PRESIDENT - ELECT

Spring After Election:

1. Review the CRLA Board Resource Guide.

2. Obtain a copy of the hotel contract for your conference from the Board.  Familiarize yourself with hotel facilities, services, and locale. 

3. Talk with Conference On-site Chair(s) and other conference chairs who will report to you.  (The On-Site Chair(s) will appoint on-site committee chairs.)

4. Work with current President-Elect to review your conference and develop conference theme and logo. Set proposal submission deadline.

5. Have the Conference theme and logo approved by the Board by the May Board meeting.

6. Send current President-Elect a camera-ready conference ad for inclusion in the 1) fall Journal of Developmental Education (deadline to JDE editor June 15), 2) the current year’s Call to Conference (deadline in June or as stated by current conference chair), and 3) the current year’ conference program (deadline August 1). 

7. In consultation with the current President-Elect, decide on other CLADEA organization ads and mailing and prepare camera-ready copy/emails (in full-and half-page formats).

8. Design the various Call for Proposals formats using approved logo. Get the Call for Proposals camera-ready.

9. Prepare the Call for Proposals for distribution at the annual conference and at sister organization fall and spring conferences.

10. Participate (as non-voting member) in conference call Board meetings.

At Annual Conference Preceding Yours

11. Work with SIG Leaders to appoint a proposal review committee to help review and accept/reject program proposals the following spring.

12. Plan to be at conference from Sunday morning through Saturday evening.  Check with Executive Assistant for costs covered by CRLA.

13. Participate (as non-voting member) in pre-conference Board meetings and as a voting member at end of conference Board meeting on Saturday.

14. Distribute Call for Proposals at the conference.

15. "Recruit" potential institute and session speakers at the conference.

16. With the current President-elect and your onsite chair(s), plan and present a glimpse of your Conference (approximately 15 minutes) at the Saturday On-To _____Brunch.

17. Observe, discuss, and listen for ideas on your conference. Actively work-and meet with others.

18. Finalize the proposal submission form and create timeline for posting with layout person.

Immediately following Annual Conference at which you are inducted:

19. Request mailing labels or schedule an e-blast from CLADEA associations for January announcement of Call for Proposals mailings or e-blasts.
    
    
20. Act as presiding officer in the absence of the President.
    
    
21. Serve as conference program chair.
    1. Contract the keynote speakers.
    2. Prepare specific documents for Board approval at the annual spring Board meeting:
       1. With the help of the CRLA treasurer, prepare a Conference budget, including projected amounts for conference registrar.
       2. Conference timeline of events;
       3. Conference schedule;
       4. Registration and approximate meal function costs;
       5. Work with Exhibits Chair to develop exhibitor fees and benefits.
       6. Work with Conference Registrar on registration dates and fees.
       7. Work with Onsite Chair(s) to prepare report on all onsite committees and activities.
       8. Work with state or regional chapter leadership to promote upcoming conference in their region.
    3. Appoint/ Confirm Continuing Conference Committee chairpersons:
       1. Coordinator/Chair of Chairpersons;
       2. Program Chair, if you choose not to retain this role, to determine which institute and session proposals to accept;
       3. Sessions Evaluation Chair;
       4. Lunch With a Mentor Chair.
       5. Work with Onsite Chair to ascertain who will serve on-site committees.
    4. Prepare conference website, including information for persons submitting proposals and work with Website Manager to make it available as soon as possible after the conference.
    5. Review and finalize proposal evaluation rubric.
    6. Communicate with Proposal Review Committee about the timeline, procedures, and evaluation rubric.
    7. Log each proposal and send acknowledgment to each submitter.
    8. Send each Conference Proposal for review.
    9. Notify all proposal applicants of selection/non-selection as soon as possible after the submission deadline.
    10. Send thank you letters to members of the Proposal Review Committee and complimentary letters to any administrators they request.
    11. Create a schedule of sessions that balances the presenters' schedules, AV
        requirements, room availability, SIG needs, SRC meetings, TIDE/WI/Kellogg requests, committee needs, etc., and notify presenters of their acceptance and their session day/time by June 15.  
    12. Prepare publicity for your conference:
        1. Conference advertisement to be submitted to appropriate journals and other publications in timely manner; determine CLADEA agreements, and arrange with the Treasurer for any payments.
        2.  Listing of conference sessions and institutes to appear on website well before conference registration;
        3. Call to Conference and “Sneak Preview” advertising the conference to be sent to members and others;
        4. Column for each issue of NewsNotes
        5. With program layout person, design and write the program.
           
           
22. Work with Exhibits Chair to coordinate advertisement for exhibitors and other companies in conference program booklet.
     
23. Coordinate program preparation with On-site activities.  Plan for extra days before and/or during the spring board meeting to meet with on-site committees and hotel personnel.
    
    
24. Finalize conference planning at an early June meeting with on-site Chair, Conference Registrar, and hotel staff.
    
    
25. Work with Conference Sessions Evaluator on session evaluations and process.  Get conference evaluation form approved by Board by August so that the Conference Evaluation Chair can have copies printed and delivered to conference site.
    
    
26. Work with the Office of Measurement and Research Services at Texas A&M University to finalize content and process of Conference Evaluation.

Non-conference duties prior to Conference at which you serve as Program Chair:

27. Establish file of information for incoming President-Elect:
    1. Spring Board meeting documents (specified above);
    2. Sample Calls and brochures;
    3. Copy of letters providing sample communication with keynoters, presenters, journal editors, publishing company representatives, etc.
       
       
28. Collaborate with the President on new committee chairs the President will appoint (with Board approval) for the coming year. (Executive Assistant provides a report on vacancies to Board.)
    
29. Prepare report by November 30 itemizing expenditures of funds from President-Elect's account.  Send this report to incoming President-Elect to help that person prepare a budget request by November 30.  Submit to the Treasurer by December 15th a budget request for the President in the following year.

Ongoing

30. Send electronic copies of correspondence and appropriate documents to Archivist.

31. Maintain paid membership in CRLA.

32. Send to Executive Assistant suggestions for updating this job description at the end of term.

33. Sign a conflict of interest statement according to Article 5, Section 3 of the CRLA Bylaws and to be filed with the Secretary of CRLA. (attached)

    
    

Reimbursement for Conference and Board Meeting Expenses

• Beginning with the Fall 2008 conference all reasonable transportation, hotel and meal expenses are covered by CRLA for Board members, ex-officio members and incoming Board members.

• Beginning with the Fall 2008 conference all Board and Incoming Board members write “comp” on their registration forms for the registration fee and to attend the Awards Banquet and other relevant functions that require their attendance.

Accepting this position allows CRLA to publish name, email, school address, and school phone number.

Revised April 2008 / October 20, 2008; November 2008, April 17, 2009

  CRLA Conflict of Interest Statement

Article 5, Section 3 of the CRLA Bylaws states:
No member of the Board of Directors shall participate in any discussion or vote on any matter in which the director or a member of his or her immediate family has a potential conflict of interest.
As a member of the CRLA Board of Directors I acknowledge that:

1. I have received, read and understand the CRLA Conflict of Interest Statement.
2. I agree to comply with this statement.
3. I understand CRLA must engage primarily in activities that accomplish its tax-exempt purpose in order to maintain its exempt status.

________________________________________________(Signature)_________(Date)

Printed Name_________________________________________

Board Position________________________________________