfN sends a quarterly digital newsletters to all chapter representatives. Email chapters@sfn.org to feature your chapter's news.

Target students

• Share job opportunities within the field, scientific findings, and other updates.
• Volunteer to speak to college groups.
• Contact college career centers and student advisers to share new developments in the field and participate in college student job fairs.
• Co-sponsor events on campus or offer internships.

Establish a strong and active governance group

• Encourage members to volunteer for chapter leadership.
• Ensure leadership transitions are smooth.

Foster member contributions

• Ask members for their opinions.
• Use surveys to gather information on preferences and why they joined the chapter.

Use meeting time wisely

• Keep meetings short and effective.
• Adhere to an agenda to ensure meetings are concise and well-prepared.

Collaborate with others

• Join with other programs to co-sponsor Brain Awareness Week and other activities.
• Ask successful chapters what works; start a discussion thread on Neuronline’s Chapter Community.
• Look outside the neuroscience community; faculty/students who have a science background outside neuroscience may attend lectures/seminars.