NCAC-SOT Executive Board Position Descriptions

President

Term: 1 year (following a one-year term as Vice-President)

Provides leadership for Executive Board and general membership

• Schedules and conducts Executive Board meetings (3-4/year)
• Communicates important information to Board and chapter members
• Coordinates Board votes on important issues that arise
• Facilitates election of new members to the Board (elections are held ~April)

Role in Spring and Fall Symposia (or other chapter functions)

• Assists Vice-President in meeting organization and conduct
• Requests funding (contributions) from outside sources; writes letters thanking contributors

Contributes “Letter from the President” for each issue of the NCAC-SOT Newsletter

Serves as primary interface/contact with HQ SOT

• Promotes the mission of SOT in all regional chapter functions and activities
• Authorizes changes to website or letters to membership
• Attends Regional Chapter Presidents’ Meeting (at SOT annual meeting) (~March)
• Compiles Annual Report of Regional Chapter Activities for HQ SOT (~July)

Vice President/President-Elect

Term: 1 year (subsequently assuming the one-year term as President)

Executive Board function

• Attends Executive Board meetings (3-4/year)

Chairs the Program and Planning Committee for the Spring and Fall Symposia

· Solicits and collects suggested topics for the symposia, and works with Executive Board in developing a consensus topic

· In conjunction with Executive Board, determines place to hold symposia

· Conducts negotiations, (cost of rental, catering, audio-visual assistance), with organization where symposia is to be held

· Obtains speakers and communicates objective and other important information regarding the symposia to the speakers

· Solicits abstracts from speakers

· Prepares program for the symposia and submits drafts and final programs to newsletter committee prior to publication deadlines

· Chairs the symposia and assures smooth operation of events

· Keeps Treasurer and President aware of projected expenses

Assists in planning Student Activities that may be a part of Symposia activities

· Works with student representative in arranging space, catering, and other needs for student program

Treasurer

Term: 3 years

Executive Board function

• Attends Executive Board meetings (3-4/year)
• Provides Treasurer’s report for Executive Board meetings and for newsletter

Maintains NCAC-SOT financial records

· Maintains spreadsheet of expenses and income. Expenses include payments related to Spring and Fall Symposia, mailings, and student awards. Income includes registration for Spring and Fall Symposia, donations, and chapter dues.

· Writes checks as required, or forwards requests for payment to SOT HQ

Acts as Point of Contact for Spring and Fall Symposia registration.

· Maintains a list of registrants

· Collects registration and membership dues payments

· Prepares receipts

· Insures that reimbursements are made for speakers, award winners, and other Symposia-related items

Participates in other Chapter activities, as needed

Secretary

Term: 3 years

Executive Board function

• Attends Executive Board meetings (3-4/year)

• Composes a set of meeting minutes for distribution among attendees, and for the newsletter
• Maintains the roster of the Executive Board members

Membership activities

• Serves as a point of contact for nonmembers inquiring about chapter membership

Contributes to the planning and implementation of the Spring and Fall Symposia

• Creates nametags for registrants

Participates in other Chapter activities, as needed

Councilor (Past-President)

Term: 1 year (following a one-year term as President)

Executive Board function

• Attends Executive Board meetings (3-4/year)
• Provides source of information and continuity in Executive Board activities

Councilor (Newsletter Editor)

Term: 3 years

Executive Board function

• Attends Executive Board meetings (3-4/year)

Serves as NCAC-SOT Newsletter Editor

• Assembles newsletter:
• Obtains articles from the Executive Board and NCAC-SOT members
• Writes an "Editor's column" for the newsletter
• Issues twice-yearly hard-copy newsletters and twice-yearly electronic versions of the newsletter
• Facilitates printing and mailing of hard copies
• Provides the electronic version of the newsletter to HQ SOT for distribution and archiving

Contributes to the planning and implementation of the Spring and Fall Symposia

§ Prepares or assists in the preparation of program handouts for the twice yearly Symposia

§ Obtains program material from the Symposia coordinator (i.e., the NCAC-SOT Vice President) to be included in the program handout, types text, and arranges layout

§ Arranges for printing of programs

Participates in other Chapter activities, as needed

Councilor (Website Coordinator)

Term: 3 years

Executive Board function

• Attends Executive Board meetings (3-4/year)

• Updates Board member contact information on the website

Interfaces with HQ SOT Web Manager for NCAC-SOT web site maintenance and use

Functions as NCAC-SOT historian

• Maintains historical records on website (e.g., newsletters, symposia programs)

Participates in other Chapter activities, as needed

Councilor (Student Liaison)

Term: 3 years

Executive Board function

• Attends Executive Board meetings (3-4/year)

Serves as contact point for student awards

• Facilitates/processes applications for Bern Schwetz Student Travel Award (~January deadline) and for poster awards (e.g., at Spring Symposium)
• Arranges panels of judges, and provides judging criteria and instructions
• Provides information on award winners to Treasurer (for monetary award distribution) and to Newsletter Editor (for publication)

Participates in other Chapter activities, as needed

SOT Student Advisory Committee (SAC) Representative

Term: 1 year (following a one-year term as Student Vice-representative)

Executive Board function

• Attends Executive Board meetings (3-4/year)

Serves as NCAC-SOT liaison to SOT SAC

§ Maintains contact with the NCAC newsletter and website caretakers to provide current content regarding regional student and SAC activities, when necessary

§ Attends SAC meeting at SOT annual meeting

§ Updates chapter officers on new SAC initiatives

Facilitates student activities for NCAC-SOT

§ Maintains a collaborative relationship with the Student Vice-representative at all times

§ Develops/maintains a current list of students who are members of the local chapter

§ Corresponds with the student membership by e-mail

§ Serves as an ambassador between the chapter leadership and students of NCAC

§ Meets informally with other students at chapter meetings to gather ideas and feedback on chapter activities

§ Works with the NCAC Vice-president/President-elect in arranging space, catering, and other needs for student programs

§ Attempts to initiate dialogue with students and/or program directors at institutions that have not historically attended NCAC meetings, in order to increase and widen student participation in the NCAC

SOT Student Advisory Committee (SAC) Vice-Representative

Term: 1 year (subsequently assuming the one-year term as SOT SAC Representative for NCAC-SOT)

Executive Board function

• Attends Executive Board meetings (3-4/year)

SAC activities

§ works collaboratively with the Student Representative in accomplishing the goals stated above