Region 12 Expectations/Position Descriptions
Responsibilities, Expectations and Duties for ALL R12LT Members
The R12LT shall:
- Approve, plan, develop, and coordinate activities within the region such as workshops, seminars, meetings, tournaments, conferences and other related activities.
- Develop prioritized goals and objectives and to set an annual budget for the Region that meets the needs of regional membership with an annual review and revision as needed.
- Be responsible for the long range fiscal planning, review and final decisions on Region 12 financial matters that comply with the Associations’ fiscal process.
- Act upon proposals and interim decisions of the Regional Director.
- Confirm incoming R12LT members and approve ad hoc Project Team Leaders as needed.
- Work with the Association-wide Education Council Coordinators in implementing regional programs.
- Approve annual Regional Conference and College Bowl, Poetry Slam and Recreation Tournament Sites.
- Review and approve conceptual guidelines for the annual regional conference.
- Meet at least 2 times yearly, in addition to meeting at the fall regional conference.
Each member of the R12LT shall:
- Maintain complete records of their assigned responsibilities, providing a written report each year to be included in the Annual Report by the Regional Director that is submitted to the Central Office staff liaison and Regional Leadership team members and appropriate association volunteer leaders.
- Provide a written report upon leaving the position listing projects and activities accomplished, with recommendations for the next coordinator. Copies of the report should be filed with the Regional Director and the next person in the position.
- Provide a written report upon leaving the position listing projects and activities accomplished, with recommendations for the next coordinator. Copies of the report should be filed with the Regional Director and the next person in the position.
- Meet with the RD annually to discuss progress and discuss any necessary modifications to duties.
- Be expected to attend all R12LT meetings and the regional conference.
- Be expected to have access to web-based technology.
- Complete duties as outlined in their job descriptions and any other duties as assigned.
- Be committed to ACUI, its core values, mission, and abide by the constitution and by-laws of ACUI.
Meetings
- Regular meetings – There will be three (3) regular meetings per year, including one at the annual regional conference. The other two will be in February and the summer at times mutually agreed upon by members of the team at the preceding meeting.
- Team members are encouraged to attend the Tournament Weekend prior to the February Leadership Team meeting to serve as volunteers.
- Special meeting may be scheduled at the discretion of the Regional Director or at the request of the Regional Leadership Team members.
- Communications and working procedures shall be established by the R12LT at their first meeting following the annual fall conference.
Terms of Office
All R12LT positions, if not otherwise noted in this document, begin their term of office at the Fall Conference Regional Leadership Team meeting. In the case of a filled vacancy, the new team member will begin their term of office at the next regularly scheduled R12LT meeting and will serve the remained of the remainder of the term.
R12LT Appointments
- R12LT members must have responsibility for some aspect of a college union or student activities program operating at a member institution or an individual member and have a genuine interest in and some experience with the usual concerns of the appropriate committee or assignment. Individual membership in ACUI is required for the RD, but not for the rest of the R12LT membership.
- Members are appointed for two-year terms (chair and chair elect = two year term). Consecutive terms are limited to two (2) per position. There is no limit on non-consecutive terms.
- Ad hoc Project Team Leaders shall be appointed by the RD and confirmed by the R12LT and shall serve for the duration of the project. These leaders shall be non-voting members of the R12LT.
- Any candidate seeking a position on the R12LT shall submit the following information in order to be considered:
i. Letter of application
ii. Statement of institutional support
iii. Resume
All announcements for position vacancies and host sites will be communicated to the regional membership prior to the selection being recommended to the R12LT.
REGIONAL LEADERSHIP TEAM SPECIFIC RESPONSIBILITIES
In addition to the Responsibilities, Expectations and Duties, individual members of the R12LT will have the following responsibilities:
A. Regional Director
- Serve as the chief administrative officer of the Region for the Association and as liaison between association officer, central office, regional members and regional councils, program and project teams.
- Responsible for all financial matters of the region according to the "Guidelines for Financial Management for Regions.
- Appoint/remove regional education Council chairs and program/project team leaders with the advice and consent of the R12LT. When chair positions are vacant the RD will serve as the primary link to the Board of Trustees and the Central Office in that area until the position is filled.
- Keep the archival records of the region.
- Attend all the international annual professional conference of the Association; all pre- and post- conference meetings of the Regional Directors, all annual region 12 conferences, all region 12 Leadership Team meetings, all region 12 Recreation and College Bowl tournament, and any special meetings as required.
- Prepare and submit any and all required reports including an annual regional report as required by the Board of Trustees and an end of term report for the next Regional Director.
- Develop and send "welcome to the region" letter to incoming and new member outlining regional programs, services, volunteer and mentoring opportunities.
- Chair regional Leadership team meetings.
- Develop an orientation program and training procedures for the Regional Leadership Team, including necessary materials.
- Assist in planning of regional activities, keeping in mind the educational role and purpose of the association.
- Prepare and circulate regional communications and assist the Communications Project Team Leader in producing regional publications.
- Identify nominees from the region to serve on the Elections Committee of the Association. Provide leadership and assistance with the recruitment of new institutional and individual members.
- Be familiar with the services and resources of the Association, and encourage staff personnel to make themselves available as resource personas and speakers at conferences - both international and regional.
- Attend all pre- and/or post-annual conference meetings and summer or similar meetings of the Regional Directors during RD-elect period and full term as well as other meetings as required by the Board of Trustees.
(Appointed upon the recommendation (election) of the region by the president of the association with the approval of the Board of Trustees. Responsible to the Board of Trustees and the Regional Membership)
B. Regional Education Council Chairs
- There shall be four (4) Educational Councils, each managed by two chairs, one serving as the chair and the second as the chair-next. Each year, the chair will conclude their term and the chair-next will assume the chair position.
- These chairs will develop, deliver, and evaluate programs, services, and support functions for the Region on issues pertaining to Student Unions/Activities and Student Development through a volunteer based membership and in concert with the international education councils and Central Office staff.
- Web based technology will be used to facilitate collaboration and information sharing with other educational council chairs on the regional and association-wide coordinators. The Central Office education staff will provide functional support.
- Efforts will target, but not be limited to, the following areas:
Administration, Finance, and Management |
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a. Bench marking |
f. Staffing |
k. Strategic planning |
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b. Contracting |
g. Technology |
l. Marketing |
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c. Fundraising and development |
h. Policy formation |
m. Human resources |
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d. Employee relations |
i. Leadership |
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e. Legal issues |
j. Governance |
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Campus Life and Programs |
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a. Student development |
i. Cultural diversity |
q. Facilitation and training |
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b. Arts: visual and performance |
j. Community service |
r. Delegation |
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c. Commuter issues |
k. Community |
s. Advising |
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d. Leadership development |
l. Clubs and organizations |
t. Mentoring and coaching |
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e. Activities |
m. Leisure and experiential programs |
u. Late-night and weekend programming |
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f. Orientation |
n. Risk management |
v. Hate crime Initiatives |
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g. Crafts |
o. Disability awareness |
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h. Special events |
p. Wellness programming |
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Facilities and Operations |
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a. Renovation and construction |
f. Custodial care |
k. Technical support services |
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b. Building management |
g. Fixtures and furnishings |
l. Reservations |
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c. Night and weekend management |
h. Capital equipment |
m. Information centers |
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d. Recycling |
i. Environment issues |
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e. Maintenance |
j. ADA compliance |
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Auxiliary Services |
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a. Reservations |
f. Recreation & fitness centers |
k. Multimedia centers |
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b. Conferences |
g. Child care |
l. Web-based sales |
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c. Bookstores |
h. Hotel operations |
m. E-commerce |
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d. Food services |
i. Leases and contracting |
n. Campus card services |
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e. Retail operations |
j. Information centers |
o. Box-office & ticket sales |
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5. The obligations, in addition to the expectations of all R12LT members, of the Education Council Chairs are as follows:
- Maintain communication with the Regional Director and council volunteers.
- Create and develop a regionally based network of individuals that have knowledge and an interest in the topics covered in this competency area.
- Conduct a minimum of one meeting annually with respective Educational Council volunteers among the regional membership who have interest in this area.
- Research, assessment and evaluation of regional needs or issues not addressed by an Education Council will be directed to the RD for overall assessment of how the R12LT is doing and what the needs are for the region outside of the four competency areas.
- Education Council Chairs must possess knowledge, interest and experience in the topical area of the respective education council
- Education Council Chairs will provide and/or identify "expert" content support for publications and projects relating to their competency area.
- All Education Council chairs will be responsible for the recognition of volunteers in their respective councils, development of sponsorships and support for their programs and to create necessary publications.
- Review and make recommendations to the R12LT for projects.
- Mentor students as well as new professionals by providing opportunities for involvement in programs, services and support functions.
- Promote active participation of students by insuring that a minimum of one student position exists on the council.
- Coordinate submission of an article each issue of the regional newsletter.
C. Conference Program Team Leader
- Plan, coordinate and administer the Regional Conference.
- Develop a realistic budget, including revenue/expense projections and insure operating budget provides a pre-determined return to the region.
- Facilitate the Conference Program Team, a diverse group of ACUI minded individuals, to develop a quality regional conference, keeping in mind the constituencies (undergraduate students, graduate students/assistants, and professionals) and competency area.
- Coordinate communication concerning the regional conference between the host school and the R12LT.
- Coordinate communication and meeting schedule of Conference Program Team to insure smooth function of the conference and to insure a balance of educational sessions for students and staff in all competency areas.
- Keep the regional R12LT abreast on all conference planning decisions.
- Submit a written evaluation, in conjunction with the chair-next and report to the regional leadership team at the first meeting following the fall conference.
D. Conference Program Team Leader- Next
- Serve on current conference planning committee as the evaluations chair, assessing the effectiveness of the evaluation and assessment instruments, generating the conference evaluation and compiling the data received in a manner that is useful for planning the next conference.
- Assemble a diverse group of ACUI minded individuals to develop a quality regional conference, keeping in mind the constituencies (undergraduate students, graduate students/assistants, and professionals).
- Generate and tally the all-conference evaluation as chair-next;
- Solicit additional assessment information for the Conference and Host Teams, as needed;
- Serve as coordinator of mentoring connections in the region, matching new members in the region with a mentor volunteer.
E. Membership Development/Volunteer Project Team Leader
- Responsible for assisting undergraduate students, graduate students/assistants, and professionals to find appropriate opportunities to get involved with Region 12 activities.
- Communicates regularly (at least once a month) with the ACUI Central Office to maintain accurate information on the membership status of Region 12 institution's and individuals.
- Communicates with Institutional Contacts to maintain accurate information on the staff, students and graduate assistants at their institutions.
- Work with the Regional Director and Region 12 Web Site Project Team Leader to publish an on-line directory of institutions in the Region (whether they are members or not) and of all of the staff members and student leaders at member institutions.
- Communicates with staff members at non-member institutions to find out if they are aware of ACUI, and if not, provide them with information regarding membership. If they are aware of ACUI, but are not members, investigate why they choose not to be members and what benefits would ACUI need to offer to provide enough incentive to join.
- Works with the Regional Director and Conference Chairs to recruit a diverse group of individuals to serve on the Leadership Team and Conference Committees.
- Publish and disseminate a volunteer recruitment survey on an annual basis.
- Maintain the Region 12 listserv so that it is viable means of communicating with all ACUI members in the region.
- The Regional Director should be carbon copied (cc:) on all pertinent e-mails concerning the volunteer recruitment.
- Develop a realistic budget, including revenue/expense projections.
F. Website Management Project Team Leader
- Create and maintain Region 12 website
- Serve as a resource in all areas of electronic communication.
- Work in conjunction with the regional director and central office to compile and distribute a membership and contact directory to regional members.
- Present educational sessions relating to technology issues at the regional conference.
- Collect information regularly from R12LT members and regional members to update website.
- Coordinate voting process for Regional Director with Election Project Team Leader and Central Office Personnel.
G. Student Project Team Leader (undergraduate)
1. Identify and propose relevant project(s) to the R12 LT relating to the needs and issues of undergraduate students in Region 12.
H. Student Project Team Leader (graduate)
1. Identify and propose relevant project(s) to the R12 LT relating to the needs and issues of graduate students in Region 12.
- Serve as the designated financial officer for the region.
- Prepare an annual operating budget for the region based upon projected income and expenses of programs and services.
- Maintain records on income and expenses of Region 12
- Prepare financial reports for R12LT meetings
- Develop fiscal policy in conjunction with the Regional Director and with advice and consent of the R12LT.
- Serve in the temporary absence of the Regional Director.
J. College Bowl Program Team Leader
- Manage the regional college Bowl affairs through appointment and direction of College Bowl Assistant Coordinators, if needed.
- Maintain an accurate and up-to-date mailing list of campus college bowl coordinators that supplements the mailing list of the Association and College Bowl Company, Inc.
- Be familiar with all phases of the College Bowl program in order to answer regional inquiries about the program.
- Manage the annual regional college Bowl Tournament, including selection of site, dates and coordination of all planning and arrangements for housing, feeding and financing as well as submitting budgets to the Regional Leadership Team.
- Mediate any tournament disputes or discrepancies in scoring and be responsible for general conduct of the tournament.
- Receive and compile the results of the regional competition in campus play to determine regional championships and prepare a complete report of the tournament with the host school, including a financial report and accurate evaluation of the tournament. Send a report of the tournament results to the Communication Project Team Leader for publication in the newsletter.
- Present a program at the annual Regional Conference on College Bowl to assist campuses with tournament nod program planning and promotion.
- Promote and publicize the regional program of College Bowl Company, Inc.
K. Poetry Slam Program Team Leader
- Maintain an accurate and up-to-date mailing list of campus Poetry Slam coordinators that supplements the mailing list of the Association.
- Be familiar with all phases of the Poetry Slam program in order to answer regional inquiries about the program.
- Manage the annual regional Poetry Slam, including selection of site, dates and coordination of all planning and arrangements for housing, feeding and financing as well as submitting budgets to the Regional Leadership Team.
- Mediate any tournament disputes or discrepancies in scoring and be responsible for general conduct of the tournament.
- Receive and compile the results of the regional competition in campus play to determine regional championships and prepare a complete report of the tournament with the host school, including a financial report and accurate evaluation of the tournament. Send a report of the tournament results to the Communication Project Team Leader for publication in the newsletter.
- Present a program at the annual Regional Conference on Poetry Slam to assist campuses with tournament nod program planning and promotion.
- Promote and publicize the regional program of Poetry Slam.
L. Recreation Program Team Leader
- Maintain an accurate and up to date mailing list of campus recreation coordinators which supplements the regional directors regional mailing list and use it to distribute materials circulated by the Recreations Committee, i.e. brochures, special mailings, etc.
- Be familiar with all phases of recreation committee activities in order to be qualified to answer regional inquiries pertaining to these programs.
- Management of the annual regional recreational tournament including selections of a site and date and coordination of all planning and arrangements for housing, feeding, and financing.
- Arbitrate any tournament disputes or discrepancies in scoring, and be responsible for the general conduct of the tournament.
- Receive and compile results of the regional competition in all tournament areas to determine regional championships and prepare a complete report of the tournament with host school including a financial report t and an adequate evaluation of the tournament. A copy of results should be sent to the editor of publication in the newsletter.
- Presentation of a report at the annual regional conference on the previous years' recreation committee activities, giving special emphasis to the promotion of nest year's program.
- Serve as a member of the recreation program team under the guidance and leadership of the Recreation Program team Chairperson and the Directors who comprise the Recreation Program Team.
M. Recognition Project Team Leader
- Coordinate selection process of all regional awards, grants and scholarships, including, but not limited to the Region 12 Professional Awards, the Region 12 Scholarship, and the Region 12 I-Lead registration grant.
- Recruit and select volunteer selection committees.
- Develop publications to promote participation in the award, grant and scholarship program.
- Coordinate with recipients, business manager and Central Office liaison (when necessary) to deliver financial awards in a timely manner.
- Coordinate recognition for outgoing R12LT members.
N. Communications Project Team Leader
- Serve as the regional publications editor and provide a minimum of three (3) newsletters/publications per year. (Print and electronic)
- Contact R12LT and regional members at least 3 times per year to solicit information about relevant regional activities.
- Contact sponsors of workshops, members of national committees, members /officers of related associations to obtain information related to member interests/activities.
- Read all the current publications of the Association in order to report, summarize or reinforce information to all members.
- Encourage members to write articles about professional activities or information for the newsletter, bulletin or other ACUI publications.
- Prepare a budget to cover costs of preparing and distributing a minimum of three (3) publications to all staff and designated student leaders at each member institution, all RD's and regional newsletter editors, and the Leadership team of the association.
- Serve at the regional conference as a resource person on the "how to" of publicizing programs and events.
- Record and distribute minutes of all R12LT meetings in a timely manner.
1. Assist the membership/volunteer coordinator in contacting member and non-member schools.