Education > Caucus of Academic Representatives

Operating Manual


The Caucus of Academic Representatives is intended to be inclusive of all academics with an interest in promoting statistics, biostatistics, or other areas that deal with the development of similar methodologies, even if a different name is used. In what follows the term statistics (with or without the specific inclusion of biostatistics) is meant to include all of these categories. The ASA liaison to the Caucus will be the Assistant Director for Research and Graduate Education.


SECTION 1: Members


The members of the Caucus will represent the academic statistics community. The members will be chosen by the parts of the academic statistics community that they represent. Representation will occur on an academic calendar basis, which for consistency will be August 16 through August 15 of the following year. It is the responsibility of each representative to inform ASA (through the ASA liaison to the Caucus) of any changes to the Caucus membership.

  1. As specified in the Charter, there will be representatives from Departments of Statistics and Departments of Biostatistics (at US institutions) that offer Ph.D. degrees. Generally, the Head or Chair of the Department will be the representative, but the department may designate someone else to be their representative.
  2. US institutions that offer a Master's or Ph.D. in statistics or biostatistics, but that do not (necessarily) have a separate department, will also be represented. Examples include math departments that offer a Master's or Ph.D. in statistics, "joint" departments that include statistics and/or biostatistics and another discipline, and statistics or biostatistics departments that do not offer a Ph.D. Generally, the leader of the statistics/biostatistics group will be the representative in the Caucus. This may or may not be the Department Chair/Head.
  3. US institutions offering a Bachelor's degree (but not a Master's or Ph.D.) in statistics or with a concentration in statistics will be represented. The representative will be the leader of the statistics group in the department. This may or may not be the Department Chair/Head.
  4. Other groups of ASA members at academic institutions within the US may also be represented, subject to approval. Those groups desiring to have representation in the Caucus must submit a request for inclusion to the Chair of the Caucus. The request should include an explanation of who the members of the group are, why membership in the Caucus is desired, and how the group's inclusion will benefit the statistics discipline. The Chair will have the authority to approve or reject an application. But, a group may request consideration by the full Governing Board. In general, no institution should have more than three groups representing its faculty.
  5. Any officer of the Caucus, who is no longer the representative of his/her department or group, will continue to be a member of the Caucus until his/her term as officer expires.

The initial membership of the Caucus will consist of those eligible under items 1-3 above who signed the petition to form the Caucus. Additional membership will come from the groups defined in items 1-4 above, upon submission of a request to the Chair of the Caucus. The list of Caucus members will be maintained by ASA. (The ASA liaison to the Caucus will have primary responsibility for maintaining the membership list.)


SECTION 2: Governing Board (Officers)


As specified in the Charter, the Governing Board of the Caucus will consist of the Officers. There will be 12 officers:

  1. The Chair-Elect, Chair, and Past Chair.
  2. The Secretary and Treasurer.
  3. One representative from each of:
  4. a. Statistics Departments offering a Ph.D.
    b. Biostatistics Departments offering a Ph.D.
    c. Non-statistics/biostatistics departments offering a Ph.D. in statistics or biostatistics
    d. Departments offering a Bachelor's or Master's in statistics or biostatistics, but not a Ph.D.
  5. One representative from each of the following three geographic areas:
  6. a. ASA Districts 1, 2, and 3
    b. ASA Districts 4 and 5
    c. ASA District 6

    The Secretary and the Treasurer are appointed by the Chair-Elect to serve one-year terms. Those terms will run during the year that the Chair-Elect becomes the Chair. All other officers are elected by the membership of the Caucus and serve for three-year terms. All officers must be members of ASA. The Secretary and Treasurer can be reappointed, but cannot serve in that capacity for more than three consecutive terms.

    In order to rotate a portion of the Governing Board each year, the initial representatives in items 3a and 4a above will serve four year terms, and the initial representatives in items 3d and 4c will serve two year terms.

    In the event that an officer (other than the Chair, Chair-Elect, or Past Chair) is unable to complete his/her term on the Governing Board, the Chair will appoint a replacement. In the event that the Chair or Chair-Elect is unable to complete his/her term, the Executive Committee will identify a replacement, subject to the approval of the Governing Board. (A majority of the remaining members of the Governing Board constitutes approval.) In the event that the Past Chair is unable to complete his/her term, no replacement will be made, but the Chair will appoint someone else to serve as Chair of the Nominating Committee, if necessary.


    SECTION 3: Committees


    Executive Committee: The Executive Committee will consist of the Chair, Chair-Elect, Past Chair, Secretary, and Treasurer. The Executive Committee will set the agenda for the Governing Board. The Executive Committee will prepare budgets. Budgets will be presented to the Governing Board for discussion and approval. Once the Governing Board has approved the budget, it will be forwarded to ASA (through the ASA liaison to the Caucus). Budgets must also be approved by the ASA Board of Directors.

    Nominations Committee: The Nominations Committee will consist of four members plus the Past Chair, who will serve as the Chair of the committee. The committee members (other than the Past Chair) will be appointed for two-year terms, so that two members are appointed each year by the Chair. The appointments will begin when the Chair becomes the Past Chair. The Nominating Committee will prepare a slate of nominations for all positions expiring the following August. This will include nominations for a Chair-Elect, and

    1. a representative from Statistics Departments offering a Ph.D. and a representative from the geographic area that includes ASA Districts 1, 2, and 3; or
    2. a representative from Biostatistics Departments offering a Ph.D., and a representative from non-statistics/biostatistics departments offering a Ph.D. in statistics/biostatistics, and a representative from the geographic area that includes ASA Districts 4 and 5; or
    3. a representative from Departments offering a Bachelor's or Master's in statistics/biostatistics, but not a Ph.D. and a representative from the geographic area that includes ASA District 6.

    (The ASA liaison to the Caucus will notify the Past Chair as to which group of officers will need to be elected.)

    The Chair of the Committee will submit the slate of nominations to the Governing Board by December 31. The Governing Board will either approve the slate or return it to the Committee for changes. A slate of nominations approved by the Governing Board will be submitted to ASA (through the ASA liaison to the Caucus) by January 31.

    Committee on Workshops: The Committee on Workshops will consist of the members of the Governing Board representing

    1. Statistics Departments offering the Ph.D.;
    2. Biostatistics Departments offering the Ph.D.;
    3. Non-statistics/biostatistics Departments offering a Ph.D. in statistics/biostatistics;
    4. Departments offering a Bachelor's or Master's degree in statistics/biostatistics, but not a Ph.D.; plus the Chair-elect, who will serve as the Chair of the committee. The Committee on Workshops will arrange a Workshop for Department Chairs at a time and place that meets the needs of the members of the Caucus, but does not directly conflict with JSM. The ASA liaison to the Caucus will work with the Committee, with the ASA IT Department, and with the ASA Meetings Department to coordinate publicity, registration, and logistics of the Workshop.


    SECTION 4: Elections


    The Caucus will have an annual election, which will be held in conjunction with the ASA elections. Officers elected during the Caucus election will begin their term of office in August of the year they are elected.

    ASA will administer the elections and will arrange to have appropriate ballots sent to members of the Caucus. The ASA liaison to the Caucus will coordinate these activities with the ASA IT Department. The ASA liaison will have responsibility for providing the IT Department with the slate of nominees and their biographical information, and with a list of Caucus members eligible to vote. At the end of the voting period, the ASA liaison will provide the list of winners to the Chair, Past Chair, and Chair-Elect of the Caucus. The Past Chair of the Caucus (as Chair of the Nominations Committee) will notify the winners and the losers of the election. When all of the candidates have been notified, a list of winners will be posted on the ASA website.


    SECTION 5: Meetings


    The Caucus will meet annually at JSM. The day and time of the meeting will be arranged through the Meetings staff at ASA. The agenda will be established by the Chair of the Caucus.

    The Governing Board will meet at least three times during the year. (Conference calls can count as meetings.) The ASA liaison to the Caucus will arrange for conference calls, so that they are billed directly to ASA.

    One of the three meetings will be at JSM. This will be the last meeting of outgoing officers. Newly elected officers whose term is to begin after JSM will be invited to attend this meeting. (The Chair-Elect will be responsible for sending invitations to the newly elected officers.) The agenda will be established by the Chair of the Caucus in consultation with the Chair-Elect.

    The remaining two meetings will be scheduled on a day and time that will allow a quorum (7 or more members) of the Governing Board to attend. Specific business for these meetings will include approval of the slate of nominations for new Officers and approval of a recommended budget for the next year.


    Responsibilities of the Chair


    1. Approve or reject applications for new members of the Caucus.

    2. Schedules meetings of the Governing Board and the Executive Committee.

    3. Plans agendas for meetings in item 2.

    4. Communicates with Caucus members on matters of importance or interest.

    5. Plans annual survey of Department Chairs.

    Coordinates this activity with the ASA liaison.

    Consults with other members of the Governing Board, as appropriate.


    Responsibilities of the Chair-Elect


    1. The Chair-Elect will appoint a Secretary and a Treasurer to serve during the year (s)he is Chair.

    2. Working with the Treasurer and the rest of the Executive Committee, the Chair-Elect will prepare a budget for the following year.

    The budget will be submitted to the Governing Board for approval.

    Upon approval by the Governing Board (and no later than March 31, the Chair-Elect (or the Treasurer) will forward the budget to the ASA liaison to the Caucus. (The budget is not official until the ASA Board has approved it.)

    3. Working with the Workshop Committee, the Chair-Elect will plan a Workshop for Chairs of Programs in Statistics and Biostatistics.

    Establishes the dates of the workshop.

    Sets an agenda and recruits speakers. (For workshops held immediately prior to JSM, speakers are generally only reimbursed for the extra hotel nights.)

    With the Treasurer and the ASA liaison, sets registration fees.

    Notifies ASA liaison of needs for meeting room space, equipment, and refreshments (including meals).

    4. Invites winners of election to attend Governing Board meeting at JSM.


    Responsibilities of the Past Chair


    1. Serves as Chair of the Nominations Committee.

    Coordinates work of Nominations Committee in identifying a slate of candidates for officers, whose term is expiring. Ensures that candidates have agreed to serve, if elected, and obtains biographical information from each candidate.

    Transmits slate to Governing Board for approval.

    Upon approval (and no later than January 31), transmits slate and biographical information to ASA liaison.

    2. Upon completion of the election, notifies all candidates whether they have won or lost.


    Responsibilities of the Treasurer


    1. Prepares Budget

    Works with the Executive Council and the ASA Liaison to prepare budgets for the Caucus. Budgets are for a calendar year.

    2. Monitors Expenditures

    Works with the ASA Liaison to monitor expenditures and keep spending in line with the budget.

    3. Workshop Registration

    Works with ASA Liaison and Workshop Committee to set registration fees that will cover the cost of the Workshop.


    Responsibilities of the Secretary


    1. Prepares Minutes

    Takes notes during Caucus meetings, Caucus Officers' meetings, and Executive Council meetings and prepares minutes based on those notes.

    2. Website

    Posts information to the Caucus website.

    3. Members

    Works with ASA Liaison to keep list of Caucus members up to date.


    Responsibilities of the ASA Liaison


    1. Maintain the list of Members, Representatives, Officers, and Departments.

    2. Notifies Past Chair (as Chair of the Nominations Committee) which officers have terms that will expire.

    3. Notifies the Chair-Elect whether the current Secretary and Treasurer can be reappointed to those positions.

    4. Checks slate of candidates against ASA membership list to ensure that all candidates are qualified to serve as officers.

    5. Works with IT Department to run election. Upon completion of election, notifies Chair, Chair-Elect, and Past Chair of the winning candidates.

    6. Provides winner of Chair-Elect position with a description of duties (as Chair-Elect, as Chair, and as Past Chair).

    7. Provides coordination between Chair-Elect, ASA IT Department, and ASA Meetings Department, to ensure that Chairs' Workshop runs smoothly.

    8. Working with Chair of Caucus, the ASA liaison will coordinate the Survey of Departments of Statistics and Biostatistics. This includes coordinating with the ASA IT Department to prepare an online survey form and send an e-mail to the Chairs of the Departments asking them to fill out and submit the survey form.