Section Officers Resource Center

Section Officers Resource Center

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Contact sections@spe.org with questions

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Operations and Governance

Officer Roles Operating Regulations Compliance Annual Report & Awards Supporting Students

Officer Roles

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Operations and Governance

The section board should include the 5 core positions:

1. Chairperson
2. Program Chairperson
3. Membership Chairperson
4. Secretary
5. Treasurer

Recruitment Best Practices and Position Descriptions

All sections are required to appoint a minimum of 3 of these core officers in order to remain compliant.

A Student Chapter Liaison is required if the section sponsors one or more SPE student chapters. It is recommended to add an additional liaison per 5 sponsored student chapters. Additional positions may be appointed as appropriate. Student members cannot hold officer positions on a section board. All officers should be SPE members in good standing and should be added to the online roster.

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Operating Regulations

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Operations and Governance

Operating regulations are a governing document for the management and activities of the section. They are an agreement between your section and your members. Sections are required to follow the and must request approval, in advance, from SPE if an alternative version is preferred. Operating regulations include details of board structure, election rules, amendments, and dissolution.

standard operating regulations

Additional policies and operating guidelines should also be maintained by the section. They should include:

• Details on succession and term dates
• Financial rules and managing reserves
• Refund/event cancellation
• Student support and scholarship funding

• Board position descriptions and responsibilities
• Board meeting frequency and process
• Committee details

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Compliance

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Operations and Governance

It is expected that sections maintain certain requirements to maintain their status. Compliance criteria must be met throughout the year. Sections not meeting criteria are at-risk of being deemed non-compliant for the following year - or disestablished, as of 15 November.. Sections not in compliance forfeit benefits, including, but not limited to Distinguished Lecturer visits, monetary rebates, and consideration for awards.

Policy to Establish and Maintain an SPE Section

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Annual Reports

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Operations and Governance

Each year, sections must submit an annual report for compliance. Log-in details are sent to the Chair. Annual reports, including your financial statement, will now launch in early September and have a deadline of 15 November. This matches the compliance deadline. It will collect activities and financials from October 1 of the prior year - September 30 of the current year.

In addition to submitting an annual report, sections have other responsibilities throughout the year - such as dates for the DL program, claiming rebates, and keeping officer rosters up to date. Never miss a deadline again by adding those important dates to your calendar.

Timeline and Deadlines

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Regional and Presidential Awards

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Operations and Governance

Sections meeting eligibility requirements - including submission of the annual report from the prior year - may apply for award consideration. Awards launch in April with a deadline of 1 June. Applications cover activities from 1 June of the prior year – 31 May of the application year.

Read more here.

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Finance

Read more about the Treasurer's role Budgeting Banking Reviews Rebates (on hold)

Funds on Account

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Budgeting

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Finance

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What should section funds cover?

Ensure you are using the section's funds appropriately.

All funds generated by sections should be used to further the mission of the society of disseminating technical knowledge. The goal of the society is the dissemination of technical information rather than generating surplus funds. Programs should be self-sufficient and budgeted to break even.

Funds belong to the section membership and should be used for its overall benefit. As such, typically it is not an appropriate use of section funds to pay for an officer’s membership or travel to attend events for professional development. Groups that create programs for officer travel, scholarships, or assistance for members to travel to meetings should make the criteria and selection process transparent.

Best Practices

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Banking: Bank Accounts

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Finance

Bank accounts should be established in the official section name, if possible.

Only one account is necessary.If a second account is needed, it can be a savings or investment account for earning interest. SPE does not have a policy limiting the number of accounts a section may have but strongly suggests a maximum of one checking account and one savings account. This will help the section better manage its financial controls.

Setting up a bank account is the section's responsibility. All costs involved are at the section's expense. Non-US sections need to establish themselves in their country with the documents required by their government. They should explain they are not setting up a bank account as SPE International.

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Funds on Account

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Finance

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SPEI holds section funds on account when requested.

These funds may be used to pay membership dues and registration fees. Sections wishing to avoid currency exchange fees or that have difficulty moving funds into and out of their countries use these accounts.

To utilize these funds, an officer of the section must send a written request to sections@spe.org and include another officer in copy. Attach the completed Payment Options Form. This is the same form required to claim rebates.

These funds are only paid to the section or officers - never issued directly to a vendor or supplier.

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Reviewing Financial Records

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Finance

The section should perform a review of its financial records. It is recommended for reviews to take place before the incoming treasurer assumes office. Larger sections may choose to engage the services of an accountant to conduct a formal audit.

For most sections, a review, which is an informal audit, is sufficient. Reviews may be condutced by designated members of the section. Audits and reviews protect the officers from potential fraud or accusations of misuse of funds. Reviews should:

• Be conducted at least every 3 years.
• Consist of a review of controls and reporting.
• Be conducted for sections that have more than USD 500,000 in assets.

Sections/councils with asset balances exceeding USD 500,000 must follow the .

Agreed Upon Procedures (AUP)

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Membership

Grow, Support, Retain

Read Best Practices Programs by Career Stage Member Reporting (Membership Builder) Supporting Existing Members Supporting Students

YPs, SPs, MiT, D&I

Volunteerism & Recognition

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Operate a YP or SP Committee

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Membership

The mission of a Young Professional (YP) committee is to identify, engage, and develop SPE members 35 years of age and younger by providing relevant technical education and networking opportunities. The mission of a Senior Professional (SP) committee is to identify and engage SPE members age 55 and older by providing relevant programming, networking and volunteer opportunities and social events. These committees, as with any other, should be sanctioned by the section board and report all monetary and programmatic activities. They may not adopt their own logos. YP/SP committeess conduct the following activities:

• Seek approval from the section board to begin development of a YP Committee.
• Organize an informal meeting of the section’s young professional members.
• Select or vote on YP committee members.
• Prepare a list of activities the committee wants to accomplish and the necessary budget.
• Present the budget and plan to the section board for support and approval.
• Begin planning and publicizing events and activities.

Read more

about global SP programs and activities - including special membership benefits, getting involved, and staying current.

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Members in Transition (MiT)

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Membership

MiT Toolkit

Through every industry cycle, SPE is steady and supportive, and this is an important message to get out on a global as well as local level. Sections are encouraged to promote SPE’s Members in Transition toolkit, which provides information, resources, and programs to assist their members during the current downturn. SPE offers a dues waiver for renewing members who have lost their jobs due to the industry downturn and other circumstances.

• This toolkit provides information, resources, and programs to assist MiT
• Optimize job search
• Develop professional network
• Enhance professional skills
• Stay motivated

READ MORE

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Diversity & Inclusion

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Membership

Women in Energy has become Diversity & Inclusion Since WIN was founded in 2016, the energy industry has continued to grow and develop. To ensure SPE stays current and relevant with its standing committees, the SPE International Board recently approved a proposal to expand the remit of the WIN committee to cover Diversity and Inclusion (D&I) as a broader topic.

Sections may establish a local D&I committee to successfully implement D&I programming activities at the local level. Local D&I programming at the section level should directly align with the mission and vision of the global

SPE D&I Committee

View guidelines to establish a local D&I committee

Explore SPE interviews, research, and discussion on D&I in the oil and gas industry

Engage in discussions in the Connect community

Download the D&I logo

View Townhall recordings

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Membership Builder

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Membership

Get to know your members by viewing charts and graphs with current, monthly, and historical data. The dashboard gives a quick, visual snapshot of membership, while rosters contain more details - including education, committee experience, award history, and papers.

Membership Builder is available only to current section officers listed on the roster. Use your usual SPE.org login and password.

The information on the rosters may be used only for programs endorsed by SPE. Use or reproduction of the information for commercial purposes or for programs not endorsed by SPE is strictly prohibited and subject to legal action. Unsure of how to handle data safely and responsibly? Refer to the

data protection best practices

Links to login page & user guide

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Volunteerism

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Membership

Volunteers are the driving force behind SPE and its activities. Getting the right people to volunteer is not always as easy as it might seem. Ensuring a good match between your volunteers and their responsibilities is essential for making your section's activities a success. SPE International does not record or provide certificates for local volunteers but encourages you to create a program that fits your section. To help, we have created Learn more about

appreciation letter and certificate templates

volunteerism best practices.

Volunteer with SPEI

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Engagement Through Recognition

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Membership

Membership Certificates

Milestone Anniversary

Local Awards

Encourage members to download their membership card and/or certificate through their Member Profile. Or - reach out to us for an export of milestone anniversary certificates for year. These follow the membership year (1 Jan - 31 Dec).

Engage members by celebrating your section's milestone anniversary! Graphics are available for download in the Section Officer Community library of Connect. Add to social media posts, promos, letterhead, or your email signature.

Just as SPE recognizes outstanding members through your section is encouraged to provide local recognition to increase engagement.

International and Regional Awards

How-to Guide

CONNECTLIBRARY

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Student Support

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Membership

Supporting students through involvement with local universities, and primary schools in your community is a mission for SPE. It is important that sections establish strong relationships with their student chapters and members, aiding their transition to professional members and cultivating them into active section participants and leaders. Sections may choose to sponsor one or more student chapters. In doing so, the section commits to assisting the chapter with training, mentoring, and planning activities. In order to meet maintenance criteria, sections sponsoring one or more student chapters must have a Student Chapter Liaison officer position dedicated to supporting the chapter(s). It is recommended to add an additional liaison per 5 sponsored student chapters.

Best Practices for Sponsoring a Student Chapter

Best Practices for Supporting Recent Graduates

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Communications and Marketing

Email Your Members (Informz) Social Media and Websites SPE Connect Logos, Taglines, & Letterhead Read quarterly officer eUpdates

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System to Email Members (Informz)

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Communications and Marketing

By request, SPE provides sections with a complimentary broadcast email service, so you can communicate with your members via email. This system includes reporting on the success of your email and ensures compliance with all privacy laws. When using the account, you agree to abide by the email policy: All communications referencing SPE must be sent through SPE’s email tool, Informz. Sections are not to maintain lists of member or non-member email addresses. SPE reserves the right to revoke access to this tool at any time. Contact sections@spe.org to request an account.

Log in using your SPE.org credentials

Broadcast email system user guide

Data protection best practices

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Social Media

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Communications and Marketing

As a global brand, it is important that all sections globally are presenting themselves in a similar manner. Doing so will help to create a global brand awareness. Sections and student chapters with a greater online presence work to boost our prestigious organization. Appoint champion(s) to manage your accounts and have a consistent voice. Make a good impression! Keep it updated, active, and looking nice. You should follow these tips to ensure you are branding them in the right way and getting the most out of each platform.

Follow and interact with SPEI on our accounts and use the hashtag #WeAreSPE

Social Media Guide

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SPE Connect

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Communications and Marketing

SPE Connect is a virtual forum where you can meet, collaborate, discuss, and share information with other members. There are various discussions organized around technical specialties. As an officer, you are a member of the Section Officer community. Take advantage of this resource to share best practices, ask questions, and get in-the-know with officers from around the world. Your section also has its own community within SPE Connect--which is different from the shared community for officers. Members, not just officers, of your section have access to your community, so it is a great place to store documents and post announcements.

Login

Guidelines

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Logos, Taglines, Letterhead, & Business Cards

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Communications and Marketing

Official section logos and letterhead are provided in the library folder of the Officer Community of SPE Connect. Files are available in multiple formats, including one formatted for social media accounts. Taglines are also available to download from the community. SPE has unveiled a new optional tagline—Solutions. People. Energy.—designed to emphasize our Society’s mission of sharing innovative solutions, empowering members, and addressing the global demand for sustainable energy. Reference the before using the files.

graphics standards

Business Card Template

Logos, Taglines, & Letterhead

Virtual Background

Also - customize and create a virtual background with your section's logo.

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Events, DL, and Community

Planning an Event Distinguished Lecturers Advocacy Community Education / Energy4me Community Service / SPE Cares

Officer Visits

Sourcing Speakers

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Planning an Event

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Events and Activities

Sharing technical knowledge and providing a platform for members to network is one of the keystones of SPE. Sections should ensure they provide the right type of events for their local membership, while operating in line SPEI's policies. The Events Tips guide outlines best practices when it comes to planning and promoting events locally.

Helpful Event Documents

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Event Tips

Home

Policies

Insurance

While virtual events provide an excellent new way of bringing education to SPE’s members, these events require a higher degree of coordination, planning, and communications both internally and externally. Check out the virtual event guide before planning your next virtual meeting.

Customize and create a virtual background with your section's logo.

Virtual Background

READ MORE

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PRMS and SRMS-Related Events

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Events and Activities

The SPE Oil and Gas Reserves Committee (OGRC) would like to offer its support in the production of reserves-related activities within your region/section.

Petroleum Resources Management System

The details of the

are complex and sometimes subtle, and the OGRC is tasked with ensuring that related content is presented accurately.

CO2 Storage Resources Management System (SRMS)

The subcommittee would like to offer its support in CO2 storage resource related activities within your region/section. is complex and sometimes subtle, and the SRMS subcommittee is tasked with ensuring that the content is presented accurately. If your section is planning an activity on either topic, please email ogr@spe.org, and you will be directed to one of the committee members for assistance.

SRMS

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Officer Visits

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Events and Activities

Sections may request Presidential or Board Member visits for important events, business development reasons, or to meet the local members. Sections are advised to submit requests a year in advance for the next President. Late requests for current Presidents may not be able to be fulfilled. Staff will check availiabilty and follow-up with the requestor.

Best Practices

Submit a Request

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Distinguished Lecturer Program & Speaker Source

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Events and Activities

The purpose of the Distinguished Lecturer program is to provide SPE sections with outstanding speakers for section meetings - and to recognize the professional contributions of the selected Distinguished Lecturers. The program promotes SPE’s mission to collect, disseminate, and exchange technical knowledge.

DL Program Guide

Speaker Source is an online directory which provides section and student chapter officers a searchable database of professionals willing to travel and share their knowledge through in-person presentations to sections.

Link

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Advocacy

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Events and Activities

The Society of Petroleum Engineers is occasionally asked to weigh in on issues related to oil and gas policy, regulation, and current events. SPE serves as an objective technical authority for the industry and encourages members to participate in community outreach and education programs that enhance public understanding of the energy industry, and explain technical and economic issues involved in oil and gas exploration and production.

SPE should be objective and impartial when it comes to political matters and government policy. Under this , there are activities that should not be conducted by SPE, either because they are prohibited by the regulations governing SPE’s non-profit status or because they are outside of the scope of SPE’s mission.

policy

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Energy Education / Energy4me

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Events and Activities

Energy4me is SPE’s program that educates students about the oil and gas industry. This global energy education program relies on hands-on activities that use simple components to teach complicated engineering functions used in oil and gas exploration and production.

Globally, SPE offers Energy4me in two environments: conducting workshops for teachers and members conduct classroom presentations at local schools. Members who wish to conduct classroom presentations are encouraged attend to one of the and be included in our roster of Energy4me Ambassadors.

member training sessions

Ways to Serve Your Community

Resources

Contact

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Community Service / SPE Cares

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Events and Activities

Sections are encouraged to organize community service activities as part of the SPE Cares program. SPE Cares’ objective is to unify and recognize the community services activities that SPE members are already conducting in their respective sections. Promote SPE Cares in your area by organizing a community service project, partnering with local government and non-government organizations to further community service initiatives, or collaborating with other sections and student chapters worldwide for community service initiatives.

Examples include environmental clean ups, serving in soup kitchens or food banks, visiting nursing homes, holding food drives, home or school makeover, tree planting program, organizing a race or walk, donating clothes, toys, books or household goods to local charity, or volunteering at local animal shelter.

Download the official logo