Volunteer Roster Administration

Transcription

1 Volunteer Roster Administration Maintaining the chapter roster is the responsibility of the President and Secretary of the Chapter. The roster should be kept current at all times so that volunteers receive their volunteer benefits and so that home office and the BIVA Board, specifically Region Managers, have correct contact information for officers and other roles as needed. Covered in this document: A. Adding a Volunteer B. Editing an Existing Volunteer C. Making a Volunteer Inactive D. Roster Definitions A. Adding a Volunteer All volunteers are required to accept the Standard of Conduct before volunteer benefits are enabled. After the President or Secretary has added the person to the roster, the system will generate an to the new volunteer with instructions to read and accept the Standard of Conduct form. 1) Access the Volunteer Roster Administration (currently under Volunteer Resources, Chapter Administration, Operations) application and select Add New Volunteer in the lower left corner.

2 2) Enter the prospective volunteer s member ID number. The system will populate the name and when an active member number is entered. If you enter an invalid Member ID, an error message appears. 3) Select the appropriate Type; either Associate/Assistant Director or Volunteer. (Definitions of these types provided in the Roster Definition section of this document) 4) Select Position(s) if appropriate. Many new volunteers will not know right away what area(s) they will help with. Select None if needed. Be sure to update the roster once they do become involved in a specific area. 5) Click Submit below the Positions box.

3 B. Editing an Existing Volunteer At least once a year after your elections meeting, review your volunteer roster to update the type of volunteer and positions. Reminder: If a volunteer has any changes to their name, , address, or phone. The volunteer makes those changes via Update Profile on betterinvesting.org as any other member would do. If they have any trouble with Update Profile, contact service@betterinvesting.org C. Making a Volunteer Inactive As soon as a volunteer resigns from the board or the board decides a volunteer is no longer active, the roster should be updated to make the volunteer Inactive. 1. Use Edit to make changes to the volunteer s record. 2. Uncheck all boxes from Positions including None 3. Click Submit below the Positions box.

4 D. Roster Definitions Status: When you enter the Roster Application it will default to displaying the Active Status. Active Inactive No Waiting Standard of Conduct No Standard of Conduct Volunteers or board members who have accepted the Standard of Conduct and are actively involved with the chapter. People who are no longer on the board or volunteering with the chapter. To make someone Inactive, you uncheck all of their positions (including None ). All volunteers are required to provide BetterInvesting a valid, active . is the primary means for BetterInvesting to communicate with volunteers about new educational programs, marketing efforts, policies, etc. To correct this status back to active, the volunteer must log into the BI website and use Update Profile to enter a valid address. After someone new has been added to the roster, the status will remain at Waiting Standard of Conduct until the person electronically accepts the Standard of Conduct (SOC). The system generates an initial and three reminder s for the new volunteer to accept the SOC. If a current volunteer has not accepted the Standard of Conduct after 28 days, the status changes from Waiting Standard of Conduct to No Standard of Conduct. Someone with this status will not receive volunteer benefits. Bulk Qty: Home Office sends 10 copies of each BetterInvesting Magazine to one person in each chapter. Check Bulk Qty (bulk quantity) for the person to receive the magazine. Chapters should be using those magazines at recruiting events or dropping copies at various public locations like libraries, waiting rooms (doctor, dentist, car repair), airports, etc. Member File: Chapters may select up to two volunteers to receive an excel spreadsheet monthly of current members in the chapter. (Reminder: These lists are to be used for BetterInvesting purposes only and security of member information is imperative. See the Chapter Operations Manual, Appendix A-7 Use of Member Information, BetterInvesting Assets & Intellectual Property policy.)

5 Type: Volunteer Associate/Assistant Director Director Director Emeritus A BetterInvesting member who wishes to contribute to the chapter but does not want to attend meetings and has no interest in ever becoming a full board member. This is someone who has contact with members or member information and needs to sign a Standard of Conduct. Associate: A BetterInvesting member who would like to eventually become a voting chapter board member. Generally someone remains an associate for just a year or two to see if they are a fit to become a full voting director. Assistant: A volunteer that once served as a full director that no longer wants to continue attending all meetings and have responsibilities of a full director. Remains valuable to chapter in their contributions but did not serve long enough to be considered for Director Emeritus. A full, voting board member that is expected to attend all meetings. This classification is meant for the dedicated directors who contributed to the chapter for a long period with significant contributions and no longer wish to be full, voting directors and where returning them to an Associate Director position doesn t seem appropriate. Chapter nominations are submitted to the BIVA Board for approval as outline in Chapter V of the Chapter Operations Manual. Position: Every board member should have at least one specific responsibility. The only cases where None would be appropriate is for a limited time for a brand new volunteer or perhaps Director Emeritus. Chapter activities vary and not all roles will be filled by all chapters. Budget/Finance Corporate Contact Education Programs Communications Facilities Coordinator Prepares budget for the chapter. Includes audit committee members who regularly reviews accounting reports, transactions and verifies bank reconciliations. Coordinates with home office Director of Corporation Relations for sponsorship of major events. Contacts corporations for presentations or sponsorship of events. Curriculum Coordinator for investment education and club operations training. Coordinates national, regional, chapter education resources. Uses the Marketing Tool (currently Interspire.) Maintains Guest list. Looks for locations for events/classes and makes reservations.

6 Find-A-Club Contact GTM Organizer Marketing/Publicity Materials & Equipment Member Outreach Model Club Liaison Mutual Fund Chair Nomination Committee President/Chairman Registrar Secretary Special Assignment Special Events Chair Teacher Administrator of the Find--A-Club Program. Duties may include processing club applications, updating club lists, coordinating with Communications (Interpsire), Newsletter, Marketing/Publicity to send reminders and announcements to members. Recruits clubs to participate in program. Is the chapter license holder. Schedules and starts Meetings and/or Webinars in Citrix application. Oversees that chapter events and information are publicized effectively to existing members and externally to the public; liaison to media (radio/newspapers). Develops content for chapter s, chapter brochure, chapter website, chapter newsletter or other marketing materials. Maintains and/or tracks equipment and materials. Maintains the Inventory of Chapter Assets spreadsheet for Rechartering. Brainstorms efforts to reach existing members which may include phone call campaigns, writing contents for chapter communications (postcards, blast, newsletter, website, etc.). Includes a Club Visit Coordinator who receives requests for club visits and arranges a volunteer director to visit. Could also be a coordinator for programs like the FINRA Investment Fraud program. The primary contact for model club matters. Reports to chapter board on model club activities. Contact for region manager or home office on model club matters. Conducts classes for mutual funds. Is the primary contact for crosschapter or nationwide mutual fund efforts. Recruits new board members. Nominates Executive board. Verifies and encouragers renewal of current board. Presides over meetings. Provides leadership to operations. Establishes and appoints committees. Oversees written operating procedures to define board policy. Handles registrations for classes and events. Records Chapter Board Meeting Minutes For any director, associate director or volunteer that does not have a regular job. Special Assignments might include administrative tasks not identified elsewhere or short-term projects. (Examples: Stock Contest Administrator, Librarian, "Food" person, Chapter Recognition/Awards, First Cut Chair, Calendar Coordinator, etc.) Organizes, coordinates and supervises special functions, educational events, annual elections meeting, and/or annual planning meeting. Develops written materials and/or presents classes, webinars, lectures and talks.

7 Treasurer/Assistant Treasurer In charge of all funds collected and disbursed by chapter. Maintains detailed records of all transactions. Provides monthly reports to chapter board. Files quarterly and annual financial information to home office. Vice President Often the next person in line to become president. Chapters may have more than one Vice President. Web Author Responsible for posting information to the Chapter website. May not be responsible for content creation. Youth Chair Public outreach to high schools and private institutions concerning youth investing education.