The Section Operations Manual is your go-to source for information about how to conduct your section activities and get involved in the variety of programs we offer at SPE. You can learn more about your individual role as a section officer and find the forms and deadlines associated with your duties.
Section Annual Report and Financial Statement deadline—1 June.
New Online Submission Process
Contact your chair for login details. Review this guide for additional information.
Any questions can be directed to sections@spe.org.
The chairperson promotes the well-being of the section, the society, and the profession. You should:
As section chair, you oversee that plans for the section year are drafted and executed. Various committees and officers (assigned by you or your board of directors) will implement these plans. Your job is to ensure that each program plan is specific and detailed enough to facilitate its completion and that objectives and deadlines are met. The task of requesting and receiving volunteer support is easier when everyone is involved in the planning stage.
SPE encourages you and your section members to participate in community outreach and energy education programs that enhance public understanding of energy issues and explain technical and economic issues involved in oil and gas exploration and production. To safeguard SPE’s mission, members may not attempt or appear to attempt to influence legislation or public or national policies when acting as an SPE representative.
SPE members should provide objective and factual information that allows individuals outside of the industry to form an independent opinion or conclusion. You may always contact your closest SPE office or your SPE regional director when considering participation in a community program on behalf of SPE.
Ensure that you and your members do not issue formal or informal statements that imply an official policy by the society, nor speak on political issues in the name of SPE, nor contact members of legislative bodies in the name of SPE for the purpose of proposing, supporting, or opposing legislation, nor advocate in the name of SPE the adoption or rejection of any legislation, nor encourage anyone in the public to do any of the above.
The secretary handles a variety of administrative tasks for the section.
Record the official business of the section through the writing, retention, and distribution of minutes. Minutes should be taken for all meetings of the section executive committee and the board of directors. At each meeting, the minutes of the previous meeting should be read (if they were not printed and distributed earlier), so that the group can approve or revise them.
Because minutes often resolve misunderstandings, they should be accurate, objective, complete and clear. Read more tips.
You are responsible for maintaining a roster of section officers' contact information as well as for reporting to SPE any changes in the roster. Changes should be sent to sections@spe.org as soon as possible to ensure appropriate communications with the section. All officers must be members of the section and SPE members in good standing. Affiliate members are not eligible to hold office unless the section wishes to change its operating procedures to permit this practice. You should also send a roster of new section officers to sections@spe.org before your term as secretary expires.
In many sections, the membership chairperson is responsible for the section membership roster. However, in some sections, we recognize that this duty is handled by the secretary. Contact sections@spe.org if rosters and monthly updates need to be sent to you as well as or instead of the membership chairperson.
After the end of each month, you and/or the membership chairperson will receive a notice that the section’s roster files are available for download from a secured site. The member roster lists all section members on record with SPE.
You should coordinate mailings done by the section. Be sure to also send a copy of your newsletter to your regional director and the SPE sections team.
Read email guidelines for sections and student chapters (need this link)
The society's 501(c)(3), tax-exempt status with the US Internal Revenue Service qualifies SPE sections in the US for bulk-mail postal rates. Each section must apply individually for a permit through its local post office.
At the end of the section year, present copies of the section’s charter and bylaws or operating procedures to the incoming secretary. Sections are not required to maintain bylaws or submit bylaw revisions to the SPE Board of Directors for approval. However, some sections will need bylaws to satisfy local laws, and others will wish to keep them as operating documents. Even if your section does not choose to maintain bylaws, it is suggested that you have some written operating procedures to address issues such as how and when officers will be elected, what officer positions exist, the terms of officers, etc. Send copies of any revisions to your bylaws or operating documents to sections@spe.org.
The SPE Board of Directors must approve section jurisdiction changes. If any changes to the geographic area served by the section are desired, the proposed revisions must be forwarded to the SPE sections manager for approval by the SPE Board of Directors.
Email sections@spe.org to order any of the following supplies.
Section Logo
An official section logo is provided at no charge when the section is first established.
Sections can order an electronic SPE logo file at no charge for newsletters, stationery, or other printed materials disbursed or used by the section.
Podium Sign
SPE provides a section podium sign when the section is first established. Additional signs are available for section or study-group meetings for USD 10 plus shipping. The sign is an 11‐ x 14‐in. (28‐ x 35.5‐cm) white form-core board with black lettering.
SPE Banners
Printed with the SPE logo and the name of your section, these nylon banners are 5 ft wide by 2 ft high. Banners are approximately USD 175, plus shipping.
Stationery
Newly formed SPE sections are provided 250 sheets of stationery and envelopes at no charge. SPE will provide additional stationery and envelopes imprinted with the section name and logo upon request. The cost is dependent on the quantity of the order.
The overall goal of the society is the dissemination of technical information rather than generating surplus funds. Section programs should be self-sufficient and budgeted to break even.
It is not the purpose of the section to accumulate reserve funds but rather to use these funds to provide programs for its members. Surplus funds may be placed in an interest-bearing reserve account and allowed to grow to a level of two times the annual operating budget for necessary section services. The operating budget is considered to include only ongoing professional activities, exclusive of such programs as golf tournaments and social events.
Any additional funds in excess of these reserves, regardless of the source, should be invested in additional professional enrichment programs or in SPE initiatives, such as developing global SPE services, consistent with the OneSPE strategy.
Each section should consider forming an Investment Advisory Committee to assist in monitoring any investment of funds. The committee should be selected so that continuity is maintained. Many sections use past section chairpersons in this capacity.
This audit would normally take place before the treasurer assumes office. For most sections, an informal audit, conducted by designated members of the section, will be appropriate. The audit provides protection of section officers and helps to ensure an orderly transfer of financial records.
Checking accounts should be established in the official section name. Sections should require two signatures on all financial instruments, usually the section chairperson and section treasurer. As an alternative, section members and officers who have access to money accounts should be bonded, if applicable in that country or jurisdiction. Sections should maintain financial records for at least 3 years.
The section rebate program is designed to provide funds for ongoing section operations such as the publication and distribution of section newsletters and promoting section membership development and retention programs. Rebates are provided to sections on SPE dues, new-member entrance fees and section affiliate-member fees. Rebates are paid only to sections that are operating by 1 January.
he membership chairperson’s efforts is to retain current members, attract new members and encourage involvement and volunteerism from all members. Because the scope of activities are extensive and time-consuming, you may choose to create a membership committee.
The year-long section membership contest motivates and rewards section efforts to recruit and retain members. Learn more and see current section standings.
Graduates who were SPE student members in good standing are eligible to receive their first year of professional membership at USD 10.
Prepare a special time during the section year to recognize long-term members who have reached membership milestones. Learn more.
Reward members who:
The program chairperson is responsible for all programs, both technical and non-technical, presented at section events. The program chairperson should be a member of the section's board of directors and should be present at all board meetings. Sections typically form a committee of three to five members to plan programming activities.
Various aspects of planning programming, including:
Before the section year begins, have a good idea of the overall goals of the section and establish programming objectives based on them. Consider the type of meeting format, whether a luncheon or workshop that will meet the objective.
The SPE Officer Visitation Program provides the opportunity for one of the four society officers (president, past president, president-elect, and vice president–finance) to visit SPE sections. The purpose of the visit is to
Schedule a visit by contacting the board administrator at mcawley@spe.org ideally 6 months in advance.
A study group requires a place to meet and a leader. The leader should be someone thoroughly familiar with the subject and someone willing to work at developing learning objectives and lesson plans. Typically, the mission of the study group is to hold regular meetings to promote awareness and generate discussion of current issues related to the topic.
Supporting students through scholarships and other funding promotes the quantity and quality of entrants into a particular profession. This support also recognizes merit and provides financial assistance to those who otherwise might not be able to obtain a university education. Supporting students is also an excellent way to disburse excess funds and generate good public relations. If you wish to submit information, SPE is happy to list information regarding your scholarship programs online through Energy4Me.
One of the best ways to administer and manage scholarships is by appointing a scholarship committee. The members of this committee are responsible for assisting in development of objectives, advertising the scholarships, collecting applications and selecting recipients.
The scholarship chairperson ensures that the committee develops and adheres to objectives, submits scholarship program forms to sections@spe.org and reports activities to the section board and the regional director.
SPE offers matching funds to sections that provide assistance to university students pursuing studies related to the petroleum industry or educational outreach programs for preuniversity students. For university students, sections can receive matching funds for individual scholarships, SPE software or publications, and student travel to SPE meetings including accommodations, registration, and flights.
Funds
SPE matches 50% of section contributions in all categories, up to a maximum of USD 5,000. Sections are reimbursed by February on what they reported by 1 June in their section annual report.
Sections that did not receive support in the previous year may apply for support in the annual report if they have committed funds for scholarships for the year, up to a maximum of USD 1,000.
Participation requirements
The funds are available for programs that directly increase the students’ knowledge about the petroleum industry.
Many SPE sections have ongoing scholarship programs. Each section should evaluate, on an annual basis, whether creating or sustaining a program is in the best interest of the section, the community in which the section operates, the industry, the profession and the society.
Consistency is an important element to a scholarship program for those who benefit from scholarships. A consistent program awarding the same amount each year on relatively the same selection criteria will receive support from those who supply candidates and those who support the program through other means.
SPE dedicates more than one million dollars to scholarships and fellowships for both undergraduate and graduate students pursuing degrees related to the oil and gas industry. View the available programs.
Help local students transition into professional members by encouraging participation in activities and offering assistance.
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. Financial sponsorship is not a requirement.
The student chapter liaison is appointed by the section and ideally serves a 2-year term. The liaison works closely with the faculty advisors to support student chapters.
Responsibilities
Energy4me, SPE’s global energy education outreach program, offers factual resources to students, teachers and the public through the energy4me.org website, speaker programs and teacher development initiatives. Energy4me is a non-biased resource with comprehensive information on all energy sources, energy careers, scholarships and ready-to-go classroom presentations. The materials, translated to multiple languages, make it easy for members and educators to give energy-related presentations to pre-university students. Learn more »
The mission of SPE’s YP committees is to identify, engage, and develop SPE members 35 years old and younger and industry newcomers by providing relevant technical education and networking opportunities.
Sufficient representation of young professionals and resources to introduce YP activities must be available prior to creating a YP committee.
Note: All YP Committees should follow the official SPE nomenclature YP Committee. Do not use other names such as Emerging Leaders Program or Young E&P Professionals.
YP committees should be considered a subcommittee of the section, similar to any other special committee, and should not operate independently of the section. Though the mission of YP committees is to meet young professionals’ needs, other age demographics should not be excluded from participating.
The section is encouraged to have a YP liaison who also serves as a member on the section’s board. It is the decision of the section’s board whether the YP committee chair should be a member of the board in addition to the YP liaison.
The Outstanding Section YP Committee Award recognizes up to four of the best young professional initiatives at a section level. The information collected through the section annual report also helps identify best practices for circulation across SPE. All sections who submit an annual report by 1 June will be considered for this award.
All logo use must follow strictly the regulations stated in the SPE Graphics Standards Guide. Study groups, young professional committees and other entities that are part of an SPE section may not adopt their own logos. Such groups should use the regular section logo and identify the special entity elsewhere in the printed or electronic content. Example:
SPE London Section Young Professional Committee
The YP liaison serves as the main source of communication between the board, the YP committee and the section’s YP members. The liaison does not need to be a young professional, but if he or she is, he or she may also serve as the chairperson of the YP committee.
Responsibilities
Working with the section chairperson and board, the YP chairperson leads the YP committee in its mission and assists in improving the growth of the young professionals within the section. The duties are divided between retention of current young members, recruitment of new young members and organization of YP events.
Responsibilities
At no charge, SPE provides a section with a website where your officers can create and update content without any software to buy or install. Features include a document library for your members, a private library for your officers, and event registration. To request a site, please complete this form and return to sections@spe.org.
Email sections@spe.org to order any of the following supplies.
Section Logo
An official section logo is provided at no charge when the section is first established.
Sections can order an electronic SPE logo file at no charge for newsletters, stationery, or other printed materials disbursed or used by the section.
Podium Sign
SPE provides a section podium sign when the section is first established. Additional signs are available for section or study-group meetings for USD 10 plus shipping. The sign is an 11‐ x 14‐in. (28‐ x 35.5‐cm) white form-core board with black lettering.
SPE Banners
Printed with the SPE logo and the name of your section, these nylon banners are 5 ft wide by 2 ft high. Banners are approximately USD 175, plus shipping.
Stationery
Newly formed SPE sections are provided 250 sheets of stationery and envelopes at no charge. SPE will provide additional stationery and envelopes imprinted with the section name and logo upon request. The cost is dependent on the quantity of the order.
Find a flyer to help you advertise a program or a new ad to put in your section newsletter on the SPE marketing materials site (you must be a section officer to log in). Log in.
Download your section roster and reach out to members through broadcast emails and pre-loaded communications and scripts. Log in.
The year-long section membership contest motivates and rewards section efforts to recruit and retain members. See current section standings.
The Past Section Chairperson Award is given to past section chairpersons in appreciation for dedication and service to the section. Section Service Awards recognize a member's outstanding contributions to the section. Learn more.
This award recognizes SPE sections whose efforts in member programs, technology dissemination, and cooperation with other SPE sections distinguish them. Learn more.
These awards recognize members for their contributions to the industry. Nominations must be received by February 15. Learn more.
