Academy Volunteer Roles and Responsibilities

This document reflects the Board of Directors’ intention to provide guidance on the various roles associated with committees, and to provide the committee chairperson the flexibility and reiterate their discretion to properly manage those roles. This document has been drafted to give the chairperson the ability to encourage volunteers to be actively involved while requiring volunteers to be engaged in a manner that works best for the committee.

COMMITTEE[1] CHAIRPERSONS
The chairperson guides the committee in its work as consistent with the Academy’s mission and strategic plan, as outlined by the Board of Directors, and ensures that the committee is following Academy policies and procedures.

The chairperson:

With staff, develops a work plan that will allow the committee to effectively and efficiently discharge its responsibilities for the year.
With staff, develops agendas and conducts committee meetings.
Ensure the committee makeup represents diversity of viewpoints and fosters an inclusive environment for all committee members.
Ensures that all members, observers and interested parties understand any confidentiality requirements of the committee.
Approves reports and pre-meeting materials before their distribution.
With staff, ensures the committee’s work is carried out between meetings.
Approves reports on committee activities, including requests to the Board of Directors for action items.
Reports to the committee or practice council, Board of Directors or Executive Committee decisions that affect the committee’s work or activities.
Focuses on the engagement of committee volunteers.
With staff, evaluates member engagement and participation annually.
With staff, evaluates and confirms the status of interested parties annually.
With staff, ensures compliance with the Committee Appointment Guidelines, facilitates new member appointments, annually submits the roster of members, interested parties, and observers to the Academy President for approval, and communicates the resulting status to all volunteers.
With Vice Presidents and staff, recommends to the President potential candidates to fill their chairperson slot.
Must acknowledge the Conflict of Interest Policy.
Must adhere to any confidentiality requirements set by the chairperson and to Academy policies.
Must acknowledge that they meet the annual continuing education requirements as set forth in the U.S. Qualification Standards as provided at https://www.actuary.org/content/us-qualification-standards

COMMITTEE MEMBERS
The committee member reports to the committee chairperson. The member actively participates in the work of the committee, provides input on the deliberations of the committee, focuses on the best interests of the Academy and the committee rather than on personal or constituent interests, and works toward fulfilling the committee’s objectives.

The committee member:

Is expected to be engaged in the activities of the committee, according to the parameters set by the chairperson. Such parameters can be qualitative and quantitative.

- Qualitative parameters may include:

Reviewing all relevant material before committee meetings.

Making contributions and voicing objective opinions on issues.

Carrying out individual assignments made by the committee chairperson.

- Quantitative parameters may include attending 75% of committee meetings.

When assigned by the chairperson, represent the committee in meetings of other organizations.
Promotes an understanding within the committee of the committee’s role and how it supports and fits within the interests of the Academy.
Assists in recruiting future Academy volunteers.
Must acknowledge the Conflict of Interest Policy
Must adhere to any confidentiality requirements set by the chairperson and to Academy policies.
Must acknowledge that they meet the annual continuing education requirements as set forth in the U.S. Qualification Standards as provided at https://www.actuary.org/content/us-qualification-standards

STAFF LIAISONS
The staff liaison supports and serves as a resource to the chairperson and committee members. The staff liaison assists the chairperson in facilitating committee discussions and activities that address the committee’s charge. The staff liaison works with the chairperson to ensure that all committee work is consistent with the Academy’s mission and strategic plan and that the committee is following Academy policies and procedures. All Academy calls and meetings must be staffed by a member of Academy staff.

The staff liaison:

Works with the chairperson to develop a plan that will allow the committee to effectively and efficiently discharge its responsibilities for the year.
Works with the chairperson to develop agendas and conduct effective committee meetings.
Drafts reports of committee meetings for review and approval by the chairperson.
Works with the committee chairperson, other committee members, and Academy staff to ensure that the committee’s work is carried forward between committee meetings.
Provides a list of committee members, interested parties and observers, monitors member attendance, and helps the committee chairperson evaluate member participation annually.
Helps the committee chairperson evaluate the status of interested parties annually.
Facilitates communication of committee activities to staff supervisor.
Reports to the committee chairperson on decisions of the Board of Directors, Executive Committee, or other Academy committees that impact the committee’s activities.
Assists the chairperson with the volunteer staffing of the committee.
When appropriate, assists the committee in proposing products and services that will further the mission and objectives of the Academy.

INTERESTED PARTIES
Some committee chairpersons may approve interested parties (IPs). IPs are those that have an interest in the committee work, but do not fit the requirements for committee membership. Examples include members of Academy leadership, a former chairperson of the committee, a person with subject matter expertise who is unable to serve as a committee member, and an actuary who wants to follow a committee’s activities before making the commitment to join the committee.

The interested party:

Must be approved by the chairperson. Except for Academy leadership, the chairperson has final say for an IP to be added. Examples of appropriate reasons for rejecting an IP may include:

- the work is highly confidential;

- the work group is too far along for the project to be understood or appreciated by an IP;

- the work requires regular attendance and a large time commitment outside the committee to appreciate/understand the issues involved;

- it would be inappropriate and counterproductive to share discussion material with anyone not directly involved in the committee work;

- the potential IP is expected to be a disruptive influence or will not respect the need for confidentiality.

Agrees to limit their status as an IP for one year, or the remainder of the current year, and must confirm their interest and be approved by the chairperson to continue their IP status into the next year.
May be a non-Academy member (and a non-actuary).
Must acknowledge or agree to (in the case of a non-Academy member) the Conflict of Interest Policy.
Must adhere to any confidentiality requirements set by the chairperson and to Academy policies.
When attending committee meetings, must announce they are an interested party when meeting participants are introduced
May participate in committee discussions only with the consent of the chairperson.
May not vote.
May not serve as a representative or presenter for the committee without prior approval of the committee chairperson.
Must confirm annually their interest in maintaining their status as an interested party.

[1] The term “committee” includes those boards, practice councils, and committees authorized by the Board. For purposes of this document, “committees” also include task forces, work groups, and other constituent bodies established by those Board-authorized groups

Approved by the Executive Committee upon delegation by the Board on August 3, 2022