Student Chapter Handbook

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Table of Contents

Student Chapters of HFES…………………………………………………… 3

Organizing A Student Chapter……………………………………………… 3
Member Recruitment
Getting a Faculty Adviser
College/University Permission
Develop Constitution and Bylaws
Application to HFES for Affiliation
How to Keep the Chapter Alive from One Academic Year to the Next… 5
Election of Officers
Officer Transition
Other Transitional Issues
Funding For Student Chapters……………………………………………… 6
Annual Funding Available from HFES
Additional Funding Available from HFES
How to Request Funding from HFES
Sample Activities That May Be Funded
Reasonable Expenses
Other Sources of Funding
Resources for Student Chapters……………………………………………... 7
Faculty Advisers
Chair of the Student Affairs Committee
Central Office
Student Chapter Officer Listserv
Other Student Chapters
Sample Activities for Student Chapters……………………………………. 8
Recruitment
Student Membership to HFES
Guest Speakers: List of General Topics
Student Service to HFES
Outreach/Volunteerism
Collaboration
Socials
Fieldtrips
Committees
Exploration/Creativity
Information Dissemination
Mentorship
Continued Education
Awards ……………………………………………………………………….... 12
Student Chapter Award
General Benefits of Student Affiliate Membership in HFES……………... 12
Becoming an HFES Student Affiliate Member
Technical Group Membership
Student Listserv
Transitional Dues
Placement Service
Student Awards
Annual Meeting Activities
Disaffiliation…………………………………………………………………… 14
Appendix A: HFES Central Office Support…………………………….. 15
Appendix B: Sample Constitution and Bylaws………………………… 16
Appendix C: Questions and Answers—Student Chapter Funding….. 23
Sample of Student Chapter Request for Funding
Reimbursement Process
Appendix D: Application for Outstanding Student Chapter…………. 28
Appendix E: Application for Student Member with Honors………… 30
Appendix F: HFES Policies/Guidelines—Student Chapter Website... 31
Appendix G: HFES Technical Groups…………………………………… 32

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 OVERVIEW OF STUDENT CHAPTER HANDBOOK

The Human Factors and Ergonomics Society (HFES) Student Chapter Handbook
is designed to provide guidance and assistance to HFES student members in
organizing student chapters.

The Handbook provides information for both starting new chapters and operating
existing chapters. The handbook is compiled, published, and revised as necessary
by the Student Affairs Committee of the Human Factors and Ergonomics Society.

This handbook is designed to provide the following information:

• Why organize a Student Chapter?

• How to organize a Student Chapter
• What resources are available to your chapter?
• What types of activities take place in Student Chapters?
• What are general benefits of being a Student Member of HFES?

STUDENT CHAPTERS OF HFES

A Student Chapter of HFES is a group of students interested in human factors and

ergonomics who organize to coordinate events and activities for the benefit of the
students, the community, and HFES. The student chapter operates under the
auspices of HFES and receives support from HFES for its activities.

Benefits of Having a Student Chapter:

• Enhances student participation in HFES by providing opportunities for

professional development, community service, and networking with other
students and faculty interested in human factors and ergonomics issues.

• Provides a forum for the presentation, discussion, and investigation of human

factors and ergonomics issues.

• Provides a student forum for discussion of school-related issues and HFES

policies that affect student members.

• Provides directory and news bulletin information for local use and as input to
the student column in the HFES Bulletin.

• Enables access to funds provided by HFES to support student chapter

activities such as invited speakers, colloquia, field trips, and other projects.

• Encourages local participation by students interested in human factors and

related fields that might not attend the annual meeting.

• Encourages individuals to become student members of HFES.

• Promotes awareness of HFES and human factors/ergonomics on campus.

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ORGANIZING A STUDENT CHAPTER

Member Recruitment

To start a student chapter, you must have a minimum of 15 students who are
interested in joining the chapter. At least two of these students must be student
members of HFES. Try to recruit students from a variety of programs on campus
such as industrial engineering, engineering psychology, cognitive science,
industrial/organizational psychology, occupational therapy, physiology, health
and performance, and so on.

Getting a Faculty Adviser

The student chapter must have a faculty adviser who is a Full Member of HFES.
This person will provide guidance for the development of chapter activities and
will help oversee expenditures related to chapter activities.

College/University Permission

To be eligible for consideration as a student chapter, you will have to obtain a

letter from your host-college or university stating that the proposed student
chapter has permission to organize.

Develop Constitution and Bylaws

The constitution for the student chapter is a general statement of the purpose and
affiliation of the student chapter. (A sample is presented in Appendix B.)

The Bylaws are the details of the name of your chapter, membership requirements,
officer descriptions and duties, government, and meeting guidelines. (A sample is
presented in Appendix B.)

The last page of the Constitution and Bylaws must include the signatures of the
members who have approved the Constitution and Bylaws, the percentage of the
membership they represent, and the date of approval.

(NOTE: Use the models presented in the appendices and adapt them to your
specific chapter. The chair of the Student Affairs Committee will assist you if you
have any questions.)

Application to HFES for Affiliation

Applying to HFES for official approval of your student chapter requires that you
submit the following items:
• A cover letter stating your interest to be considered for affiliation as a student
chapter of HFES.
• A letter of support from the faculty adviser of the chapter. For the new officer
roster, contact information for the chapter and a description of the calendar-
year activities.
• A list of members of the prospective chapter including the name, address, and
membership class in HFES for each member. (Note: this list must include a
minimum of 15 students plus the faculty adviser)
• A letter from the Host College or university stating that the proposed student
chapter has permission to organize.
• The Chapter Constitution and Bylaws. (The last page of the Constitution and
Bylaws must include the signatures of the members who have approved the
Constitution and Bylaws, the percentage of the membership they represent,
and the date of approval).

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• A complete list of the interim or elected officials and the date of their election.
In the case of interim officers, a schedule for nominating, electing, and
installing officers for the first year of chapter operation should also be
provided.

Send these materials to:

Sandra K. Garrett, Ph.D.

Chair, Student Affairs
Clemson University
130-C Freeman Hall, Box 340920
Clemson, SC 29634-0920
Tel/Fax: (864) 656-3114
E-mail: [email protected]

Dr. Garrett will review the application materials and work with you to verify that
the formal requirements have been met. Once the application is complete, the
application will be forwarded to the HFES Executive Council (EC) with the
recommendation that it be approved at the next EC meeting. The EC meets two
times a year, generally in spring and in conjunction with the HFES Annual
Meeting.

HOW TO KEEP THE CHAPTER ALIVE FROM ONE ACADEMIC YEAR TO

ANOTHER

Election of Officers

It is critically important for the student chapter to elect new officers by the end of
the spring quarter or semester so that an orderly transition can take place.

Officer Transition

Ideally, an officer transition should be strategically scheduled near the end of the
term, which is a good end point for the old officers' term and the beginning of the
new officers' term. The transition itself should allow adequate time for all officers
to meet as a group and with their adviser.

Other Transitional Issues

The outgoing officers with the incoming officers should cover the following topics.

• Student Chapter Bylaws.

• Providing a new officer roster to HFES. In November, HFES will mail a
request to the student chapter president for the new officer roster, contact
information for the chapter and a description of the calendar-year activities.
• This information appears in the HFES Directory and Yearbook and must be
received by the HFES Central office by mid-December.
• Student chapter e-mail. Each Student Chapter is strongly encouraged to create
an e-mail account with a screen name that can be used from year to year by
incoming officers, (i.e., [email protected]).
• Access to student listservs. (See page 13)
• Officer roles and responsibilities.
• Registering your organization with the University.
• Funding sources (Graduate Student Assembly, HFES, your department).
• Graduate student assembly relations and university involvement.
• Checking account and expenditures.
• Access to and restrictions on funding.

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• Reserving a room for a meeting.
• HFES membership and student chapter membership.
• Speakers, information about inviting, how to pay for, etc.
• Deadlines (e.g., Summary of Chapter Activities to HFES, Student
Organization).
• Registration, (University Funding Application).

FUNDING FOR STUDENT CHAPTERS

Annual Funding Available from HFES

An HFES fund has been established to encourage program activities in the student
chapters. Possible activities include inviting outside speakers, field trips, and
interdisciplinary symposia. Supported activities must benefit a majority of the
members of a student chapter. A chapter's support may be spent on one event, or
distributed across several events. No annual meeting travel may be funded. There
is a $500 allocation each calendar year for HFES Student Chapters.

Additional Funding Available from HFES

Some years, there will be student chapters that for one reason or another do not
use all of their allocated funds. On the other hand, there are other student
chapters (e.g., those that are located long distances from major metropolitan areas)
that expend all their allocated funds on travel expenses for one or two speakers.
To accommodate this disparity, the Executive Council has agreed that student
chapters that spend the entire allocated $500 and have a need for additional funds
may apply for those additional funds when that money is available. Student
chapters may send the request for additional funding by October 1.

How to Request Funding from HFES

STUDENT CHAPTERS MUST SUBMIT A PROPOSAL PRIOR TO THE

EVENT to the Chair of the Student Affairs Committee for these funds; the money
is not automatically allocated. The proposal must include an outline of proposed
activities and expenditures and must include the written endorsement of the
chapter adviser. See Appendix C for Question and Answers on Student Funding.

This proposal may be e-mailed if sent by the faculty adviser. Upon approval, the
Chair will notify the benefiting chapter and the HFES executive director.

If advance funds are needed, contact:

Lynn Strother, CAE

Executive Director
HFES
PO BOX 1369
Santa Monica, CA 90406-1369

After your event has taken place, the student chapter must submit a brief written
report and financial accounting to the Chair of the Student Affairs Committee.
Receipts and request for reimbursement should be sent to Lynn Strother. Last
requests for reimbursements must be made by December 1.

Very important: Please be sure to include the name of the person to whom the
check should be made payable and the address to which the check should be sent.

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Sample Activities That May be Funded:

• Guest speaker.
• Field trip - even if all members of the student chapter cannot go on the trip,
this type of expenditure can be approved if those members who do take the
trip make a report at the next chapter meeting.
• Small conference.
• Design competition.
• Refreshments for chapter meeting.
• Books or other materials that would be available to all members of the student
chapter. For example, one chapter has developed a resource library of
materials that student chapter members can access.

Reasonable Expenses

Expenses for student chapter program activities should be reasonable. These

expenses can include: travel and related expenses (e.g., lodging, meals), for the
speaker, meeting room costs, refreshments for the breaks of a chapter-sponsored
symposium, and car/van rental costs for field trips.

Expenses related to the annual meeting, however, are excluded. Since the purpose
of the funds is to encourage program activities with the maximum participation by
the student members, travel expenses to the annual meeting do not qualify.

It is the Society's policy not to reimburse anyone for travel to the annual meeting.
Other means (e.g., serving as a volunteer at the annual meeting, school funds, etc.)
are available to defray costs associated with attendance at the annual meeting.

Other Sources of Funding

Besides HFES, there are other possible sources of funding:

• Some student chapters charge modest dues ($5).

o Numerous student chapters receive small grants from their
department
• Funding is also sometimes available from Student Affairs/Student
Government groups on campus.

RESOURCES FOR STUDENT CHAPTERS

Whether you have a simple question about your chapter or you’re faced with a big
problem, we encourage you to take advantage of the numerous people and
resources available to you:

Faculty Advisers

Each student chapter has a faculty adviser who is a Full Member of HFES and has
probably been involved with your chapter longer than you have. This adviser is
your best source of wisdom, especially concerning the chapter’s relationship to
your university and to HFES.

Chair of the Student Affairs Committee

The Chair of the Student Affairs Committee is an HFES Member appointed by the
HFES President to watch over and advocate for student affairs. The Chair of the
Student Affairs Committee reports to the Executive Council at each of their
meetings. The current chair can be contacted about any student issue concerns.

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Central Office

Lynn Strother, HFES Executive Director, may be contacted at [email protected] about

reimbursement of chapter expenses.

Carlos de Falla, HFES Director of Member Services, may also be contacted at

[email protected] about any student issue concerns as well as HFES membership.

Student Chapter Presidents/Advisers Listserv

HFES Central Office maintains a listserv called [email protected] for

the benefit of the student chapter presidents and faculty advisers.

Student chapter presidents, faculty advisers, the Chair of the Student Affairs
Committee, and HFES senior staff are automatically subscribed to this listserv.

The listserv may be used as a:

• Central source for general announcements relevant to the student chapters
• Opportunity to interact with other student chapter officers.

Messages to the listserv should be addressed to [email protected].

Email address changes should be sent to [email protected].

Each Student Chapter is strongly encouraged to create an e-mail account with a

screen name that can be used from year to year by incoming officers, (i.e.,
[email protected]).

Other Student Chapters

If you were having an event, it would be nice to inform nearby chapters and invite
them to participate (e.g., for invited colloquia or social events). You may also plan
a field trip to visit nearby student chapters and tour their facilities. The student
chapter officers’ listserv described above will be a useful tool for communicating
with other student chapters. Your fellow students are a valuable resource.

SAMPLES ACTIVITIES FOR STUDENT CHAPTERS

Recruitment (Increasing Chapter Membership)

• Opening social after the new student orientation
• Open enrollment signup sheet
• Visit HF/E and related classes to talk about HF/E
• Participation in campus recruitment events
• Bulletin Board for HFES chapter announcements

Student Membership to HFES

• Encourage HFES student chapter members to go to the HFES Annual
Meeting via email postings
• Distribute brochures and flyers about benefits of affiliation with the
Society
• Presentation on student benefits for joining HFES as well as student
chapters

Guest Speakers: List of General Topics

• Cross Cultural User Experience Design
• Human Factors of Spaceflight
• Industrial Design
• Outreach Opportunities

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 • Ideas about activities for HF/E involvement
• Human Machine Integration
• Usability Researchers
• Career Center
• Interaction Design
• Student Speakers (Alumni)
• Human action integrated into design
• Traffic Safety
• Professors in the HF/E department from other universities
• Experts in Medical field relating to HF/E
• Members from HFES
• Human Computer Interaction
• Cultural Ergonomics
• Pedagogy
• Preparing Proposals Seminar
• Interviewing Skills
• Dissertation Tips and Tricks
• Grant Writing for Grad Students and Faculty–Tips
• Student speakers practicing for defense
• Panels of students and faculty presenting grad life and the application
process
• Invite a guest speaker who is an expert witness to talk about the
profession
• Safer in the air: An analogy between aviation and medicine
• Technology with living disabilities
• Tour of Duke’s patient simulation research lab
• Global and cultural awareness and the impacts on design
• Distance education
• Team communication
• Physiological measures
• Lecture that serves as a primer for a common HF/E tool or application,
such as Viseo or Morae or Photoshop.
• A panel where professionals would ask students why they would want to
be in academia or industry. It is a method for professionals to investigate
current thinking of the future generations of professionals

Students Service to HFES

• Write articles regarding HFES activities/involvement
• Student contributions to HFES Bulletin
• Host HFES chapter meetings locally (your city)
• Submit Thesis Topics to discuss at the conference

Outreach/Volunteerism
• Form a HF public relations team
• Students providing HF/E consulting to other campus organizations (web
design, etc.) or companies for donations
• Participate in on and off campus special day festivities to promote HF/E
• Gather contact information from students in other departments
(computing, industrial design, architecture, language, culture and
communication) in order to recruit
• Listservs to disseminate information about upcoming events, available job
positions, and reminder emails
• HFES student chapter events added to university calendar (e.g. National
Ergonomics Month)
• Go to middle schools and/or high schools to promote HF/E
• Presentations of HFES to different university departments
• Posters around campus of HFES student chapter events/activities

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 • Chapter donation of supplies to local efforts: School supplies to Iraqi
children
• Chapter web site design project as a networking tool for current students
and alumni
• Graduate school preparation and mentoring / information session for
undergraduates
• Participate in University-wide open house events
• Habitat for humanity
• Student Mondays: panels that address topics such as: The Internship
Experience, How to Publish, How to get a Job in Academia, Industry, and
Government and Experience from Leaders in the Field.
• Trash pick up days: Local Beaches, Parks, etc
• Volunteers for Arbor Day
• Campus usability audit
• Ergonomic Assessment of a facility or classroom on campus
• Usability Day celebration and panel discussion
• Participation in and donations to school fundraisers

Collaboration:
• Different departments within university (i.e. Industrial Design
Department or Psychology Department)
• HF conference with other (nearby) university HF programs. Students
present research.
• Industries in the community related to HF/E
• Seminar on how to collaborate across disciplines
• Seminar on Stress Management w/ university counselor

Socials:
• Welcoming events for new students
• Meet at restaurants
• Campus events to promote student involvement
• Holiday Parties for HF/E students and department staff
• Take experts in HF/E out to dinner
• Alumni meetings
• Happy Hours
• Weekly officer meetings
• Mentor Partnerships (new HF/E students partner with experienced
students)
• Online discussion boards
• Picnic in the park
• Wine tasting social
• Ball games
• Pizza and dessert sale
• HFES coffee shop hours in a research lab
• Alumni dinner
• Sporting events w/ members
• Smash Pumpkin Carving Contest w/Engineering Department
• HFES Library Grand Opening
• Morning Coffee
• Game Nights (e.g. Wii Party)

Field Trips:
• Ergonomics Companies
• Psychology Laboratories
• Human Factors research facilities
• Company’s near campus involved with HF/E
• Middle Schools and High schools to promote HF/E
• Visits to local chapters: Research presentations and lab tours

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 • Tour of an automobile manufacturer
• Tour of transportation research facilities e.g. Intelligent Transportation
Systems
• Tour of design firms
• Risk management retreat
• Tour of Aircraft Manufacturing Co.
• Tour of local airports

Committees
• Newsletter
• Website
• Wikis
• Student Reviewers
• Student chapter message board
• Forums

Exploration/Creativity
• Real world activities that focus on HF related topics
• Design a student chapter logo contest
• Open house
• Virtual haunted house
• Calendars given to new members with dues payment
• Book drives
• “Bad designs on campus” contest
• Online Courses Usability Evaluations
• HF Games, e.g. Egg drop event, follow up discussion for relevant HF
principles
• World of Illusions Booth
• Muffin Giveaway Booth
• T-Shirt Design Competition
• Student Awards
•
Information Dissemination
• HFES student chapter website
• Mailing List: Announcements of upcoming HFE events
• Banners and Flyers Posted around university campus
• Newsletter
• Yahoo Groups
• Facebook Group for local chapter
• Chapter Meetings
• Display Cabinet in Engineering Department

Mentorship
• Offer mentoring to new students
• Mentoring Future chapter officers by having “ride-along” training
sessions with current officers
• Thesis Café: Students get the opportunity to talk to other students and
alumni about their thesis/project interests
• Recent Graduates talks about experiences doing their thesis/project
• Panel of Chapter Members Attend New Student Orientation
• Email to new students regarding the effects of excessive stress on human
performance and other “HF/E news you can use”
• Tutoring undergraduates at the university

Continued Improvement
• Soliciting donations from Alumni members of the chapter
• Development/maintenance of the HFES chapter library

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 • Send speakers to other student organizations to promote HFE in other
fields
• Maintain connections with faculty and students in departments related to
HFE

AWARDS

Student Chapter Award

Outstanding Student Chapter is a special status for Student Chapters of HFES.

The purpose of this designation is to honor Student Chapters that have made an
outstanding contribution to the discipline, HFES, their campus, or their
community. Selections are announced at the Student Reception of the HFES
Annual Meeting.

The application for the Student Chapter Award may be found in Appendix D.

Requests for more information should be sent to:

Sandra K. Garrett, Ph.D.

Chair, Student Affairs
Clemson University
130-C Freeman Hall
Box 340920
Clemson, SC 29634-0920
Tel/Fax: (864) 656-3114
E-mail: [email protected]

GENERAL BENEFITS OF STUDENT AFFILIATE MEMBERSHIP IN HFES

Becoming an HFES Student Affiliate Member

Any person who is enrolled as a full-time undergraduate or graduate student at an

accredited college or university and is not working full-time is eligible to become a
Student Affiliate of the Society. Student Affiliates are entitled to participate in all
activities of the Society except that they may not vote or hold office. Student
Affiliate dues are for the period January-December and include subscriptions to
Human Factors, Ergonomics in Design, and the Digital Library-Archive.

Technical Group Membership

HFES is divided into 23 interest groups referred to as Technical Groups (TGs).

(See Appendix G for a full description of the TGs.)

Membership in a TG provides the opportunity to interact and network with others

interested in similar technical areas. TGs produce newsletters and often maintain
listservs and web sites for the benefit of their members. The TGs are also
responsible for the Technical Program at the HFES Annual Meeting. Many TGs
have awards specifically for students.

If you wish to join a TG, simply log in as a member and join online or download a
TG membership application from http://hfes.org. Membership costs for most TGs
range from $4 to $6 and you do not have to be a member of HFES or of an HFES
Student Chapter to join a TG.

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Student Listserv

HFES operates a listserv for HFES Student Affiliate Members. The server
provides:
• A central source for general announcements relevant to HFES Student
Members.
• A potential source of job information.
• An opportunity to interact with other Student Affiliate Members of HFES,
creating a network of contacts worldwide.
• A chance to ask human factors questions (e.g., where to obtain information
relevant to a thesis or dissertation project, design questions).

HFES Student Affiliate Members are added to the listserv when they join or renew
their membership.

Messages to the listserv should be addressed to [email protected].

Transitional Dues

Student Affiliate Members who graduate are automatically upgraded to

Transitional Associate Member status and are entitled to pay one-half of the
regular dues for the first two years out of school.

Career Center

HFES operates an on-line Career Center exclusively for HFES members. Members
can log in and may post resumes at no charge and may apply for jobs on-line. The
Career Center may be accessed at the HFES Web site at http://hfes.org.

Student Awards

• The Alphonse Chapanis Best Student Paper Award (established in 1969 as

the Best Student Paper Award, and renamed in 1983), provides a certificate
and a total monetary award of $1000 to a student (or students) who present(s)
the most outstanding student paper at the HFES Annual Meeting. Candidate
papers are reviewed and ranked on the basis of subject-matter relevancy,
methodological sophistication, clarity of written expression, and oral
presentation of the material. Written papers are prescreened so that generally
no more than six papers will be selected for final judging by the subcommittee
during oral presentation by the student authors.

• Student Member with Honors is a special designation for HFES Student

Affiliate Members, which honors students who have made an outstanding
contribution to the discipline or HFES. An application for this award may be
found in Appendix D.

• TG Student Awards. Many of the technical groups sponsor student paper

awards. Details of the awards are published in technical group newsletters
each year.

Annual Meeting Activities

• Volunteering. Students are invited to volunteer to assist in the Annual

Meeting coordination on-site. In exchange for volunteering four or eight
hours, students will be reimbursed half or the full registration fee after the
meeting.

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• Student Reception. HFES sponsors a reception at the Annual Meeting for all
of the student attendees. Also invited to the reception are members of the
HFES Executive Council, Student Chapter advisers, and selected faculty
members. Refreshments are provided and announcements pertaining to
students are made here.

DISAFFILIATION

There may come a time when your Student Chapter just isn't viable any longer.
For whatever reason, if your Student Chapter becomes inactive or if there aren't
enough students to make the transition from one academic year to another, please
contact the Chair of the Student Affairs Committee to discuss the situation.
Hopefully, it can be resolved.

However, if a decision is made to close down the chapter, you must send a written
request for disaffiliation to the Chair of the Student Affairs Committee. This
request must be signed by a majority of the current chapter officers, and the
faculty adviser and must include a copy of the notification to the membership that
disaffiliation is being requested. The Student Affairs Committee will review the
request and then forward it along with relevant information and appropriate
recommendations to the Executive Council for decision.

In extreme cases, the HFES Executive Council may terminate the affiliation of a
chapter for failure to submit annual reports for two or more years in succession,
failure to comply with its own chapter Bylaws, disaffiliation with its host
institution or conduct prejudicial to the interests and objectives of the Society.

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 APPENDIX A

HFES CENTRAL OFFICE SUPPORT

Following are the names and contact addresses for the administrative staff at the
HFES central office:

Executive Director:
Lynn Strother
[email protected]

Susan Marshner
Administrative Assistant
[email protected]

Communications Department

Communications Director:
Lois Smith
[email protected]

Scott McDonnald
Production Editor
[email protected]

Andrea Tomcsanyi
Editorial Review Coordinator
[email protected]

Member Services

Director of Member Services:

Carlos de Falla
[email protected]

Stefanie Alexander
Member Services Coordinator
[email protected]

Mailing Addresses

HFES address for US Postal Service mail:

P.O. Box 1369
Santa Monica, CA 90406-1369

HFES physical address for most overnight delivery services (NOT US Postal Service
Express Mail):
1124 Montana Ave., Suite B
Santa Monica, CA 90403-1617

HFES Website: http://hfes.org

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 APPENDIX B

SAMPLE CONSTITUTION AND BYLAWS

Constitution

University of _________ HFES Student Chapter

The University of __________ HFES Student Chapter is organized to serve the

needs of the human factors profession at the University of __________. Its purpose
is to promote and advance the understanding of the human factors involved in the
design, manufacture, and use of machines, systems, environments and devices of
all kinds through the interchange of knowledge and methodology in the
behavioral, biological, and physical sciences and in industrial, computer science
and other relevant engineering disciplines.

The University of _____________ HFES Student Chapter is established as an

affiliate of the Human Factors and Ergonomics Society, Inc., a nonprofit
corporation chartered by the State of California, to operate exclusively for
charitable, educational, scientific, and literary purposes by authority of and in
accordance with the Articles of Incorporation, the Bylaws, and the Operating Rules
of the Society now in force or hereafter amended.

Bylaws

University of _________ HFES Student Chapter

Article I - Name

The name of this organization is "The University of ______________ HFES Student

Chapter".

Article II - Purpose

The University of __________ HFES Student Chapter, hereinafter referred to as the

Chapter, is an affiliate of the Human Factors and Ergonomics Society, Inc., a
nonprofit corporation chartered by the State of California. Purposes of the
Chapter are those set forth in the Articles of Incorporation of the Human Factors
and Ergonomics Society, Inc., hereinafter referred to as the Society.

Article III - Membership

Section 1. Classes of Membership.

The voting membership shall include Members and Associates of the Chapter.
Section 2. Qualifications for Membership.
a. Member. Members are those students or faculty at the University of
__________ who show an interest in the field of human factors. Any Member
of the Human Factors and Ergonomics Society shall be eligible for election as a
Member of the Chapter.

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 b. Associate. Associates are those persons active or interested in human
factors or related fields but who do not qualify for election to the grade of Member
shall be eligible for election to the grade of Associate of the Chapter. Any
Associate of the Human Factors and Ergonomics Society shall be eligible for
election as an Associate of the Chapter.

Section 3. Application for Membership. Persons who wish to apply for

membership shall submit a written application to the Chapter Secretary on a
prescribed form. This form must include acceptable evidence of the applicant's
qualifications.

Section 4. Election to Membership. The Membership Committee shall review

submitted applications for membership and nominate qualified applicants to the
Executive Council. Election to membership of shall occur when a nominee is
approved by a majority vote of the full Executive Council.

Section 5. Privileges.

a. Members. Members in good standing shall be entitled to vote, receive

notices, participate in all activities of the chapter, inspect official records of the
chapter, insist on enforcement of the By-laws and rules of the chapter, receive
one copy of all chapter publications, and have a hearing before expulsion. Only
those members affiliated with the Society shall be able to hold office.

b. Associates. Associates in good standing shall be entitled to all

privileges of Membership except that they may not hold office.

Section 6. Termination of Membership. The membership of a person in the

Chapter may be terminated at any time by voluntary resignation, or by
involuntary expulsion by a two-thirds vote of the full Executive Council.
Sufficient causes for involuntary termination include: 1) failure to pay dues for one
year, or 2) conduct prejudicial to the purposes of the Chapter (for which an appeal
may be made to the Executive Council, if requested in writing 30 days from receipt
of notice of termination).

Section 7. Reinstatement of Members. Procedures and conditions for the

reinstatement of members shall be established by the Executive Council subject to
the requirements of the other pertinent Sections of this Article.

Section 8. Dues. Annual dues for membership shall be established by the

Executive Council.

Article IV - Officers

Section 1. Designation.

President
President-Elect
Secretary
Treasurer
Directors
Chapter Advisor

Section 2. Duties of Officers. The officers of the Chapter shall perform the
regular and customary duties of their offices and other duties that may be required
of them by the Executive Council, Chapter Bylaws, or the Human Factors and
Ergonomics Society.

17
 a. President. The President shall be the chief executive officer of the
Chapter and shall be a member of the Executive Council. The President
shall preside over meetings of the Chapter and the Executive Council. The
President shall appoint, with the advice and consent of the Executive
Council, all committee chairmen not otherwise specified in these Bylaws.
The President must be a Student member of HFES.

b. President-Elect. In preparation for assuming the duties of the

Presidency, the President-Elect shall act as an understudy to the
President, and become acquainted with the business and operations of the
Chapter. The President-Elect shall assume the duties of the President
during the President's temporary absence, or in the event that the
President is not able to perform their duties, as determined by a two-thirds
vote of the Executive Council. The President-Elect shall be a member
of the Executive Council.

c. Secretary. The Secretary shall keep a true and faithful record of all
business meetings of the Chapter and of the Executive Council. The
Secretary shall be the custodian of all records and correspondence of the
Chapter and shall maintain the membership list and other mailing lists
pertinent to Chapter business. The Secretary shall be a member of the
Executive Council.

d. Treasurer. The Treasurer shall be responsible for the money and

securities of the Chapter. The Treasurer shall keep a true and faithful
record of all financial transactions and shall prepare the annual financial
status report, which shall correspond to the same fiscal year as the Society.
The Treasurer shall deposit Chapter funds to the account of the Chapter in
a bank or trust company selected by the Executive Council. The Treasurer
shall disburse such funds only upon approval by the Executive Council.

e. Directors. One or two Directors-at-Large shall be members of the

Executive Council. The faculty advisor(s) shall be one of these director(s).
The Faculty Advisor must be a Full Member of HFES.

Article V - Executive Council

The affairs of the Chapter shall be managed by the Executive Council, which shall
consist of the elected Officers and the Faculty Advisor(s). The President shall call
meetings of the Executive Council at least twice annually to administer the affairs
of the Chapter. The chair of each standing committee shall report at these
meetings.

Article VI - Election Of Officers

Section 1. Nomination. At least two weeks prior to the Annual Business Meeting
of the Chapter taking place at the start of each school year, the Chair of the
Membership, Nominations and Elections Committee shall issue a nominations
ballot to all Members in good standing for nominations for the offices to be filled.
The nominations ballot shall list all Chapter members that are eligible for each
office to be filled. Ten days after the date nomination ballots are sent, nominations
from the membership shall be closed and the Membership, Nominations and
Elections Committee shall begin to prepare the election ballot. This ballot shall
include, for each office, the names of the three persons who received the largest
number of nominating votes and who are both eligible and willing to stand for

18
that office, as determined by the Membership, Nominations and Elections
Committee. If any nominee is ineligible or unwilling to stand for office, the name
of the person who ranks next in nominating votes, and who is eligible and willing
to stand for that office shall be substituted. In order to fill out the slate for the
election ballot, if the nominations ballots from the membership do not result in
three candidates for each office who are willing to serve, the Membership,
Nominations and Elections Committee may make additional nominations.

Section 2. Election. No later than one week after the closing of nominations, the
Chair of the Membership, Nominations and Elections Committee shall provide the
election ballot to all Members in good standing. Ten days after the date the
election ballots are distributed, the Membership, Nominations and Elections
Committee shall close the election and count the votes. The candidate for each
office who receives a plurality of the votes cast shall be elected. Tie votes for any
office shall be resolved by drawing lots. The incumbent President shall notify the
winning candidates of their election and shall direct that their names be published
within 45 days in any publication distributed to all Chapter members. The
President shall further direct that names of the newly elected officers be forwarded
to the Executive Director of the Society.

Section 3. Terms of Office. The Officers (and Officers-Elect) shall assume their
offices on the first day after the close of the Annual Business Meeting of the
Chapter following their election. They shall hold office until their successors
accept office in their stead, or until the Executive Council shall have declared their
office vacant as provided for elsewhere in these Bylaws. The terms of all officers
shall be one year commencing at the start of the school year and continuing until
the start of the next school year.

Section 4. Installation. Election results shall be announced during the Annual

Business Meeting of the Chapter and the newly elected Officers installed by the
incumbent Officers.

Section 5. Eligibility and Vacancies. No individual may hold more than one
elective office concurrently. Officers-Elect shall serve their complete terms of
office before becoming eligible for re-election to the same office. The Executive
Council shall consider the failure of any incumbent to perform the duties of his or
her office from disability or other circumstances and may decree the office vacant
by a two-thirds vote. In the event that the order of succession to office described
above does not provide for the assumption of duties by another incumbent, the
Executive Council may appoint an appropriate qualified member to assume the
duties of the vacant office until that vacancy is filled at the next election.

Article VII - Committees

Section 1. Types. Committees shall either be Standing, as provided for in these

Bylaws, or Special, as may be determined by the President with the advice and
consent of the Executive Council. The selection of Committee Chairs, the status of
each Special Committee, and the period of continuance of each Special Committee,
shall be determined by the President with the advice and consent of the Executive
Council. Except as otherwise provided for in these Bylaws, the Chair of each
Committee shall select and appoint such Committee members as are necessary to
conduct the affairs of the Committee. Chairs and other Committee Members shall
normally serve from the time of their appointment until the close of the next
Annual Business Meeting.

19
Section 2. Standing Committees.

a. Membership, Nominations and Elections. The Membership,

Nominations and Elections Committee shall consist of a Chair and not less
than one additional member appointed by the Chair. It shall I) evaluate
the eligibility of all applicants for membership, 2) submit its evaluations
and recommendations to the Executive Council for action, 3) administer -
the procedures for the nomination and election of candidates for elected
offices of the Chapter as provided for elsewhere in these Bylaws, and 4)
ascertain the eligibility and willingness to serve of all nominees.

b. Program. The Program Committee shall consist of a Chair, the Editors

of all regular chapter publications and not less than one additional
member appointed by the Chair. It shall I) be responsible for publishing
and distributing all Chapter publications, 2) identify and define
requirements for new publications, and 3) prepare and submit budget
requests to the Executive Council at least annually. The Chair shall
appoint Editors for each Chapter publication, subject to confirmation by
the Executive Council.
He or she shall establish and enforce editorial policies subject to such
constraints as may be imposed by the Executive Council. Editors shall be
delegated full editorial authority, subject only to established editorial
policies. The tenure of an Editor shall be limited only by his willingness to
serve and continued approval by the Executive Council. The Executive
Council may vote for the removal of an Editor. Copies of all Chapter
publications shall be submitted regularly to the Executive Council.

Article VIII - Meetings

Section 1. Types. There shall be Regular and Special Meetings of the Chapter,
and Regular and Special Meetings of the Executive Council.

Section 2. Regular Meetings of the Chapter. The Chapter shall hold no less than
three Regular Meetings each year. One of these shall be designated the Annual
Business Meeting. The Annual Business Meeting will be held at the start of each
school year. The selection of the time and place of each meeting shall be
designated by the Executive Council or its delegated representative for this
purpose. Announcements for each meeting shall be posted not less than three
days prior to the meeting date.

Section 3. Special Meetings of the Chapter. A Special Meeting of the Chapter

may be called by the I) Executive Council, or 2) by the Secretary upon written
request of not less than two members of the Chapter. The Executive Council shall
select the time and place of all Special Meetings. Announcements for each meeting
shall be posted not less than one day prior to the meeting date.

Section 4. Quorum. ____ percent of the voting members of the Chapter present in
person shall constitute a quorum at any Regular or Special Meeting of the Chapter.
Any meeting at which a quorum is present may, by a two-thirds (2/3) vote, order
the submission of any question, except one affecting the Bylaws of the Chapter, to
the Executive Council or to the voting members by mail ballot. A quorum need
not be present to adjourn a meeting.

Section 5. Executive Council Meetings. Meetings of the Executive Council shall

be called by the President. The President may request the attendance of any
Committee Chair, publication Editor, or member-at-large to present or receive
reports and recommendations pertinent to the conduct of the Chapter affairs. A

20
majority of the members of the Executive Council present shall constitute a
quorum.

Section 6. Parliamentary Authority. The rules contained in Roberts' Rules of Order

shall govern the Chapter in all cases in which they are applicable, and in which
they are not inconsistent with the Chapter or Society, or the body of standing rules
or rules of order of the Chapter.

Article IX - Fiscal Accounting

Section 1. Accounting. The Chapter shall keep a record of all money received and
paid out on the basis of the same fiscal year as designated by the Society. Chapter
funds shall be deposited to the account of the Chapter in a bank or trust company
selected by the Executive Council.

Section 2. Financial Report. The Chapter Treasurer shall prepare an Annual

Financial Report for submittal to the Executive Council of the Society within one
month following the end of the fiscal year. The Treasurer shall also present a
financial status report at the Annual Business Meeting of the Society. The
Treasurer shall submit an annual report to the Executive Council of the Chapter.
In addition, the treasurer shall present monthly reports at regular meetings of the
Chapter.

Article X - Amendments

Section 1. Proposal. Motions to adopt, amend, or repeal Chapter Bylaws

submitted in writing to the Secretary and shall bear the signatures of at least three
members of the Chapter or Executive Council. Motions shall be distributed by the
Secretary to the Executive Council within three days for evaluation and voting.
The proposed changes shall be evaluated by the Executive Council to ascertain
whether they are consistent with the Articles of Incorporation, the Bylaws, and the
Operating Rules of the Society. Members of the Executive Council shall be
allowed not less than three days, nor more than seven, thereafter to return their
votes.

Section 2. Adoption.

a. Motions Approved by the Executive Council. Approval of Motions to

adopt, amend, or repeal Chapter Bylaws shall require a two-thirds (2/3) vote of
the Executive Council. After approval by the Executive Council, the proposed
change shall be submitted to the voting membership of the Chapter, either during
the next meeting or by mail ballot. Motions shall be adopted if approved by a
two-thirds (2/3) majority.

b. Motions Not Approved by the Executive Council. In the event that

the Executive Council fails to approve a motion, a petition bearing the signatures
of at least five voting members shall cause a ballot on the motion to be distributed
by the Secretary within five days to all voting members of the Chapter. Voting
members shall be allowed not less than three days, nor more than ten days
thereafter to return their votes. Voting shall be by secret ballot. Motions shall be
adopted, thus overriding any contrary vote of the Executive Council, if approved
by a two-thirds majority of all voting members.

Section 3. Society Approval. Any amendment to these Bylaws initiated by the

Chapter action shall be submitted in writing within 30 days after its passage to the

21
Chair of the Chapter Affairs Committee of the Society for approval or disapproval
by the Executive Council of the Society.

Section 4. Date of Effect. Adoption, amendment, or repeal of a Bylaw shall take

effect immediately upon its passage by the Chapter and approval by the Executive
Council of the Society, and shall be announced immediately to all members by the
Secretary.

Article XI - Compatibility Of Bylaws

These Bylaws shall be compatible with the Articles of Incorporation, the

Bylaws, and the Operating Rules of the Society; and any deviation there from is
null and void.

Article XII - Dissolution

The Chapter may be dissolved according to procedures described in the

Operating Rules of the Society. In the event that the Chapter dissolves, its assets
may be distributed for one or more of the purposes in section 501 (c) (3) of the
Internal Revenue Code or to an organization that has been held exempt from
Federal income tax under section 501 (C) (3) of the Internal Revenue Code.

SPECIAL NOTE: The role and Full Member status of the Faculty
Advisor must be included in the chapter bylaws. See Page three of this
handbook.

22
 APPENDIX C

QUESTIONS AND ANSWERS ABOUT STUDENT CHAPTER FUNDING

Q: How do I get funds?  Who is eligible? 

All recognized student chapters are eligible for a maximum of $500 allocation each
calendar year. Nonetheless, with the current number of student chapters, one
would only be able to allocate this full amount to approximately 30% of the
chapters. Therefore, you are asked to create a budget proposal with an expected
maximum allocation of $300. If you have a very large activity planned for any
given year, (such as a regional student symposium) for which you know that you
will need additional support, please explain that in your budget. However, unless
your chapter has special circumstances such as these please understand that one
will likely not be able to approve budgets over $300.

The chapter allocation is not automatic, and the amount allocated is matched to the
amount spent (documented with receipts) up to the maximum approved. Don't
just automatically ask for $300. Determine your actual needs that are not
covered by your dues and your current account balance, and then ask for that
amount. (See example on page 25 of how to document what the requested
funding will be used for) It is frustrating to turn down new chapters for funding
once the total funding has been allocated, when the approved amounts are not
actually spent by the end of the year. (If you realize partway into the year that you
will not be using the full amount that you have had approved, please let the
Student Affairs Chair know so the surplus funding can be available for another
chapter.)

What is the money for?

Various chapter activities may be supported by the funds, such as speaker travel,
speaker gifts, field trip expenses such as transportation, refreshments for chapter
meetings, design competition awards, books and other resources made available to
all chapter members, meeting room costs, and the like. The idea is to use these
funds to support activities available to all chapter members, to enable chapter
growth, and to encourage students to be active in the chapter. The funds you
request can be for a single event, or distributed across several events. Note that
expenses related to the annual meeting are not applicable. The key is that the
funds can only be used for activities open to all members. 

How do you apply for funds, and when?

You must submit a proposal, prior to your applicable events, to the student affairs
chair by March 31 of each year. The proposal must include a brief outline of the
proposed activities and expenditures (again, refer to the example on page 25) as
well as a written endorsement by the chapter's faculty adviser. It is preferred that
the faculty adviser emails the proposal to the student affairs chair -- this then
serves as his or her endorsement of the content. Note that regardless of when your
chapter changes officers, the HFES funds are dispersed on a calendar year basis,
Jan 1-Dec 31 (not school year).

We know that many of you hold elections in the late spring or fall. In these cases,
the current chapter officers will be making budget decisions that affect the future
officers (at least for part of their term). So, it is often the case that a given group of
student chapter officers are both budgeting for funds that future officers will be
spending, and receiving funds (earlier in your tenure) that were budgeted by the

23
prior chapter administration. While there's not much we can do about this, since
we (the society) must work on a calendar year basis, when new officers take effect,
you CAN send proposed adjustments or modifications to the previously accepted
budget for your chapter. (Reimbursement requests that do not align with the approved
budget may not be approved, so make sure you submit an amended proposal prior to
completing activities / expenses outside the scope of the original proposal.) Note
also that approval is not automatic, and you should not assume that you would be
approved (or later reimbursed) until you receive written approval from me.

On some occasions, chapters need additional funds beyond the $300. These
requests should be sent to the chapter affairs chair, with proper detail and
justification, no earlier than June 30 and no later than Nov 1. (Additional funding
will be restricted by the continued availability of funds.) -- Note that for the past
two years, all funding has been allocated during the initial budget proposal
submission time period, so do not wait to request funds. 

How do we request reimbursement after an activity takes place?

Save all receipts associated with your activities and document the event. After an
activity, which had received pre-approval, is completed, you will then submit a
short description of the activity and your reimbursement request (including
scanned copies of all receipts) directly to the Student Affairs Chair. This
documentation should be sent directly to the chair, and not to Lynn Strother, in
order to facilitate a smooth reimbursement process. Once a request is approved,
the chair will send you a message to let you know and will forward the necessary
documentation to Lynn. (Please refer to page 26 to see the reimbursement process
in more detail.)

We hope this clarifies any questions you have about student chapter funding. It's
a great opportunity to obtain supplemental financial support for your chapter
activities, and we encourage you to take advantage of it, when needed. We also
encourage you to think about using HFES funds for a special activity or form of
outreach. Something you otherwise wouldn't have money to do! 

Key Summary Points:

• HFES has established a fund to encourage program activities in the student
chapters. Initial allocations will be a maximum of $300 per chapter, unless there
are special circumstances.
• The funds are distributed on a calendar year basis.
• Send proposals for 2010 funding to the chair before March 31. The sooner the
better. Funds are dispersed on a combination of a “first-come first-served” and
“demonstrated need” basis.
• HFES funds can make a big difference--go for it!

24
 Example University Student Chapter of the
Human Factors and Ergonomics Society

2010 Proposed Budget

Include a short one or two paragraph summary about the chapter and goals /
objectives for the year.
The Example University Student Chapter was founded in 1997, and has
grown to 24 members (18 students and 6 faculty) as of December 2009. Our
chapter strives to inform our members and the community about the
relevance and importance of human factors in a variety of domains, what
research is being done on our campus, what the latest research challenges
are, and where career opportunities may be found. (Etc…)

Our goals for 2010 are to increase student membership by 10-15% and to
increase the number of members and non-members who attend out
meetings and actively participate in our events. We plan to go on a field trip
or plant tour each semester, and host at least one speaker from outside the
university at one of our monthly meetings. We also want to start an
outreach program through monthly after school activities at a local high
school.

Planned Activities and Events (Organized by category and / or semester / month)

For each activity, provide a short description and include an estimate of
your expenses. Also state what funding will be used to cover these expenses
(National society, local chapter, individual members, etc.) We do want to
see what activities your chapter is planning beyond those for which you are
requesting national support.
Spring 2010:
• Increase Membership and Student Awareness: Our student chapter of
HFES plans on holding a beginning of the semester “call-out” in January, to
inform new students of the opportunities, and promote growth within the
society. At this meeting, along with a general discussion of what HF/E is,
we will hold a student panel. We are currently planning on having students
from Industrial Engineering, Psychology, and Technology speak. The
various topics to be discussed include graduate research being done in our
departments, and brief conference overviews. ($60 for pizza and soda,
national support)
• Field Trips: We are scheduling a field trip to visit the labs at Wright State
University and the Wright-Patterson Air Force Base in conjunction with the
Aviation Technology department. Estimated costs are to cover the price of
renting a university van for travel to Wright-Patterson AFB. Any additional
costs associated with meals during the trip will be the responsibility of the
members attending. ($120 for van rental, 1/4 national support, 1/4 local
chapter, $5/student)
Fall 2020:
• Etc: …

25
Summary of Chapter Membership:
Include detailed information on number of members in your chapter,
(include information on how many are members locally and nationally), and
list what disciplines (majors/ or departments) are represented in your
chapter membership and leadership.

Membership Local HFES % HFES

Categories Members Members Members
Undergraduate 4 1 25%
Graduate 14 12 86%
Faculty / Staff 6 5 83%
Total 24 18 75%

The Example University Student Chapter is composed of primarily students

and faculty from our Industrial Engineering and Psychology Departments,
with a few members representing Computer Science and Bioengineering.
The chapter officers come from both the Industrial Engineering and
Psychology programs.

Current Chapter Resources and Planned Support Strategy:

Include: current chapter account balance, dues / member (estimate total for
the year), planned fundraisers (including anticipated amounts to raise),
department / university / student government support, other…
• Current Student Chapter Account Balance: $315.43
• Dues = $15 / student; $20 / faculty (non-student); estimate $450 for the year
• Fundraiser = Web development / consulting for other organizations ~$50
o T-shirt sales: ~$75
• No department or university support is available

REIMBURSEMENT PROCESS

1. All events must have received pre-approval from the Chair of Student Affairs.
Events will not be approved for funding after the fact.
a. If your chapter plans change after receiving budget approval, and you
wish to spend allocated funding in a different area, please submit an
amended proposal explaining the change. (Give yourself enough
lead-time to complete the review process before the event.)
b. Ensure that the expense categories that you are proposing are things
that will be reimbursable.
i. No alcoholic beverages can be reimbursed.
ii. Travel and expenses relating to the annual society meeting are
not eligible.
iii. Paying speaker honorariums is discouraged (but small token
gifts are supported.)
iv. If you have questions, please check with the Student Affairs
Chair.

26
2. Keep careful records of all expenditures for reimbursement.
a. You will need to have receipts for reimbursement. (These can be
scanned and submitted via e-mail along with your reimbursement
request documentation.)
b. Carefully detail how the budget was allocated (itemized list by
categories, e.g. food, speaker gift, van rental for field trip, etc.) and for
what aspect(s) you are requesting reimbursement.
c. Report the total amount to be reimbursed, who the check should be
made out to, and the address where it should be sent.

3. Document the event and provide a short description with the reimbursement
request.
a. As a validation for the funding provided to student chapters, we
would like to have documentation as to the impact or success of the
event.
b. Note how many people attended (were involved)
c. Was it an internal or external activity? (Did non-members attend /
participate?)
d. Explain the benefit: (to either your chapter, department, university,
community… you can choose what criteria is most applicable for your
event.)
e. A second advantage to documenting the events as they occur is that it
will be much easier to compile the year’s information when applying
for Outstanding Chapter honors.

4. Send the short event description, receipts and reimbursement request to the
Student Affairs Chair for approval. (e-mail is preferred)
a. After it has been approved, your request will be forwarded to Lynn
Strother for processing.
b. Note: all reimbursement requests should be sent directly to the Student
Affairs Chair, to ensure the smoothest process for everyone involved.
c. You do not need to wait until the end of the year to request
reimbursement. Periodic reimbursement is suggested, rather than
waiting until the end of the year.
d. If you have not received your check within 3 weeks of receiving
approval / confirmation from the Student Affairs Chair, please let me
know so we can follow up.

27
 APPENDIX D

APPLICATION FOR OUTSTANDING STUDENT CHAPTER

To recognize the contributions and achievements of the student chapters, chapters

will be judged on the number and quality of activities they engage across several
categories (listed below). The levels of recognition are as follows:

• GOLD: This level requires activity in at least 9 of the categories listed

below.
• SILVER: This level requires activity in at least 6 of the categories listed
below.
• BRONZE: This level requires activity in at least 2 of the categories listed
below.

The list of activity categories and selected sample activities is shown below. The
creative category allows chapters to uniquely define activities and provides an
opportunity for some chapters to obtain a recognition level they not would
otherwise qualify for.

• Recruitment – increasing the number of members in the chapter

• Guest speakers – outside professionals, professors from other
universities, or professors from within the same university
• Field trips – to nearby companies, industries, etc., to learn about new domains
• Outreach/volunteerism – participation in National Ergonomics Month;
outreach to fellow students, high school students, or grade school/middle
schoolchildren; public awareness and promotion of HF/E in general
• Collaboration – with other departments in your university or with other HF/E
programs in nearby universities (e.g., local student conference)
• Service to HFES – participation on the Annual Meeting Host Committee or
participation in Annual Meeting student activities or Career Day
• Exploration – design or research projects taken on by the chapter, working
together to solve some problem.
• Social – social activities put on by the chapter to foster interaction among the
members
• Information dissemination – use of Web site, mail group, wiki, etc., to share
information, promote program, and so on
• Student membership in HFES – encourage chapter members to join HFES as
Student affiliate members
• Mentorship – mentoring incoming and new students; participation in student
orientation for incoming students
• Continuous improvement – improve the resources of the chapter (library,
facilities, etc.)
• Creativity – creative approaches to chapter activities

Chapters must provide supporting materials (three copies) that document the
various activities of the chapter, the recognition level sought, and a supporting
letter of recommendation from the chapter adviser. In addition, we encourage you
to submit other materials that will support the application, such as brochures,
announcements, images from events, videos, and Web sites.

Submitting Your Application

The deadline for applications for the student chapter awards is August 15.

28
Send three copies of your completed application form plus supporting materials to
Anthony Andre, Student Affairs Chair, 6800 Redwood Retreat Rd., Gilroy, CA
95020.

Chapter President Name:

Student Chapter:
Faculty Adviser:
Address:
Telephone:
Email:

Award recipients will be notified by August 31st and recognized during the
Student Reception at the HFES Annual Meeting.

29
 APPENDIX E

APPLICATION FOR STUDENT MEMBER WITH HONORS

This designation honors students who have made an outstanding contribution to

the discipline and/or HFES during their tenure as a student. Students must be
HFES members and meet all of the following eligibility requirements:

• Class standing of junior or senior for an undergraduate, or any graduate

student
• Minimum GPA of 3.75 or its equivalent for graduate students (as
evidenced by a transcript)
• Minimum GPA of 3.50 or its equivalent for undergraduate students (as
evidenced by a transcript)
• Student membership in HFES
• Successful completion of at least three human factors-related courses with
a grade of A or its equivalent (as evidenced by a transcript or letter from
the instructor)
• Two letters of recommendation, at least one of which must be from a Full
Member of HFES

In addition, at least two of the following conditions must be met:

• A human factors-related presentation at a national or international

meeting (provide photocopy from program or letter from adviser)
• Evidence of significant contribution to an industry project (e.g., product or
system design, ergonomics program development, design award, patent)
• Publication of human factors work in an approved journal (e.g., Human
Factors, Ergonomics in Design, Applied Ergonomics or any other journal
approved by the Awards Committee)
• Significant service to HFES at the Society-wide or local-chapter level
(provide letter from committee chair or officer of the group)

Submitting Your Application

The deadline for applications for the Student Member with Honors is August 15.

Send three copies of your completed application form plus supporting materials to
Anthony Andre, Student Affairs Chair, 6800 Redwood Retreat Rd., Gilroy, CA
95020.

Name:
Institution:
Address:
Telephone:
Email:

Award recipients will be notified by August 31st and recognized during the Student
Reception at the HFES Annual Meeting.

30
 APPENDIX F

HFES POLICIES AND GUIDELINES FOR

STUDENT CHAPTER WEBSITES

Policies

The following items must appear on all HFES Technical Groups and local and
student chapters:

1. HFES logo, which you can obtain (tiff format, black and white only) from HFES

Or

Note: If you would like to modify the logo or incorporate it into your own logo or
other graphic element, please send the Communications Department a copy before
you post your graphic on your site.

2. The group’s name must include “HFES” or “Human Factors and Ergonomics
Society,” such as “Aerospace Systems Technical Group of the Human Factors and
Ergonomics Society”, “Arizona Chapter of he Human Factors and Ergonomics
Society”, or “HFES Old Dominion University Student Chapter”

3. A link to the HFES Web site (http://hfes.org) must appear on the home page.

Guidelines

1. If your Web site is not hosted by HFES, send the Communications Department
the URL for your site. The HFES Web site contains links to all active TG and
chapter Web sites.

2. Be sure to notify the central office whenever your Web site URL changes.

3. Test all the links throughout your site regularly to ensure they are still active;
update as needed.

Appendix G

31
 HFES Technical Groups

Aerospace Systems
Is concerned with the application of human factors to the development, design,
certification, operation, and maintenance of human-machine systems in aviation
and space environments. The group addresses issues for civilian and military
systems in the realms of performance and safety.

Aging
Is concerned with human factors appropriate to meeting the emerging needs of
older people and special populations in a wide variety of life settings.

Augmented Cognition
Is concerned with fostering the development and application of real-time
physiological and neurophysiological sensing technologies that can ascertain a
human’s cognitive state while interacting with computing-based systems; data
classification and integration architectures that enable closed-loop system
applications; mitigation (adaptive) strategies that enable efficient and effective
system adaptation based on a user’s dynamically changing cognitive state;
individually tailored training systems; and roadmaps for future directions
concerning augmented cognition science and technology and guidelines of use for
the technology and the user information that may be garnered from it.

Cognitive Engineering and Decision Making

Encourages research on human cognition and decision-making and the application
of this knowledge to the design of systems and training programs. Emphasis is on
consideration of descriptive models, processes, and characteristics of human
decision making, alone or in conjunction with other individuals or intelligent
systems; factors that affect decision making and cognition in naturalistic task
settings; technologies for assisting, modifying, or supplementing human decision
making; and training strategies for assisting or influencing decision making.

Communications
Is concerned with all aspects of human-to-human communication, with special
emphasis on communication mediated by technology. In addition to work in
telephone services, there is an increasing emphasis on multimedia
communications, such as Internet services, Internet telephony, interactive TV,
desktop videoconferencing, collaborative communications, and multimedia
information services.

Computer Systems
Is concerned with human factors in the design of computer systems. This includes
the user-centered design of hardware, software, applications, documentation,
work activities, and the work environment. The CSTG is the organizational
meeting place for many human factors practitioners and researchers interested in
computer systems: hardware and software, cognition and anthropometry,
graphical and character based UIs, the Internet and intranets, and local and
distributed applications.

Education
Is concerned with the design of educational systems, environments, interfaces, and
technologies and with human factors education. The group consists of educators,
researchers, students, and others interested in educational human factors and

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ergonomics, directed at improving educational design and in addressing the
educational needs of those seeking to increase their knowledge and skills in the
human factors and ergonomics field.

Environmental Design
Is concerned with the relationship between human behavior and the designed
environment. Common areas of research and interest include ergonomic and
macroergonomic aspects of design within home, office, and industrial settings.

Forensics Professional
Is concerned with the application of human factors knowledge and techniques to
"standards of care" and accountability established within the legislative,
regulatory, and judicial systems. The emphasis is on providing a scientific basis to
human factors/ergonomics issues raised within these systems.

Individual Differences in Performance

Serves those who share an interest in any of the wide range of personality and
individual difference variables that are believed to mediate performance.

Health Care
The Health Care Technical Group is interested in maximizing the contributions of
human factors and ergonomics to medical systems effectiveness and the quality of
life for people who are functionally impaired.

Human Performance Modeling

The Human Performance Modeling Technical Group focuses on the development
and application of predictive, reliable, and executable quantitative models of
human performance. It considers the human, engaged in some goal-directed
behavior, in the context of a specific task environment

Industrial Ergonomics
Is concerned with the application of ergonomics data and principles for improving
safety, productivity, and quality of work in industry. It concentrates on service and
manufacturing processes, operations, and environments, including the design of
products that form the basis of industrial employment.

Internet
Is concerned with user interface design of Web content, Web-based applications,
Web browsers, Webtops, Web-based user assistance, and Internet devices;
behavioral and sociological phenomena associated with distributed network
communication; human reliability in administration and maintenance of data
networks; and accessibility of Web-based products.

Macroergonomics
Formerly the Organizational Design and Management Technical Group, focuses
on organizational design and management issues in human factors and
ergonomics as well as work system design and human-organization interface
technology.

Perception and Performance

Consists of individuals interested in the relationship between perception and
human performance. Areas of concern include the nature, content, and
quantification of visual information and the context in which it is displayed; the
physics and psychophysics of information display; perceptual and cognitive
representation and interpretation of displayed information; assessment of
workload using visual tasks; and actions and behaviors that are consequences of
visually displayed information.

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Product Design
Is dedicated to developing consumer products that are useful, usable, safe, and
desirable. By applying the principles and methods of human factors, consumer
research, and industrial design, the group works to ensure the success of products
sold in the marketplace.

Safety
Is concerned with the development and application of human factors technology
as it relates to safety in all settings and attendant populations as it relates to safety
in all settings and attendant populations. These include, but are not limited to,
aviation, transportation, industry, military, office, public building, recreation, and
home environments.

Surface Transportation
Provides a forum for individuals involved or interested in human factors to
exchange information, methodologies, and ideas that are being developed and/or
applied in the international surface transportation field. In essence, surface
transportation refers to all forms of transit outside the aerospace sector.

System Development
Offers a forum for fostering research and exchanging information with respect to
the integration of human factors and ergonomics into the development of systems.
Specific items of interest include the system development process itself;
developing tools and methods, notably modeling and simulation; case studies; and
such critical issues as reduced staffing for complex systems, the impact of
increasing computerization, and stress and workload effects on performance.

Test and Evaluation

Consists of people interested in all aspects of human factors and ergonomics as
applied to the evaluation of systems. Evaluation is a core skill for all human factors
professionals and includes measuring performance, workload, situational
awareness, safety, and acceptance of personnel engaged in operating and
maintaining systems.

Training
Provides a mechanism for information and interchange among people interested
in training and training research.

Virtual Environments
Is concerned with human factors issues associated with human-virtual
environment interaction. These issues include maximizing human performance
efficiency in virtual environments, ensuring health and safety, and circumventing
potential social problems through proactive assessment. For VE/VR systems to be
effective and well received by their users, researchers need to focus significant
efforts on addressing human factors issues.

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