Organizational Charts and Policies

Resources for Chairs and Committee Members

  • Volunteer Working Calendar

    • We've put together a working calendar for our national and local volunteers, inclusive of important information and dates throughout the calendar year.
    • Moving into 2023, we’ll be posting committee meetings on the calendar with a note to contact the committee chair for meeting-specific details. This will provide an opportunity for those who are interested to watch committees in action throughout the year. Once available, please send Volunteer Services your committee meeting schedule.
  • Share on Community

    • Community is the preferred way for committee file sharing, collaboration, and communication.
    • Set up notifications - There are two options for notifications on Community posts: email digests and notifications. Email digests compile all posts on a given day for a forum and send an email either the following morning or on a weekly basis, based on your preference, with recent posts. Digests are valuable to stay updated without receiving an email every time a post is made. Instant notifications are another option and can be delivered through email and/or a live alert within Community. The Community settings can be accessed on the My USMS home page. Click Community Settings and then the email digests and/or notifications tabs. This video tutorial will walk you through the process of setting up your Community settings and email notifications.

  • Committee Meetings

    • USMS Shared Zoom Account - As a committee chair, you will have access to a shared USMS Zoom license that will enable you to host committee meetings. Your login credentials (email and password) are included on your committee roster. If you have any additional questions, please contact Volunteer Services directly. 
      • Zoom has updated and improved their security features, and one of the changes that impacts our shared Zoom accounts is if they detect a suspicious login which could be due to a user logging in from an unknown or not often used location, method (web or Zoom Client), browser, or device they will require a code for signing in to Zoom.
      • Zoom has enabled sign-in alerts and send the one-time code to, which expires within 10 minutes. In the event a Zoom sign in code is needed, please contact Volunteer Services to receive the code during regular business hours. If you have any questions, please contact Volunteer Services. 
    • Meeting minutes template (MS Word document)
  • Annual Meeting Documents

    • The following documents can be found on the current year's Annual Meeting page, under the "Resources for Committees" section:
      • Committee report template (pre-annual meeting)
      • Instructions for meeting minutes
      • Meeting minutes template (MS Word document)
      • Example of a completed meeting minutes document

Committee Operating Guidelines