| rasc |
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| Rhodec ASID Student Chapter |
| RASC Officials' Duties Document Last Updated: March 2009 |
| Board Members: * President * President-Elect * Secretary * Treasurer Voluntary Positions: * Newsletter Chair * Web Site Chair * Legislative Chair * Recruitment/Activities Chair General Information: All board members are nominated and voted on each year and serve a 1 year term. This term may be extended to a total of two consecutive years in any one position. Voluntary chapter positions are not limited to any term and are not voted. |
| Nominations and Elections are taken in March of each year. Elections are held for any positions with more than one interested student (single nominees do not require election). Newly elected officials take office on April 15th each year, after a two week training period under the guidance of current officials. RASC terms run April through the end of March each year. Chapter officials must take their duties and responsibilities seriously, as the chapter's continued developement and future growth greatly depend on it. Our chapter is completely virtual; by no means should this insinuate that there is no work to be done. Every official position has established duties, policies and procedures, which must be adhered to, in order to ensure that the chapter runs smoothly and continues successfully. All board members are required to attend all chapter meetings and to keep up on current chapter news and activities. Officers should also visit our Rhodec Sites regularly and actively participate in board member discussions and developments. Emails play a vital role in our chapter functions and daily duties, thus board members are requested to check their mail regularly and copy all chapter related emails to all board members. Officials will occasionally need to take time off from their duties for family vacations or other personal priorities. In this event, the official shall inform the President and fellow board members of their anticipated absence in advance. If necessary, the President and official shall work together to seek other officials or volunteers to perform their duties during this time period. All current board members and volunteers must pass along all relevant notes and information (including all internet controls, usernames and passwords, and administrative duties) to the newly elected officials. This can be done via email. The current officials shall assist new officials by helping them get acquainted with chapter procedures and to understand their duties and responsibilities fully, through various training methods and opportunities. This should be done during the 2 week training period, so that new officials are ready to take office on April 15th. |
| President Board member - 1-year term |
| Requirements: * Served as President-Elect the previous year * Leads student chapter * Represents student members and communicates directly with SRB, SAC, ASID Headquarters and Faculty Advisor * Delegates responsibilities to Board members and committee chairs * Oversees Strategic Planning effort * Must be willing to lead, direct and act for the advancement of the chapter in terms of membership, activities and events * Must have the ability to create a positive spirit within the chapter, its board and its members, acting in a professional, ethical manner and leading by example * Must have strong communication and marketing skills to advance the chapter. Chapter Administration: * Prepares a meeting agenda for all chapter meetings * Seeks ways to increase chapter membership and active participation of its members in the forum and for chapter events and activities. * Updates chapters' policies, procedures and job descriptions as needed. * Helps recruit needed volunteers and appoints a chair for all chapter projects. * Contributes to the chapters' newsletter and encourages board members and student members to write articles and submit acheivements. * Encourages board and chapter members to connect and network in all Rhodec and ASID sites and to create an inviting atmosphere. * Appoints Board members to use the annual budget donated by Rhodec to attend ASID conferences and approves expenses: A. ASID Chapter Leadership conference in the summer B. ASID University Campus in the spring * Completes and sends copies of Reports to SRB, SAC, ASID Headquarters and Faculty Advisor at required intervals as stated in the ASID Student Chapter Manual * Supports and oversees all board members, keeping tasks on target, assisting where necessary and ensuring that the vision of the chapter remains clear. * Seeks new and better ways to hold meetings, events, meet ups using current or new technology. * Represents student members and communicates directly with SRB, SAC and ASID headquarters Chapter Communication: * Writes a letter of Introduction in April to ASID headquarters as stated in the ASID Student Chapter Manual as well as our Rhodec Faculty Advisor and our ASID Professional Liaison * Serves as the direct link between our chapter and ASID Headquarters Educational Department, our appointed ASID Professional Liaison, our appointed Rhodec International Faculty Advisor and our chapter members. * Works with the Chapter Webmaster to communicate needed changes, modifications and/or improvements to our Chpater Website * Passes on useful information from ASID headquarters and informs students members of services available to them from our chapter and ASID * Helps student members who finish the course to advance into ASID Allied membership by going over the ASID advancement materials, if requested. |
| President-Elect Board member - 1-year term |
| Professional Involvement: * Supports and works closely with president in all areas * Prepares for and becomes president the following year * Attends national Chapter Leadership Conference, held in July * Participates in strategic planning * Focuses on chapter internal and external communications * Represents our student chapter by attending professional chapter meetings in their own area (if possible). * Works with Board members to develop them for advancement within the board. * Networks with Rhodec ASID Alumni, Rhodec Tutors and ASID Professionals, and other student chapters, creating opportunities for the chapter. Requirements: * Should have held at least one other board position in order to understand the dynamics of each position within the chapter and to assist board members. * Should be a strong team player, willing to assist other board members when needed * Should have strong ties within Rhodec to promote the chapter to prospective members. * Should have a strong understanding of the course of the chapter and its purpose and goals in order to maintain or improve upon it, in the advancement to President. * Should be willing and able to take over as President if a situation arises Chapter Administration: * Performs the duties of the President upon his/her absence. * Assist the President in all duties and is in training for the following term as President * Works closely with the President in panning chapter activities, events, etc. * Organizes and plans a Charity event for the chapter each year * Oversees the Long Term Strategic Plan and it's committee * Supports the efforts of the President and other board members and their activities. * Must create a positive spirit within the chapter, its board and its members, acting in a professional, ethical manner and leading by example. * Must work to develop strong communication and marketing skills to advance the chapter. |
Member Participation: * Keeps records of all meetings and events * Works with Headquarters Support Team to maintain accurate membership rosters * Participates in strategic planning * Encourages members to run for leadership positions and helps recruit new members. * Supports and oversees all board members, keeping tasks on target, assisting where necessary and ensuring that the vision of the chapter remains clear * Contributes to the chapters' newsletter and seeks student members to write articles, submit achievements. * Encourages chapter members to connect and network in all Rhodec and ASID on line sites and to create an inviting atmosphere. Professional Involvement: * Works with Board members to develop them for advancement within the board * Networks with Rhodec ASID Alumni, Rhodec Tutors and ASID Professionals, and other student chapters to create opportunities for the chapter. Chapter Administrator: * Visit chapter mail accounts daily or every other day. * Promptly responds to members' questions, help requests, comments, and any new information pertaining to official duties. Attends Online Meetings: * Prior to the meeting, requests from board members their agenda for the meeting and forwards a copy of the compiled board agenda to the President for approval. * With approval, circulates the meeting agenda to all board members via email a minimum of 24 hours prior to the meeting. * Notifies members of meeting date/time/location and password to meeting using www.evite.cominvitations, mass PM in forum, posts on BB and other relevent Rhodec on line sites (no link or password is posted except for the mass emails and PMs to members) * Posts meeting agenda into meeting rooms so it's seen by all members upon signing in. * Posts meeting minutes in relevent areas.. (This allows students who cannot attend to follow the meeting the same day it's held) Our chapter history is important and must be documented properly. Depending on subject matter, some notes may be less explanatory than others to protect privacy. * Minutes should first be sent to President for approval before they are circulated. * Forward copies of the minutes to all board members as well as Faculty Advisor Issues notices: * Work with all board members and leaders to get relevant information to our members * Follows step-by-step instructions of procedures in place to send emails containing the time/date/topic of all chapter meetings/activities/ special announcements to all registered members at least 1 week in advance. * Posts notices in all relevent sites frequented by Rhodec student chapter members * Send out Newsletter to our members. (The Secretary is the only member with direct access to our member's mailing list and Board Members will ask you to mail announcements for them.) * Secretary will insert the disclaimer at the bottom of all mass emails to chapter members to allow them an out from receiving our notices if they wish. Maintain the chapters' official master members list: * Request an updated Rhodec ASID student members list from ASID headquarters every quarter. * check with Rhodec's office to verify new members waiting for a student number or to verify Diploma status. * Follow step-by-step instructions of procedure already in place to cross-reference this list to our chapter members' list to ensure that all chapter members still have student membership status with ASID. * Maintain the list to ensure our members receive important announcements and notices. Chapter Participation: * Chapter Board Members should actively post in all relevent Rhodec and ASID on-line sites to keep them fresh and updated. * Chapter Board members should actively contribute to the newsletter. Members should adopt and/or create categories relevant to our profession and studies. * Board Members should actively make connections with new members to encourage and create and inviting atmosphere in the Forum and also Facebook and any other areas relating to Rhodec * Chapter Board members should actively contribute items to the webmaster for inclusion on the Calendar of Events, member achievements, or other relevant materials about our chapter (ie: updated membership application, allied application, new chapter manuals, etc.) * Board members will support other members in activities and events such as charity, educational (symposium) and other big events in any way possible. * Sends birthday greetings or special occasion's cards to our members using the hallmark account. Chapter Improvements: * Because we are a virtual chapter and technology is ever changing, the Secretary should actively seek new and better ways to hold meetings, send announcements, invitations, etc. * Utilizing technology to our advantage by use of Podcasts, web casts, PowerPoint presentations, etc, wll be what sets our chapter apart from the others. * Works closely with all Board members as a vital part of the team. |
| Secretary Duties Board member - 1-year term |
| Web Site Chair Voluntary Position |
| Requirements: * Should have basic computer skills to manage the website, archive newsletters and assist with all on-line sites. * Should have skills to plan, create and produce aesthetically pleasing web pages which professionally represent our chapter and ASID * Should have patience and curiosity to work out technical issues * Should have internet access in order to carry out webmaster duties Chapter Administration: * Maintains our chapter website, keeps the information up-to-date and resourceful and completes needed changes, modifications and/or additions as deemed necessary or acceptable by the board in a timely manner. * Ensures links, documents and web pages are working on website. * Maintains calendar of events on website, seeks input from board members for ASID, Chapter activities and other items of interest to our members. * Seeks 'member achievements' from chapter members for our website. * Addresses any reported technical difficulties concerning our chapter website and other chapter tools. * Creates chapter websites for events, activities as directed by the board. * Understands chapter guidelines on chapter colors, logo use, etc. to comply with ASID requirements and restrictions. Chapter Improvements: * Actively seeks new technologies which will improve the chapters' virtual meetings, events and activities (ie; Podcasts, webcasts, etc.) Chapter Participation: * Attends and participates in monthly board meetings * Should actively contribute to the newsletter relevant to our chapter or even tips for using the forum, the web, etc. * Should actively seek to connect with new and currents chapter members to network in the forum and also Facebook. |
| Requirements: * Should have strong written and creative skills to publish a professional yet interesting newsletter * Should have internet access and time to publish newsletter on a timely and regular basis * Should have strong people skills to network and connect with members for material Chapter Participation: * Works closely with our chapter board members to stay abreast of current happenings and activities * Plans, organizes and develops our newsletter each month, using the official chapter newsletter website and following all chapter guidelines with color, logo, etc. * Creates, develops and contributes articles; seeks articles from members, board members, Rhodec Tutors, ASID for material. * Provides all board members with a rough draft by the 15th of each month, to get feedback, ideas and/or suggestions, copying Susi Santorelli for approval. * Finalizes the Newsletter and provides our Secretary with the link by the 20th of each month, for email delivery to our members. * Works closely with President for submitting newsletters for chapter awards. |
| Newsletter Chair Voluntary Position |
| Requirements: * Strong written skills are required. * High standard of professionalism, ethics and good standing within the Rhodec community * Must be able to work closely with the President and President-Elect to create a positive image of the chapter to its members and prospective members Chapter Improvements: * Planned and sustained effort to recruit Rhodec Students to become ASID members, and therefore, members of the Rhodec ASID Student chapter. * Establish and maintain goodwill and mutual understanding between the chapter, its board members, chapter members, the forum, all Rhodec students, and also Rhodec. Chapter Participation: * Use all forms of media and communication to build, maintain and manage the reputation of the chapter with a focus on student members. * Researches and evaluates student's perception of the chapter through the use of surveys and provides feedback to the board. * Uses surveys and student feedback to help the chapter create activities that are of interest to its student members * Works with the Board to plan PR campaigns; defines goals, analyzes problems and opportunities; liaising with ASID, members and Rhodec. * Write and edit press releases, newsletters submissions, Web Page information, articles, giving final copy to board for review and final approval from Rhodec. Provides final text to the Secretary for mailing to our members. * Works closely with the Board to prepare publicity e-borchures, e-flyers or publishing links to our members using a variety of technology opportunities to our advantage. * Answers enquiries from students or other organizations about our chapter's activities, promoting in a positive manner. * Speaks at 'presentations', events or meetings as may arise. * Develops and maintains good working relations with various design related media, other ID organizations, student chapters, local and national newspapers where possible, magazines, etc. * Works closely with Board members in organizing special events, virtual membership drives, virtual competitions and securing sponsorships and prizes. * Attends all board meetings and helps in the strategic planning process. * Posts positive information in the forum to promote the chapter and it's activities. * Networks with Rhodec students to promote chapter membership. * Networks with chapter members and other professionals in all relevent on-line sites and encourages sharing and works to create a positive image in the chapter. * Assists in planning and implementing student activities/contests and promotes events and contest winners; seeing event through to completion. * Helps coordinate volunteers and professionals to assist with activities, events, task groups (groups must be approved). |
| Recruitment/Activities Chair Voluntary Position |
| Requirements: * Should have a creative and detailed personality * Has basic computer skills and some knowledge of copying, pasting, cropping, and basic Photoshop skills * Has access to some type of Photoshop program Chapter Participation: * Keeps a record of all the 'virtual' events during the year, collects pictures, newsletters, announcements and articles from chapter members on all chapter achievements. * The historian works closely with Board Members and is responsible for maintaining the chapter's 'virtual' portfolio/scrapbook and hard copy if needed for record and contest submission to ASID. * Historian submissions are madeo n a yearly basis for both the chapter and ASID HQ and works with the Webmaster to post the final entry to our web for members' review. * Attends meetings as is able. * Participates in the chapter as is able. |
| Legislative Coorespondent Voluntary Position |
| Requirements: * This position requires an individual with a strong interest in researching, and one who is thorough and meticulous with finding, checking and documenting facts and able to disclose their sources if called upon. * This person will report factual information to our members on proposed Legislation, title acts and laws, etc. without bias by providing only factual information in easy to understand terms for our members. * This individual will be responsible for building and maintaining a list of contacts to include web addresses, individuals at various organizations or associations like ASID, IIDA and networking with professional designers and also opposing coalitions. * This person will document and build a "Legislative Correspondent" Manual for future use within the chapter and future volunteers to build upon. * This person is to report up to date, current information to our members. * No experience required. It is suggested that this individual possess basic writing skills and be unbiased and professional in their reporting. Chapter Participation: * Prepares a monthly report for the chapter regarding legislation news. * Reports are to be published after approval by the Board, in one or more of the following areas: RASC Forum, RASC Blog and RASC monthly newsletter. * Attends monthly Chapter meetings as is able * Participates in chapter activities as is able. |
| Historian Voluntary Position |