Who is a Volunteer?

Volunteers are individuals who, without compensation or expectation of compensation beyond reimbursement for volunteer-related expenses, perform a service for the Institute. A valuable resource for AIP, volunteers contribute their expertise and perspectives needed for the Institute to deliver quality programs, products, and services that are aligned with the needs of the community.

Through service on the AIP Board of Directors, advisory and resource groups, taskforces, awards/prizes committees, groups that foster communication and collaboration within the federation, and in other capacities, volunteers help AIP advance, promote, and serve the physical sciences for the benefit of humanity.

Volunteer Roles

Volunteers serve in numerous capacities, with varied responsibilities depending on the specified role. Volunteers may be asked to:

• Provide advice, expertise, and outside perspectives to AIP for its activities;
• Interface with representatives from other AIP Member Organizations on specific topic areas, learn about other society practices, and communicate information and ideas back to their organizations;
• Assist with the planning of meetings or events, including program development and meeting organization;
• Gather information and conduct research;
• Create and deliver presentations and reports;
• Review applications and select winners of awards and prizes celebrating those who advance the physical sciences; or
• Additional roles as needed

Expectations

Volunteers are expected to fully engage in their appointed activity or charge, participate actively in discussion, provide feedback, and communicate with the staff convener in a timely manner. Volunteers may not bring AI notetakers to meetings. Volunteers are asked to aid in the scheduling of meetings by communicating their availability expeditiously. Volunteers are to follow AIP’s policies and procedures, use AIP-designated technologies to conduct AIP work, and provide space for all voices to be heard.

Volunteers can expect AIP to support the work of volunteer committees and groups, to make clear the terms of the appointment, charge and timeline; to provide the necessary tools and technologies; to provide an orientation to new volunteers; to communicate regularly and in a timely manner; to summarize committee actions; and to care for the overall volunteer experience.

Volunteer Appointment & Terms

Appointment as an AIP volunteer varies by committee type. Volunteers may be invited to serve by AIP or at the request of their respective Member Organization. Your appointment letter will provide more details. Each committee on which volunteers serve has a staff convener, who can also provide you with that information.

Volunteers are often asked to serve for a set, limited term, also explained in your appointment letter. Standing committees have term expiration dates indicated the roster. Many appointments are renewable. Those volunteers who serve at the will of their respective Member Organization may not have terms that follow the suggested duration. Any questions about terms can be directed to your staff convener.

Resigning from Your Appointment

Volunteers may resign from their position at any time if so desired. To resign, please send a written communication to the AIP staff convener for the committee. AIP also reserves the right to remove volunteers from their position at the organization’s sole discretion.