Regional Chair stream

Transcription

1 Regional Chair stream One year, as part of three-year chair stream commitment (one year each as Chair-Elect, Chair, Immediate Past Chair) in accordance with the regional operating procedures Elected by NAFSA Region III members as chair-elect NAFSA voting member Demonstrated commitment to the field of international educational exchange Willingness to serve as regional team member responsibilities of chair stream Respect of NAFSA colleagues in the Region Minimum one year experience serving on Regional Leadership Team prior to election as Chair-Elect CHAIR ELECT Fulfills duties of the Chair in the Chair s Absence Assists the Chair in coordinating the Region Team Meetings and Regional Conference Assists the Chair and Past Chair in planning future Regional Conferences Maintains communication with new NAFSA members in the Region Coordinates Newcomers Orientation during Regional Conference Assists in the election process of the next Chair-Elect-Elect Performs other duties as requested by the Chair and/or Past Chair CHAIR Preside at all regional meetings Perform normal duties of a Chair, including maintaining a record of action items decided by the Regional Leadership Team Submit an annual financial report to NAFSA When an audit of the region s financial records is required by the Treasurer of the Corporation, the Chair shall ensure that it is completed in a timely fashion

2 Appoint new members to the regional leadership team with approval of the remaining team PAST CHAIR Assists Chair-Elect to fulfill duties of the Chair in the Chair s Absence Assists the Chair in coordinating the Region Team Meetings and Regional Conference Assists the Chair in planning future Regional Conferences Maintains communication with new NAFSA members in the Region Coordinates Past Chair Reception during Regional Conference Assists in the election process of the next Chair-Elect-Elect Performs duties requested from the Regional Affairs Committee

3 Business Manager Three years and 4 months in accordance with the regional operating procedures. Beginning in fall team meeting shadowing serving Treasurer. (Expenses are not covered by Region III.) By the Regional Chair in consultation with previous Treasurer and Regional Team NAFSA and Region III member with previous experience at the regional level in international education activities Previous experience in managing sizable budgets Willingness to serve as regional team member Support and encouragement by home institution to carry out the responsibilities, while in the Treasurer position, including participation in: Washington Leaders Meeting in January (expenses covered) Region III spring team meeting in February (expenses covered) National NAFSA conference including Regional Treasurer meeting and Region III meeting in May/June (expenses not covered) Region III fall conference and team meeting (expenses not covered) Demonstrated commitment to the field of international educational exchange Must have knowledge of using computer, scanner and printer. It will be helpful if they have knowledge of PN3 Solutions or any other Cloud accounting software. Working experience with check payments, writing checks, lock box deposits, ACH and wire transfers. Knowledge of Revenue and Expenses and understanding Regional Chart of Accounts. Experience in handling with cash received from customers/members and completing the cash report for lock box. Responsible for processing vendor s invoices through PN3 system and internal authorizations. Some experience in reviewing and preparing Budget reports and analyzing regional budget to actual results and preparing year end projections. Reviewing weekly cash reports. Point person for issues with vendors, members and regional accountant. Will be main contact between Regional Teams and Regional Accountant. Management of cash balances and anticipation of cash needs, evaluate region programs/projects. Manage the assets of the region in accordance with the regional operating procedures and the national standing rules. Work with the chair stream to assess financial impact of decisions of the regional team. Work with the conference-planner & chair stream on conference planning by: Preparing a cost analysis for the past 3 years comparing number of participants, counts and expenses in food, entertainment, and workshops

4 Working with chair stream and conference planner on budgeting the Region III conference Ensuring that the cost of registration and workshops will cover the annual regional expenses Prepare an annual budget and present it to chair stream before the spring team meeting Maintain appropriate financial records and prepare annual or quarterly financial reports to the regional chair Submit annual financial reports to NAFSA by February 28 in compliance with the DC office requirements. Select a CPA or a volunteer to perform an annual financial review or audit, according to the NAFSA Audit Program, by May 30. Work with the chair stream to make investment decisions based on the advice of a professional. Deposit funds as quickly as possible after receipt. Ensure a smooth transition for the successor by being observing and mentoring successor at the fall team meeting Collect a completed form W-9 from each individual to whom checks totaling $600 or more for services rendered were issued in the course of one year. Work with the chair and the team to achieve fiscal responsibility for the region.

5 Registrar Three years or in accordance with the regional operating procedures By the Regional Chair or in accordance with the regional operating procedures NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as regional team member Previous experience in registration a plus responsibilities of Registrar Respect of NAFSA colleagues in the Region Manage the registration for the Regional Conference Work with the Chair Stream to prepare registration form and relay numbers weekly Work with the Workshop Coordinator to prepare workshop registration form and relay numbers weekly Work with Palisades to ensure forms are correct and on NAFSA websites Work with Chair Stream and Treasurer on any refunds Maintain the Registration Booth throughout the Regional Conference with Palisades Representative and volunteers Relay numbers from Palisades to Chair Stream and Local Arrangements Committee for meals, off-site events, and receptions Prepare appropriate ribbons for participants Work with Treasurer for any payments done on-site Pass out blank evaluations and receive completed evaluations for sessions Sell tickets to meals, reception and off-site activities at Registration Booth

6 Communications Liaison Two years or in accordance with regional operating procedures By the Regional Chair NAFSA member Commitment to NAFSA and regional team responsibilities of Communications Liaison Strong writing, journalistic and computer skills Tech savvy Produce regional newsletter at least twice per year Produce regional conference mailer and web reminders Produce regional conference program Record all publication procedures Manage the Region Listserve Manage the region III account and send out appropriate s to all region members Send weekly s to the region about job opportunities Update the region III and states website Manage the Region Facebook page Maintain accurate financial records and report to Region III Treasurer all expenses related to position Attend team meetings and training at Region III and national conferences Carry out Region III conference duties, as assigned by Region III Chair and Chair-Elect Support transition to successor; provide job description, publications procedures and introductory training Newsletters a) Responsible for all aspects of production of regional newsletter from creation to distribution b) Determine number of issues, minimum of two per year c) Establish production and distribution deadlines d) Change design, if desired, with team approval e) Gather and edit articles from regional team and other sources f) Enlist campus news representatives, if desired g) Reflect interest of region; list all regional events h) Contact team members before each issue i) Send four copies of each issue to the Member Relations Department at the NAFSA Washington, DC office

7 Conference mailer a) Responsible for all aspects of production of conference mailer from creation to distribution (web or mail) b) Establish production and distribution deadlines in consultation with regional Chair c) Assemble and edit all elements of the mailer i. Cover design ii. Layout and formatting, according to programs of previous years iii. Plenary speaker, if available iv. Service information (hotel, travel, local activities, etc.) v. Registration information and forms d) Submit publication for approval to Chair prior to printing e) Manage distribution to Region III membership Conference web reminder a) Responsible for all aspects of production of conference reminders and marketing plan from creation to distribution b) Establish production and distribution deadlines c) Submit publication for approval to Chair prior to distribution d) Manage distribution to Region III membership via member listserv Conference program a) Responsible for all aspects of production of conference program from creation to distribution b) Establish production and distribution deadlines c) Assemble and edit all components of program j. Cover design vi. Layout and formatting, according to programs of previous years vii. Work with Development Liaison and Chair to include all sponsor ads and acknowledgements for nametags, bags, coffee breaks, luncheons, etc. viii. Work with Conference Planner to include pertinent information regarding all special events ix. Plenary speaker and Special Guest biographies x. Service information (hotel, travel, local activities, etc.) xi. Regional team meeting schedules xii. Special interest meetings and events xiii. Registration information and forms xiv. Session schedule xv. Upcoming NAFSA events d) Arrange contract with printer within budget guidelines e) Submit publication for approval to Chair prior to printing f) Edit subsequent revisions g) Approval final copy for print h) Arrange delivery to conference for distribution i) Provide copies to NAFSA national office in Washington, DC Region Website a) Update the region III Website as needed (nafsa.org/regioniii) b) Update the States Website as needed

8 Region Listserve a) Manage the Region listserve, add or remove users as requested b) Send out weekly job announcement s c) Approve or deny s as appropriate d) Send out messages of the interest of the region Region III General Communications e) Manage the Region Facebook page, posting updates as needed f) Help other Team members with communications to the region as needed including scholarships, announcements, conference invitations, call for sponsors, etc. January Advocacy Day Promotion Scholarships February State Meeting Promotion Team Meeting Advocacy Day Promotion March State Meeting Promotion Advocacy Day- April State Meeting Promotion/Summary May Call For Proposals for Regional conference Annual NAFSA Conference June Call for Proposals deadline Newsletter July NAFSA Region III Communications Liaison Timeline

9 Call for Nominations-Chair Elect Elect) Call for Proposals deadline extended August Exhibitors Registration Opens Conference Session Confirmation Sent Conference Registration Opens Conference Mailer Posted Nominations for Chair Elect Elect Closed September Conference Session Confirmation Deadline Voting for Chair Elect Elect Conference Early Bird Registration Conference blasts Conference Program created October Conference Session AV Confirmation Sent Online Conference Registration Closes Conference Session AV Confirmation Deadline Final Program to Printers November Conference Wrap-up Post session materials to the web NAFSA Academy Promotion December NAFSA Academy Promotion December Newsletter Posted

10 Knowledge Community Regional Representative - Education Abroad (KC-EA) Two years or in accordance with the regional operating procedures By the Regional Chair or in accordance with the regional operating procedures NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as regional team member Recent experience as an education abroad adviser responsibilities of EA Rep Respect of NAFSA colleagues in the Region Write articles twice a year for Regional newsletter; current topics of interest and encourage proposals for conference Attend Region III team meetings o Early spring - planning meeting o May/June - during national conference o October/November Pre/post regional conference Advise Team what workshops should be presented at regional conference and State Meetings Facilitate organization of EA sessions for regional conference Review and rank EA session proposals Notify all proposers which proposals have been chosen Send time and room assignments to presenters Facilitate session evaluations Distribute evaluation forms for all EA sessions Collect and return all completed evaluations to war room Summarize evaluations and send to chairs of all EA sessions Attend EA liaison meetings at National conference

11 Knowledge Community Regional Representative - International Students and Scholar Services (KCISSS) Two years or in accordance with the regional operating procedures By the Regional Chair in consultation with the KCISSS Chair or in accordance with the regional operating procedures NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as regional team member Recent experience as an adviser to international students and scholars Previous experience at the regional level in international education activities responsibilities of KCISSS regional team representative Respect of NAFSA colleagues in the Region Participate in regional team meetings as a representative of regional advisers to international students and scholars Oversee sectional programming at the regional conference Disseminate information of interest to KCISSS regional colleagues through regional newsletter and other appropriate channels Encourage regional workshops that treat concerns of regional KCISSS colleagues Identify and involve other KCISSS colleagues in the region who can help strengthen regional activities Notify KCISS National Chair of appointment, the beginning and end dates of the term of office, and address for national KCISSS listserv. Participate as member of the KCISSS national team; participate in discussions, vote on team issues, aid in selection of national conference sessions and workshops, and attend National Team meetings at the national conference. Serve as conduit between regional KCISSS members and the KCISSS national team, stimulating a bidirectional flow of information.

12 Knowledge Community Regional Representative International Enrollment Management (KC IEM) Two years in accordance with regional operating procedures By the Regional Chair in consultation with the IEM Chair or in accordance with the regional operating procedures A NAFSA member. A commitment to the field of international exchange shown through institutional philosophy and policy and/or through the operation of recognized programs related to the field. At least two years of experience in foreign student admissions work. Previous experience at the regional level in international education activities. A demonstrated commitment to the concept of professional development through participation in conferences and workshops, the maintenance of an admissions resource library and the observance of commonly accepted foreign admissions procedures. Willingness to serve as regional team member Support and encouragement by home institution to carry out responsibilities of IEM regional team representative 1. Serve as liaison between the IEM National Team, the regional team, and IEM constituents within the region 2. Serve as an information source for issues and topics in international education to all individuals in Region III related to Admissions 3. Keep the regional team and the regional membership informed of KC needs and issues 4. Participate in national KC team discussions and keep current with KC issues at the national level 5. Encourage all forms of professional development activity within the region, including special admission workshops, in-service training, and participation in national, regional, and sub-regional conferences 6. Identify potential members and encourage membership in NAFSA and IEM 7. Provide assurance to new professionals in the International Enrollment Management area in the region, introducing them to key materials, answering questions, and putting them in touch with others who can help 8. Participate in the planning of the regional conference to ensure content of interest to IEM professionals are in the conference sessions, speakers, and workshops by: Review session proposals for IEM Make recommendations after reviewing the session evaluations Send out acceptance s of sessions 9. Assist Region III chair-stream in identifying potential candidates as a successor 10. Ensure a smooth transition for the successor to the Region III IEM Liaison 11. Perform duties as assigned by the chair

13 State Liaison Two years or in accordance with the regional operating procedures By Outgoing State Liaison NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as regional team member responsibilities of State Liaison Gather information for the membership directory and Forward that information to the membership chair. Collect information on action or proposed action of the State Legislature that would affect foreign students and forward it to the regional chair. Serve as a communication network for the dissemination of information from the various NAFSA task forces and committees that is of immediate importance and cannot be effectively disseminated through the usual channels, such as the Newsletter or , because of such considerations as time. Identify special needs of the state, such as workshop topics and session topics for the conference. Contribute articles to the Newsletter or on interesting activities in the state. Contact all institutions in the state and indicate willingness to serve as an information source for all kinds of foreign student-related matters. This would involve being aware of the activities and opportunities offered through NAFSA and knowing whom to contact for further information about them. Serve as a public relations person for NAFSA by providing information on membership, meetings, and professional development opportunities to institutions in the state. State Liaison Responsibilities

14 Identify NAFSANs who are retiring so that they may be honored by the region. Ensure the state website is kept updated. Coordinate and facilitate the annual state meeting. Promote advocacy action by state members. Encourage state members to monitor the national NAFSA website and maintain their profile information. Encourage socialization between state members by organizing informal occasional gatherings.

15 Two Year Institution Liaison Two Years By Regional Chair (in consultation with previous Two Year Institution Representative and regional team) NAFSA member Commitment to NAFSA and regional team responsibilities of Two Year Institution Liaison Two years of more actual experience in international education in a community college setting, and currently employed in a community college. Assume primary responsibility for communicating with Two Year Institutions in Region III, placing emphasis upon identifying all Two Year Institutions in Region and maintaining a list of current contact person(s) who work with international programs at each institution. Serve as Community College voice on regional team, keeping CC interests in mind in discussions and actions related to salient issues. Advise the Region of the individual needs of the CC and work with the chair, chair-elect and state reps to design professional development opportunities targeting the areas of interest of the CC. Serve as liaison between national Two Year Institution Representative Committee, regional team, and CC constituents within the region. Assume overall responsibility for CC programming at the regional conference, delegating specific program responsibilities to others as appropriate. Encourage and provide leadership for all forms of CC development activity in the region.

16 Intensive English Program (IEP) Liaison Two years or in accordance with the regional operating procedures By the Regional Chair in consultation with the current IEP Liaison or in accordance with the regional operating procedures NAFSA member Demonstrated commitment to the field of international Educational exchange Willingness to serve as regional team member Recent experience in working in an Intensive English Language Program. Previous experience at the regional level in international education activities Support and encouragement by home institution to carry out the responsibilities of IEP Liaison as a regional team representative Respect of NAFSA colleagues in the Region Represent the needs and concerns of Intensive English programs throughout the region, such as ideas for hiring & training instructors and administrative staff, student needs that are particular to ESL learners, SEVIS/visa issues specific to IEP students, arrival and testing information, updates and best practices concerning ESL standardized tests, university preparation and more. Oversee sectional programming at the regional conference Disseminate information of interest to IEP regional colleagues through regional newsletter and other appropriate channels Encourage regional workshops that treat concerns of IEP colleagues Identify and involve other IEP colleagues in the region who can help strengthen regional activities Will attend Spring Team meeting, fall conference and team meetings before/after main conference and is encouraged to present/mentor new IEP presenters. Contribute articles to the bi-annual newsletter, covering sessions of interest at conferences and providing information or updates on topics that affect Intensive English Programs.

17 Conference Planner One year, as part of two-year commitment (one year as Apprentice and one year as Planner) in accordance with the regional operating procedures. By the Regional Chair or in accordance with the regional operating procedures NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as regional team member responsibilities of Registrar Respect of NAFSA colleagues in the Region Excellent organizational and communications skills Local arrangements experience preferred Serves on Region III Leadership Team Attends NAFSA Winter Leadership Meeting workshop for Conference Planners Plans, coordinates and executes the conference within terms of the contract in close cooperation with the Regional Chair Coordinates conference activities of the Registrar, Development Officer, Communications Officer, and Local Arrangements Committee (LCA) Reports to Chair Stream Oversees liaison with hotel and service providers including, as appropriate AV, tables, shipping, procurement, food, printing, off-site and special events, and entertainment providers Promotes the conference Coordinates budget with Chair Stream Coordinates arrangements for Team Meetings Assists Regional Chair in conference evaluation and reporting

18 Conference Planner Apprentice One year, as part of two-year commitment (one year as Apprentice and one year as Planner) in accordance with the regional operating procedures. By the Regional Chair or in accordance with the regional operating procedures NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as regional team member responsibilities of Registrar Respect of NAFSA colleagues in the Region Excellent organizational and communications skills Local arrangements experience preferred Assists Conference Planner throughout conference year with planning, coordinating and executing Region III conference Performs duties assigned by Conference Planner which may include working with Regional Leadership Team members, Volunteers, Local Arrangements personnel, hotel staff, vendors and exhibitors Promotes the conference

19 Development Chair Two years, renewable, beginning January 1 of the year following appointment, or immediately if filling a vacancy to complete an unexpired term By the Regional Chair or in accordance with the regional operating procedures NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as regional team member responsibilities of Registrar Respect of NAFSA colleagues in the Region Excellent organizational and communications skills Local arrangements experience preferred Description and The Development Position seeks to foster and nurture the relationship with international education vendors and local community vendors/participants. The DP serves both as a liaison to Region III in bringing forward suggestions from vendors and maximizing their opportunities to reach out to the membership, and from the Region to the vendors in communicating membership goals and strategies and conference logistics. The Development position serves primarily to support membership at the regional conference, but occasionally will also support--upon request--both State membership and NAFSA (national) needs and requests. The development team--composed of the Development person, the Sponsorship position and the DP apprentice--at a minimum will perform the following functions: Communicate consistently with the vendors the logistics of the regional conference; Communicate consistently with the Chair Stream and Conference Planner items of request or importance from the vendors/exhibitors; Attend and participate fully at the regional conference; Develop and maintain a "regional" development strategy for each particular conference; Maintain "excel" data regarding participants that can be shared across knowledge communities and regional teams. The Development team recognizes that our first and primary responsibility is to the members of Region III, and that long-standing relationships with vendors/exhibitors should always be tempered by what is best for our membership. Attention should be paid that the right balance between development and access does not unduly benefit any group at another s expense. Our vendors/exhibitors have options and Development should always work to create a welcome climate for these partners to participate in our region, all while recognizing that access to Region III membership is a benefit that should be provided fairly and evenly to all communities.

20 Regulatory Ombudsperson Student Issues (National Appointment) Two years, renewable, beginning January 1 of the year following appointment, or immediately if filling a vacancy to complete an unexpired term By the chair of NAFSA s national International Student and Scholar Regulatory Ombud Subcommittee in consultation with the respective Regional Chair NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as national and regional team member responsibilities of the position Respect of NAFSA colleagues in the Region Expertise in government regulations affecting DSOs/ROs and other campus-based personnel who work with internationals on campus Ability to effectively liaise with government personnel Provide case intervention/regulatory problem solving and engage in practice advocacy. Provide case-based technical assistance to international education professionals and to government officials at the local/district/regional levels. Report trends and disseminate information to the Region regarding the interpretation of agency practices. Assist Regional Conference Planning by being the point person to invite representatives of local/district/regional government offices to present sessions at the Regional Conference. Contribute to NAFSA s data collection efforts, primarily through IssueNet s Get Liaison Help, the interactive online tool developed for regulatory problem solving and case assistance.

21 Regulatory Ombudsperson Scholars and Employment Issues (National Appointment) Two years, renewable, beginning January 1 of the year following appointment, or immediately if filling a vacancy to complete an unexpired term By chair of NAFSA s national International Student and Scholar Regulatory Ombud Subcommittee in consultation with the respective Regional Chair NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as national and regional team member responsibilities of the position Respect of NAFSA colleagues in the Region Expertise in government regulations affecting DSOs/ROs and other campus-based personnel who work with internationals on campus Ability to effectively liaise with government personnel Provide case intervention/regulatory problem solving and engage in practice advocacy. Provide case-based technical assistance to international education professionals and to government officials at the local/district/regional levels. Report trends and disseminate information to the Region regarding the interpretation of agency practices. Assist Regional Conference Planning by being the point person to invite representatives of local/district/regional government offices to present sessions at the Regional Conference. Contribute to NAFSA s data collection efforts, primarily through IssueNet s Get Liaison Help, the interactive online tool developed for regulatory problem solving and case assistance.

22 Training Coordinator Two-year term with the possibility of a third year extension By the Regional Chair or in accordance with the regional operating procedures NAFSA member Demonstrated commitment to the field of international educational exchange Willingness to serve as regional team member Excellent organizational and communications skills Knowledge of regional activities, member training needs and training with a pan-nafsa view of training (understands training needs across knowledge community boundaries). Current or former NAFSA Trainer Corps member responsibilities of Registrar Respect of NAFSA colleagues in the Region Serves on Region III Team Plans, coordinates and executes the workshops and training programs within the Region in close cooperation with the Regional Chair Stream Coordinates conference workshops in cooperation with the Conference Planner and Regional Chair Recruits Lead Trainers for workshops and assists with identification of workshop staff Facilitates development of Regional Workshops for Regional Conferences, state meetings and stand-alone training Reports to Chair Stream Evaluates training needs within the Region in cooperation with Regional KC Liaisons Promotes training opportunities Assists the Regional Chair in identifying Regional Coaches for the NAFSA Academy Maintains communication and cooperation with NAFSA s Core Education Programs (CEP) and the NAFSA Training Coordination Subcommittee (TCS) Assists Regional Chair in training evaluation

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