Affinity Groups

Introduction: The purpose of an ASB Affinity Group is to foster connections among members who have a shared identity and their allies, and to provide service to the Society in better understanding, appreciating, and supporting individuals with such identity. This purpose aligns with the Diversity Mission of the ASB. Affinity Groups facilitate leadership skills and mentorship, forge new friendships, and foster new collaborative opportunities among like individuals. Thus, the aim of this policy is to establish the process for forming and supporting ASB Affinity Groups.

Policy Statement: The support of the ASB Executive Board will increase the visibility and improve the effectiveness of Affinity Groups. This proposed policy will require that:

1. ASB Affinity Group status is contingent on alignment with the ASB mission, priorities and values and can be granted or withdrawn by a simple majority vote of the Executive Board.
2. ASB considers Affinity Groups to be part of the Society. Therefore, all Affinity Groups must adhere to the Code of Conduct and other rules that govern all ASB activities and events. As such, Affinity Groups must include “ASB” in their name.
3. Membership to an Affinity Group must be open to all ASB members in good standing.
4. Leaders of the Affinity Group must be ASB members in good standing.
5. ASB Affinity Groups are not legal entities on their own, and therefore are restricted in directly soliciting funds or donations.
6. ASB will provide in-kind support for Affinity Group programming at ASB-organized national and international meetings. This support includes providing space for the Affinity Group to meet within the ASB’s venue contract, and contact information for the Affinity Group to reach out to corporate partners, non-profit partners, and vendors to collaborate on events within national and international meetings.
1. In-kind support by ASB for Affinity Group events is limited to providing space when it incurs no additional costs for the meeting. Any additional costs (including but not limited to space/venue fees, audio-visual support, catering) are the responsibility of the Affinity Group.
2. In some cases, external sponsors may support catering or other expenses for Affinity Group events. All sponsorships (including in-kind donations) and events conducted in collaboration with a corporate partner must be coordinated in advance with and approved by ASB.
7. Current Affinity Groups are listed on the ASB website, and each Affinity Group may have its own page within the ASB website.
1. Affinity Groups may submit content to the ASB Communications Chair to post on its page on the ASB website
2. The ASB Communications Chair will ensure that content provides a consistent look-and-feel with the rest of the ASB website.
3. All content must be approved by the ASB Communications Chair to ensure appropriateness with the mission of ASB and feasibility.
8. All ASB Affinity Groups must agree to adhere to ASB branding policies. As such, any logos created for the group, merchandise created by the group, or other materials bearing the ASB name or logo must be approved by the ASB Communications Chair.
9. ASB will promote Affinity Group activities and events through ASB social media, including Twitter, Instagram, and YouTube accounts.
10. ASB will support recruitment of new members to the Affinity Group through text advertising in regular ASB communications such as monthly eBlasts and the newsletter, and by providing an opportunity for ASB members to declare interest in an Affinity Group when renewing membership.
11. The Affinity Group can designate an ASB Executive Board member who best aligns with their interests to represent them in Executive Board meetings and discussions.
1. The Affinity Group is responsible for maintaining active communication with the designated Executive Board member to assure that their concerns are represented.
2. The designated Executive Board member may include messages regarding the Affinity Group within their column of the newsletter at their discretion when such messages align with the role of that Board member.
12. Affinity Groups must submit an annual registration form to maintain ASB Affinity Group status. This form serves as both an application for new groups and a renewal for existing groups. The form requires the following information:
1. Mission statement and overall goals of the group
2. Description of leadership structure
3. Description of leader selection process
4. Description of activities in the previous 12 months
5. Description of planned activities in the upcoming 12 months
6. Anticipated space requests for upcoming ASB-organized meetings in the upcoming 12 months
7. Designated Executive Board liaison/representative
8. Contact information for the group
9. All social media accounts, email addresses, and websites used by the group