Sample Chapter #1
Board Website Responsibilities
Chapter #1 Chapter Board Position
President
President-Elect
VP for Administration
VP for Finance/Treasurer
VP for Membership
VP for University Relations
VP for Funds Development
VP for Communications
Website Responsibilities (Subject to Annual
Review and Update by President, Data Admin
& Content Editor)
Review and approve copy for public facing
website for their respective Chapter. The
President should be made aware of changes
and approve them prior to being entered into
the system. Access to all functionality at the
Chapter level to make updates as needed.
Responsible for entering all manual
transactions. Responsible for auditing all
online transactions. Responsible for managing
the contract with the gateway and merchant
accounts. Responsible for maintaining
Financial Document Folder.
Responsible for entering new member contact
information. Responsible for reviewing
member registration requests that come from
the public website (if using).
Responsible for maintaining all academic
partner contact information.
Review and approve copy for public facing
website.
Core Training Area (Where Applicable)
Permission Required
Content Management, Content Creation,
Contact Management & Reporting,
Mailing Management
President
End User
Chapter Board
End User
Chapter Board
Contact Management & Reporting,
Contribution & Event Management
Financial
Contact Management & Reporting
Membership
Contact Management & Reporting
End User
University Relations
Chapter Board
End User
Communications
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Sample Chapter #1
Board Website Responsibilities
Chapter #1 Chapter Board Position
VP for Education/Events
Recording Secretary
Scholars Chair
Endowment Fund Chair
Retreat Co-Chairs
Website Responsibilities (Subject to Annual
Review and Update by President, Data Admin
& Content Editor)
Core Training Area (Where Applicable)
Responsible for entering and managing all
events. This includes updating the Chapter
Calendar (determine which items should be
pushed to National) and using the Event
Management Tools.
Contribution & Event Management
End User
Responsible for reviewing and managing all
scholar and scholar alum contact information
to ensure it remains up to date (with the
updated site and constantly refreshed content,
students should be online more frequently to
update their profile information). Responsible
for finding creative ways to uncover and
document scholar alumni contact information
(e.g. research using Facebook and LinkedIn to
find the alumni or incentives to get a scholar’s
article published on the ARCS website).
Contact Management & Reporting
End User
Responsible for entering and managing retreat
information. This includes updating the
Chapter Calendar (determine if entry should
be pushed to National) and using the Event
Management Tools.
Contribution & Event Management
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Permission Required
Event
Chapter Board
Membership
Chapter Board
Event
Sample Chapter #1
Board Website Responsibilities
Chapter #1 Chapter Board Position
Scholar Awards Luncheon Chair
Member Relations
Website Responsibilities (Subject to Annual
Review and Update by President, Data Admin
& Content Editor)
Core Training Area (Where Applicable)
Responsible for entering and managing
luncheon information. This includes updating
the Chapter Calendar (determine if entry
should be pushed to National) and using the
Event Management Tools.
Contribution & Event Management
End User
Permission Required
Event
Chapter Board
LinkedIn Updates: The focus will be on
Public Relations
Special Events Chair
research, scientific studies, ARCS Foundation
event happenings, ARCS Foundation accolades
and awards, scholar spotlights. Facebook
Updates: This will be used on a chapter-bychapter basis and will focus on the more social
events and happenings with ARCS Foundation.
Twitter Updates: This will be used on a chapterby chapter basis to highlight current events
and topical scientific research in the news.
End User
Responsible for entering and managing special
events information. This includes updating the
Chapter Calendar (determine if entries should
be pushed to National) and using the Event
Management Tools.
Contribution & Event Management
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Chapter Board
Event
Sample Chapter #1
Board Website Responsibilities
Chapter #1 Chapter Board Position
Website/Content Admin
Website Responsibilities (Subject to Annual
Review and Update by President, Data Admin
&
Content
Editor)
Core Training Area (Where Applicable) Permission Required
Update
public
and secure web copy, media,
and documents on a regular basis. Adhere to
review and approval processes at the chapter
level. Escalate changes and/or errors to the
Top Level Admin through the respective
process – either continuous improvement or
helpdesk queue. Work with VP of
Communications to ensure consistency of
message/voice. Specific responsibilities
include: Chapter Announcements on Secure Site:
These announcements should be similar to the
LinkedIn announcements to welcome the user
to the secure site. Chapter Webpage Updates:
These pages should be reviewed every other
month to see if there is new information to be
added or older information to be removed.
Chapter Specific Widgets: The following widgets
should be created and maintained: 1. News
and Events; 2. Donations and Sponsorship; 3.
Member Spotlight; 4. Scholar Spotlight; 5.
Membership and Communications; 6.
Academic Partners These 6 widgets can be
updated by the Chapter content editor, who
will also select which 3 appear at any given
time. Chapter Calendar Updates: Chapter
Content Management, Content Creation, Internal Content
Document Library Updates. Chapter Financial
Document Folder Updates.
Contribution & Event Management
Editor
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Sample Chapter #1
Board Website Responsibilities
Chapter #1 Chapter Board Position
Website/Data Admin
Historian
Newsletter Editor
Newsletter Co-Publishers
Directory Chair
Internal Communications
Speakers Bureau
Website Responsibilities (Subject to Annual
Review and Update by President, Data Admin
& Content Editor)
They will have access to all contact
information (including financials) at their
Chapter. Update contacts as needed and
directed by Chapter Board members. Adhere
to contact data fields used and relationships
for managing contacts. Escalate changes
and/or errors to the Top Level Admin through
the respective process – either continuous
improvement or helpdesk queue.
Core Training Area (Where Applicable)
Permission Required
User Management, Contact
Management & Reporting, Contribution
& Event Management, Mailing
Management
End User
End User
End User
Internal Data Admin
Chapter Board
Chapter Board
Chapter Board
Responsible for uploading photos of members
into member records to allow creation of
directory.
Contact Management & Reporting
Responsible for managing all mailings.
Responsible for creating the mailing lists and Contact Management & Reporting,
groups.
Mailing Management
End User
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Membership
Communications
Chapter Board
Sample Chapter #2
Board Website Responsibilities
Chapter #2 Board
Position
Website Responsibilities - Subject to Annual Review and Update by President, President Elect, Content Website Training Area
Editor and Database Admin
Website Role/Permissions
President
Work with Past President, Database Admin, and Content Editor to understand web functionality.
Approve public and secure site web pages.
Internal Content Editor and
Internal Database Admin
Upload events to member secure site calendar. Events can be pushed to the public Chapter and
National Calendars, as needed.
Upload member messages to Member News welcome page.
Email General Member and Chapter Board, as needed.
Upload President files to Document Library under Operations .
Assist DB Admin in training members to obtain news and event information from web.
Respond to Chapter #[email protected] emails.
Work with Database Admin to download reports, as needed.
Contact Management &
Reporting; Content
Management; Create
Content; Contribution &
Event Management; and
Mailing Management
Create Content
Create Content
Mailing Management
End User
End User
End User
Contact Management &
Reporting
Work with Newsletter Director to determine which news articles the Director uploads to Chapter News. N/A
Note - Uploaded news will appear on the National public site homepage as well as the Chapter #2 public
site homepage.
President Elect
Work with President, Internal Database Admin, and Internal Content Editor to understand web
functionality.
Same as President
Internal Content Editor and
Internal Database Admin
Past President
Upload most recent Past Events file to Document Library under Events.
End User
Internal Content Editor and
Internal Database Admin
Upload web copy ready Past Events file to the Past Events web page.
Work with President and President Elect to understand web functionality.
Content Management
N/A
Upload Field Trip files to Document Library under Events.
Email Field Trip information and reminders, as needed. Subject to President approval.
Work with Treasurer and Database Admin to obtain participant lists and nametags.
Mail Field Trip invitations. Contact Database Admin for member mailing label template.
Prepare web copy ready Field Trip files and image(s) and email to the following group:
President for Event calendar(s)
Newsletter Director for web News
VP PR for Media Images, Media Gallery and Press Releases
Database Admin for Event Configuration
End User
Mailing Management
N/A
N/A
N/A
VP's Field Trips
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Event Role
Sample Chapter #2
Board Website Responsibilities
Chapter #2 Board
Position
Website Responsibilities - Subject to Annual Review and Update by President, President Elect, Content Website Training Area
Editor and Database Admin
Website Role/Permissions
VP Fund Development
Upload Fund Development files to Document Library under Developmen t.
End User
Financial Role
VP Membership
Maintain the contact page of each member. This includes keeping groups and tags current. Responsible
for keeping a running list of roster changes for the roster printing company. Notify the Database Admin
of any changes in user status (i.e. new members, resignations, deaths, cancellations) so she can update
user accounts.
Add new member's.
Contact Management &
Reporting
Membership Role
Upload images from chapter events to Media Images and Media Gallery .
Upload PR files and images to Document Library under Media Library .
Upload Press Releases. Subject to President's approval.
Create Content
End User
Create Content
Communications Role
End User
University Relations Role
Contact Management &
Reporting
Train general membership to utilize online Membership Dues and Renewal. Work with Treasurer and DB Contact Management &
Admin to analyze data obtained from online Membership Dues and Renewal .
Reporting, End User
Train General Members to update My Profile.
End User
Upload membership files to Document Library under Membership .
End User
Email General Members, as needed. Subject to President approval.
Mailing Management
Prepare web copy ready files for the following pages Current Members, Officers and Directors,
N/A
Becoming a Member, and ARCS Light Award Winners. Email files to Content Editor for upload.
Contact DB Admin for member mailing label template.
N/A
Contact DB Admin if any member has password or username issues.
N/A
Maintain local spreadsheets to track participation and member history.
N/A
VP Public Relations
VP's University Relations Upload University Relations files to Document Library under Scholars and Alums .
Email members and scholars for Awards Dinner, as needed. Subject to President's approval.
Mailing Management
Prepare web copy ready files for the following web pages: Academic Partners, Current Scholars, Scholar N/A
Research & Accolades . Email files to Content Editor for upload.
Prepare New and Continuing Scholar and Donor Spreadsheet. Email spreadsheet to Database Admin for N/A
web update and cc Alumni Scholar Relations Director. Notify the DB admin and Alumni Scholar Relations
Director of any updates to the spreadsheet.
Recording Secretary
Upload approved Board minutes to Document Library under Operations .
End User
Email Meeting Minutes to Board members with goal of training Board members to access minutes in the Mailing Management
Document Library under Operations .
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Communications Role
Sample Chapter #2
Board Website Responsibilities
Chapter #2 Board
Website Responsibilities - Subject to Annual Review and Update by President, President Elect, Content Website Training Area
Position
Editor and Database Admin
Corresponding Secretary Upload Corresponding Secretary files to Document Library under Operations.
End User
Website Role/Permissions
Donor Relations
Upload Donor Relations files to Document Library under Development .
Financial Role
Treasurer
Responsible for entering event participants and contributions as well as training event chairs (field trips,
fundraisers, and hospitality) to access reports.
Update contact information from event reply cards and add new individuals as needed. Be sure to
update groups and/or tags .
Keep all financial information current on website.
Contribution & Event
Management
Contact Management &
Reporting
Contribution & Event
Management
Upload financial files to Document Library under Financial Records .
End User
Work with Database Admin to download reports, export contribution data, print mailing labels, and mail Contact Management and
merge event tax letters.
Reporting and/or
Contribution & Event
Management
Internal Content Editor and
Internal Database Admin
Assistant Treasurer
Assist Treasurer with web responsibilities.
Same as Treasurer
Internal Content Editor and
Internal Database Admin
Endowment Committee
Chair
Upload Endowment files to Document Library under Developmen t.
End User
Financial Role
Parliamentarian
Upload Parliamentarian files to Document Library under Operations .
End User
Chapter Board
Director, Alumni Scholar Review scholar secure site pages with Content Editor and update as needed. Subject to President's
Relations
approval.
Work with President and University Relations to obtain Scholar Spotlight articles. Upload Scholar
Spotlight articles on Chapter public site homepage. Subject to President's approval.
Manage scholar social media.
Provide scholar reports, as needed.
Email scholars, as needed. Subject to President approval.
Upload Alumni Scholar Relations files to Document Library under Scholars and Alums .
Speak to scholars at campus visits and at their Awards Dinner orientation regarding the website and
emphasizing the importance of staying in touch via the website.
Email scholar contact updates to Database Admin to keep the web database current.
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End User
Chapter Board
Create Content and Content Internal Content Editor and
Management
Internal Database Admin
Create Content
End User
End User
Mailing Management
End User
End User
N/A
Sample Chapter #2
Board Website Responsibilities
Chapter #2 Board
Position
Website Responsibilities - Subject to Annual Review and Update by President, President Elect, Content Website Training Area
Editor and Database Admin
Prepare web copy ready files and images for the Scholar Alums page on the public Chapter Homepage
N/A
under Chapter #2 Scholars. Email to Content Editor for upload. Keep page current with scholar
achievements. Subject to President's approval.
Notify Database Admin of any scholar password or username issues.
N/A
Directors, Awards Dinner Upload Awards Dinner files to Document Library under Events .
End User
Website Role/Permissions
Event Role
Email event information and reminders, as needed. Subject to President's approval.
Work with Treasurer and Database Admin to obtain participant lists and nametags.
Hand address Awards Dinner invitations. Contact the Database Admin for addressing luncheon lists.
Prepare web copy ready Awards Dinner files and image(s) and email to the following group:
President for Event calendar(s).
Newsletter Director for web News
VP PR for Media Images, Media Gallery and Press Releases .
Database Admin for Event Configuration
Mailing Management
N/A
N/A
N/A
Directors, Fall Benefit
Upload Fall Benefit files to Document Library under Events .
Email event information and reminders, as needed. Subject to President's approval.
Work with Treasurer and Database Admin to obtain participant lists and nametags.
Hand address Fall Benefit invitations. Contact the Database Admin for addressing luncheon lists.
Prepare web copy ready Fall Benefit files and image(s) and email to the following group:
President for Event calendar(s).
Newsletter Director for web News
VP PR for Media Images, Media Gallery and Press Releases .
Database Admin for Event Configuration
End User
Mailing Management
N/A
N/A
N/A
Event Role
Director, Historian
Upload Historian files and images to Document Library under Historical Records & Reports.
End User
Chapter Board
Directors, Hospitality
Upload Hospitality files to Document Library under Events .
Email General Members event information and reminders, as needed. Subject to President's approval.
Work with Treasurer and Database Admin to obtain participant lists and nametags.
Mail Hospitality invitations. Contact Database Admin for member mailing label templates.
President for Event calendar(s).
Newsletter Director for web News
VP PR for Media Images, Media Gallery and Press Releases .
Database Admin for Event Configuration
End User
Mailing Management
N/A
N/A
Event Role
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Sample Chapter #2
Board Website Responsibilities
Chapter #2 Board
Position
Website Responsibilities - Subject to Annual Review and Update by President, President Elect, Content Website Training Area
Editor and Database Admin
Website Role/Permissions
Director, Newsletter
Work with President and Board members to submit web copy ready news articles. Upload news articles
subject President's approval. Note - these articles will appear on the National public site homepage as
well as the Chapter public site homepage.
Upload Newsletter PDF's to Chapter Newsletter web page.
Upload Newsletter PDF's to Document Library under Historical Records and Reports.
Create Content
Communications Role
Director, Printing
Upload Stationery Templates to Document Library under Administrative Templates .
End User
Web Master - Content
Editor
Oversee web content functionality at the Chapter level and manage content folder.
Create Content and Content Internal Content Editor and
Management
Internal Database Admin
Content Management
Train designated Board Members to Create Content. The Content Editor is responsible for creating any
content that is not provided by Board members.
Work with President to keep current all public and secure site web pages. .
Edit web pages, as needed, using WYSIWYG editing tool.
Train Board members to properly name and upload files to Document Library and manage Document
Library.
Web Master - Database
Admin
Serve as National Webmaster and IS Committee liaison. Oversee web contact functionality at the
Chapter level.
Content Management
End User
Content Management
Content Management
End User
Contact Management &
Reporting; Content
Management; Create
Content; Contribution &
Event Management; and
Mailing Management; User
Management
Update web Contact pages for continuing scholars, new scholars, potential donors, prospective
Contact Management &
members and university contacts. Assist Membership Chair with member data entry, as needed.
Reporting
Configure paid and unpaid events.
Contribution & Event
Management
Train President, Treasurer, Event Chairs, Membership and Alumni Scholar Relations to download reports. Contact Management &
Reporting and/or
Contribution & Event
Management
Provide passwords for new members and new scholars.
User Management
Resolve username/password issues.
User Management
Upload Database Admin files to Document Library under Operations .
End User
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Internal Content Editor and
Internal Database Admin
Sample Chapter #2
Board Website Responsibilities
Chapter #2 Board
Position
Website Responsibilities - Subject to Annual Review and Update by President, President Elect, Content Website Training Area
Editor and Database Admin
Set up email contact lists and train President, VP Field Trips, VP University Relations, VP Membership,
Mailing Management
Alumni Scholar Relations, Event Chairs, Hospitality and Recording Secretary on Mailing Management.
Create mailing label templates.
Contact Management &
Reporting
Export the following databases for the Fall Benefit and Scholar Awards Dinner addressing luncheons:
Contact Management &
members, scholars, potential donors & prospective members; and university contacts.
Reporting
Export event contribution data for Treasurer to do tax letter mail merge.
Contact Management &
Reporting
Website Role/Permissions
General Members (Non- Designated Board members train the General Members to navigate and utilize the National and Chapter End User
Board Members)
#2 secure and non-secure sites.
General Member
Scholars
Scholar, Scholar Alum
Alumni Scholar Relations Director orients scholars about the website at campus visits and emphasizes
End User
the importance of staying in touch through the website. Scholars are reminded of their responsibility to
stay in touch through the website at the Scholar Awards Dinner during their orientation.
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Sample Chapter #3
Board Website Responsibilities
Chapter #3 BOD Position
President
Vice President
Secretary
Website Responsibilities - Subject to Annual Review and Update by
President, Content Editor and Database Admin
• Review and approve copy for Chapter public website. The President
should be made aware of changes and approve them prior to being
entered into the system.
• Access to all functionality at the Chapter level to make updates as
needed.
• Send member mass emails as needed
• Upload files as needed to Document Library
• Work with Content Editor/s and Data Admin to train members on
use of the website
• Assist President as needed
• Upload approved BoD meeting minutes by year to:
Document Library>>Operations>>Meeting Minutes>>Board Minutes
• Upload Annual Meeting minutes by year to:
Document Library>>Operations>>Meeting Minutes>>Annual Meetings
• Send mass mailings as directed by the President
Director, Finance
• Responsible for auditing all online transactions.
•Responsible for managing the contract with the gateway and
merchant accounts.
• Responsible for updating and keeping current the Financial
Information in the Document Library
Treasurer
• Responsible for entering all manual transactions: contributions, paid
events, and update contact info from reply cards.
•Responsible for managing the contract with the gateway and
merchant accounts.
• Keep financial information current on the website
• Upload files as needed to Document Library>>Financial Information
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Training (TBD)
Permission Required
All functionality at the Chapter President
level to communicate and
update as needed.
Mailing Management
End User
Chapter Board
Communications
Financial
Contact Management and
Reporting
Contribution and Event
Management
End User
Financial
Sample Chapter #3
Board Website Responsibilities
Chapter #3 BOD Position
Assistant Treasurer
Administration Chair
Communications Chair
Communications Co-Chair
Fund Development Chair
Website Responsibilities - Subject to Annual Review and Update by
President, Content Editor and Database Admin
• Assist Treasurer as needed with web responsibilities.
• Review and approve copy for Chapter public website along with
Content Editor
• Provide copy of newsletter to Webmaster, Content Editor for
uploading to the public site:
Newsroom>>Chapter Newsletter
• Email Fund Development files to Webmaster, Content Editor for
upload to Document Library under Development.
Fund Development Co-Chair
Director Donor Relations
Scholar Showcase Event
• Enter and manage the Scholar Showcase.
Chair
• Email copy ready field trip information and images to Website,
Content Editor
Scholar Showcase Event Co-Chair
Membership Chair
• Maintain member contact information: updates, resignations and
new members
• Send membership emails as needed.
• Upload files as needed to Document Library>>Membership
• Provide membership reports from website as needed.
Membership Co-Chair
Nominating Chair
• Provide nominating slate for uploading to the website
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Training (TBD)
Permission Required
Contact Management and
Reporting
Contribution and Event
Management
End User
End User
End User
Financial
End User
End User
Communications
Financial
End User
End User
Contributions and Event
Management
End User
Contributions and Event
Management
End User
Contact Management and
Reporting, Mailing
Management
Financial
Contact Management and
Reporting, Mailing
Management
End User
Membership
Chapter Board
Communications
Event
Event
Membership
Chapter Board
Sample Chapter #3
Board Website Responsibilities
Chapter #3 BOD Position
Nominating Co-Chair
Planning & Evaluation CoChair
Parliamentarian
Program Chair
Website Responsibilities - Subject to Annual Review and Update by
President, Content Editor and Database Admin
• Upload relevant documents to:
Document Library>>Committee Documents>>Planning and Evaluation
• Enter and manage all events (other than Scholar Showcase). This
includes updating the Chapter Calendar (determine which items
should be pushed to National) and using the Event Management Tools
• Email copy ready field trip information and images to Website,
Content Editor
Program Co-Chair
• Assist Program Chair as needed
University Relations Chair
• Responsible for maintaining all academic partner contact
information
• Review and manage all scholar and scholar alum contact information
to ensure it remains up to date
• Find creative ways to uncover and document scholar alumni contact
information using social media tools such as Facebook and Linkedin
Director, Scholar Relations
Training (TBD)
Permission Required
End User
End User
Chapter Board
Chapter Board
End User
Content Management
Contact Management and
Reporting
End User
Chapter Board
Event
Content Management
Contact Management and
Reporting
End User
Event
University Relations
Chapter Board
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Sample Chapter #3
Board Website Responsibilities
Chapter #3 BOD Position
Website Responsibilities - Subject to Annual Review and Update by Training (TBD)
President, Content Editor and Database Admin
Webmaster, Database Admin• Has access to all contact information and financial information at the Internal Content Editor and
Chapter
Internal Database Admin
• Serve as National admin liaison
• Responsible for event configuration, exports, addressing luncheon
lists, username/password issues as well as uploading webmaster files
and training casts to Document Library>>Operations
• Update contacts as needed and directed by Chapter Board members
• Overall point person for any web contact issues
• Escalate changes and/or errors to the Top Level Admin through the
respective process – either continuous improvement or helpdesk
queue.
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Permission Required
Internal Content Editor
and Internal Database
Admin
Sample Chapter #3
Board Website Responsibilities
Chapter #3 BOD Position
Website Responsibilities - Subject to Annual Review and Update by Training (TBD)
President, Content Editor and Database Admin
Webmaster, Content Editor • Update public and secure web copy, media, and documents on a
Internal Content Editor and
regular basis
Internal Database Admin
• Adhere to review and approval processes at the chapter level
• Escalate changes and/or errors to the Top Level Admin through the
respective process – either continuous improvement or helpdesk
queue
• Work with VP of Communications to ensure consistency of
message/voice
• Specific responsibilities include:
Chapter Announcements on Secure Site: These announcements
should be similar to the LinkedIn announcements to welcome the user
to the secure site.
Chapter Webpage Updates: These pages should be reviewed every
other month to see if there is new information to be added or older
information to be removed.
Chapter Specific Widgets: The following widgets should be created
and maintained: 1. News and Events; 2. Donations and Sponsorship;
3. Member Spotlight; 4. Scholar Spotlight; 5. Membership and
Communications; 6. Academic Partners These 6 widgets can be
updated by the Chapter content editor, who will also select which 3
appear at any given time.
Chapter Calendar Updates
Chapter Document Library Updates.
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Permission Required
Internal Content Editor
and Internal Database
Admin