Interest Group Chair Expectations
Interest
Group Chairs
serve as connections between their interest group members and NACADA,
and vice versa. They perform these functions by
-
Participating in the Commission &
Interest Group Division (CIGD) Fair (or arranging
for another interest group member to participate) held during
the annual NACADA conference in the fall. The Fair highlights
activities of commissions and interest groups, showcasing the
breadth of the organization, introducing members to commissions
and interest groups, and encouraging involvement.
-
Planning and chairing their annual interest
group meeting held during the NACADA fall conference.
Business concerns for the interest groups might be conducted via
e-mail beforehand, so this hour-long annual meeting can be used
for discussion of items of interest or concern to the interest
group.
- Communicating with
their interest group members via
list serves and also during the annual interest group
meeting about issues of concern. Targeted e-mails to all interest
group members can also be sent by the NACADA Executive Office.
Optional
activities for Interest Group Chairs may include
-
Creating committees and utilizing
volunteers, as needed, to carry on the work of the
interest group. These may include a steering committee and/or
committees to work on specific interest group goals and activities,
or to oversee the interest group web site and suggest resources
and information to add. Chairs encourage the involvement of their
interest group members.
- When
feasible, being involved in regional
conferences by encouraging submission of proposals
on topics of interest to the interest group and by encouraging
members' attendance and participation.
- Encouraging
and, when appropriate, soliciting proposals for conference
sessions at NACADA annual conferences from interest group
members.
-
Annually submitting two leadership
reports:
- by
November 15 — after the Fall interest group
meetings at the annual conference, focusing on the ways the
interest group is carrying out the NACADA strategic plan;
and,
- by
July 30 — indicating the status
and progress toward the goals set in the post-conference report.
NOTE:
Direct links to the information below are embedded in the text provided
above.
Commission
and Interest Group Fair
During
the annual NACADA conference (typically accompanied by a continental
breakfast), commissions and interest groups host a fair. Each chair
staffs a table to share information about their interest group and
to talk with NACADA members who may have an interest in the interest
group. Display boards are available for all chairs to utilize for
their Fair tables.
Chairs
will receive more information about this fair during the summer,
and successful strategies will be shared at the Leadership Meeting.
Click HERE
for additional details regarding the Fair.
Chairs
are expected to participate in this CIGD Fair, which highlights
their unit’s activities. Chairs may delegate this responsibility
to another interest group member; in this event, chairs should communicate
this information to the Division Representatives since all interest
groups should be represented at the Fair.
Annual
Interest Group Meetings
Each
commission and interest group meets during the annual NACADA conference.
Times, days, and meeting rooms are included in the conference program;
these details are sent to the Chairs during the summer. Chairs are
encouraged to communicate information about these annual interest
group meetings with interest group members before the conference;
the Executive Office Liaison can forward messages to all interest
group members upon request.
Interest
Group Chairs are responsible for setting the agenda for and conducting
these hour-long meetings.
Chairs
are encouraged to conduct business items for their interest groups
via e-mail beforehand, so this hour-long annual meeting can be used
for discussion of items of interest or concern to the interest group.
Effective strategies for conducting interest group meetings are
shared at the Leadership Meeting and are also posted on the CIG
Division web site at www.nacada.ksu.edu/CandIGDivision/CIGDAnnualMeetingTips.htm.
Electronic
Communication
Interest
Group Chairs are added to two special e-mail distribution lists
- "CIGDIVISION" and "NACADALEADERS".
These lists and their membership make-up are explained at www.nacada.ksu.edu/Leadership/Leadership-ListserveDescriptions.htm.
After
being added to each list serve, chairs will receive a "welcome message"
that provides instructions for message posting. NACADA uses these
distribution lists to send information and monthly reminders about
upcoming deadlines and to hold discussions and solicit ideas on
issues of concern. If not already subscribed, Interest Group Chairs
are also added to their respective interest group list serves.
Interest
Group Chairs also use electronic communication to communicate with
interest group members. The NACADA Executive Office can send bulk
e-mail messages to all members of a particular interest group. The
Chair provides the text for the message to the Executive Office
liaison, and the Executive Office sends the message under the chair's
name.
Sending
messages from the Executive Office permits NACADA to correct addresses
(in the event of invalid address) and update member records. Since
interest group membership changes often, sending messages to interest
group members via the Executive Office liaison assures that messages
reach all members of the interest group since only a small percentage
of a interest group's members are subscribed to its list serve.
Fall
Leadership Commission and Interest Group Division Meeting
Attendance
is optional, but encouraged, for Interest Group Chairs at his day-long
meeting held the day prior to the annual NACADA conference. At this
leadership meeting, the business of the Commission and Interest
Group Division (CIGD) is conducted. Communication from the Executive
Office and NACADA Board and updated information on resources, policies,
and procedures are shared and discussed. The meeting also includes
an orientation for newly elected or appointed chairs, discussion
of effective use of NACADA resources, and voting on issues that
affect the division. Division Representatives submit a summary of
this meeting to NACADA and raise issues discussed at this meeting
with the NACADA Council, Board of Directors, and Executive Office.
Interest Group Chairs who are unable to attend this meeting are
encouraged to talk with the CIG Division Representatives or Executive
Office Liaison upon arrival at the annual conference to learn of
pertinent decisions made or information distributed of which they
need to be aware, particularly before conducting the interest group’s
annual meeting. A Leadership meeting packet will be provided for
interest group chairs not attending the meeting — a note about this
packet will be left on their name badge upon check-in at the conference
registration table.
During
the summer, commission and interest group chairs will be sent details
about this important meeting. All chairs are encouraged to submit
agenda items, as appropriate.
Using
Volunteers Effectively
We
encourage interest group chairs to involve their members in the
activities of the interest group. The annual interest group meeting
and the CIGD Fair can be convenient ways to recruit volunteers.
It is also possible to send an e-mail via the Executive Office (though
experience suggests that this is less effective than a face-to-face
appeal).
Often
busy, interest group members are happy to be asked to serve on a
steering committee for the interest group (a sounding board for
the chair), to serve on a task force about a particular concern,
to identify helpful resources for interest group members, or to
update the interest group web site.
The
key is to make clear the expectations of the volunteer service.
The more explicit and realistic interest group chairs can be, the
more likely that they will find members willing to help.
In
addition to sharing the workload, recruiting volunteers can be an
effective way to mentor interest group members for future leadership
within the interest group and within NACADA.
Interest
group chairs will also want to recognize these volunteers in interest
group reports and communications to its members, thank them verbally
at the annual interest group meeting, and send written notes or
e-mails to thank them for their service to the interest group and
to NACADA.
Interest
Group Involvement with NACADA Publications
Interest
Group Chairs are encouraged to write articles about topics of interest
to their interest group for NACADA publications, such as those in
the Clearinghouse
of Academic Advising Resources.
In
particular, chairs are asked at the Fall Leadership Meeting to commit
to writing a short content article for an upcoming issue of the
quarterly Academic Advising Today e-publication. Click
here for e-publication guidelines. To review past articles
written, visit the e-publication
archives.
Chairs
are also encouraged to submit short activity updates to keep members
apprised of interest group activities, initiatives, and contributions
to the Association.
Reports
(optional for Interest Group Chairs) -- Chairs of Interest Groups
considering a move to commission status are strongly encouraged
to submit these reports.
Post-Conference
Report - By
November 15, an interest group chair may choose to submit a post-conference
report (optional). Chairs will be notified whether this report
is to be submitted online or via Word document. Links to these
reports are posted on the CIG Division web site.
This
post-conference report is intended to share interest group information
and goals with interest group members and with NACADA. The report
includes:
-
A brief summary of the interest group meeting held at the recent
annual fall NACADA conference, including the number of members
attending.
-
Interest group goals and objectives for the upcoming year, focusing
on how these implement the NACADA strategic plan . It is not
expected that each interest group will implement every part
of this strategic plan. Rather, interest groups are encouraged
to focus on implementing a few specific items each year and
reconsidering each year ways to expand their goals by focusing
on parts of the strategic plan not implemented earlier. Strategies
for connecting interest group goals and activities with the
NACADA strategic plan will be shared at the Fall CIGD Leadership
Meeting.
-
Volunteer opportunities for interest group members
- Names
of interest group members serving on interest group committees
or task forces
-
Issues of concern directed to the Division, Council, Board of
Directors, or Executive Office
Annual
Fall Report -
By July 30, each chair submits an annual report to the
Division Representatives and the Executive Office. Chairs will
be notified whether this report is to be submitted online or via
Word document. Links to these reports are posted on the
CIG Division web site.
This
report focuses on the status of the goals and objectives set in
the post-conference report . If no post-conference report was
submitted, this fall update report is not needed.
Reimbursement
Procedures
Interest
Group chairs are not eligible for reimbursement for expenses incurred
from coming the extra day ahead of time to attend the Fall Leadership
Meeting.
Evaluation
of Interest Group Chairs
NACADA
is grateful for the vital role volunteer interest group chairs perform
for NACADA and for their interest group members. Communication with
NACADA and with interest group members via the annual CIGD Fair
and interest group meetings at the annual fall NACADA conference
(as well as other ways listed under “Expectations of Interest Group
Chairs”) is most important. Attending the optional pre-conference
CIGD Leadership Meeting and/or submitting reports are other ways.
Each of these avenues of communication fosters connections between
NACADA and each interest group, which are essential for the success
of both NACADA and each interest group.
We
encourage chairs to call on their interest group members to help
them perform these duties. This can be a great way to involve members
and to mentor members for leadership opportunities.
CIGD
Division Representatives and Steering Committee members will contact
interest group chairs who do not fulfill their expected responsibilities
at the annual fall NACADA conference (or do not arrange for another
member to attend and handle these tasks in their place).
Chairs
may be removed if, after communication via phone, e-mail, and letter
from Steering Committee members and Division Representatives, a
response is not received. Division Representatives will keep copies
of their correspondence and will clearly indicate to the chairs
they contact that these chairs face removal.
If
a chair must be removed, the Steering Committee and Division Representatives
will work with the interest group members to find a replacement.
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