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Executive Committee Position Descriptions

President-Elect
The President-Elect is a one-year term, which begins at the close of the annual conference. This officer's primary responsibility is the program for the next annual conference. The President-Elect is also the principal assistant to the President and in the absence of that officer performs all the duties of the President. The President Elect performs other assignments which that may be delegated by the President.

The President-Elect's position requires a three-year commitment and institutional support, because this officer succeeds to the presidency of the association, followed by one year as Immediate Past President. A recognized degree of leadership, experience, expertise and communication skills are required for this position.

Responsibilities:
  • Chairing all Program Committee meetings
  • Serving as liaison with the Local Arrangements Committee and coordinating Program Committee plans for the Summer Planning Meeting and the annual conference
  • Arranging meeting rooms and other accommodations for the Program Committee
  • Developing and monitoring planning calendar and deadlines
  • Collecting and assembling program reports
  • Collating results of program committee members' ratings of tentative program forms and sending results to Program Committee Chairs and Program Vice Presidents for consideration prior to the Summer Planning Meeting
  • Appointing Committee Chairs and members for year of presidency
  • Editing and printing of the final program booklet and pocket program for the annual conference
  • Meeting with the Finance Committee to review the current budget and project needs for the year of presidency

President
The SACRAO President serves a one-year term, which follows the one-year term as President-Elect. The President's duties begin at the annual Business Meeting. A recognized degree of leadership, experience and expertise are required for this position. Institutional support is required for the term as President, followed by a term as Immediate Past President.

Responsibilities:
  • Chairing the Executive Committee
  • Supervising all activities of SACRAO
  • Presiding at all general meetings of SACRAO
  • Implementing all provisions of the Constitution and Bylaws
  • Representing SACRAO at the annual conference of the American Association of Collegiate Registrars and Admissions Officers (AACRAO) and serves as liaison to AACRAO to recommend members for committee appointments, to identify and notify AACRAO of issues and to respond to policy questions posed by AACRAO

Vice President for Admissions and Enrollment Management
This SACRAO Vice President is a two-year term whose office is assumed at the close of the annual conference. This office is elected in even-numbered years.

Responsibilities:
  • Coordinating and supervising the affairs of SACRAO in the professional area of admissions, enrollment management and related areas
  • Serving as a member of the Executive Committee
  • Serving as a member of the Program Committee, under the direction of the President Elect
  • Coordinating program activities relative to the professional areas of admissions and enrollment management

Vice President for Information Technology
This SACRAO Vice President is a two-year term whose office is assumed at the close of the annual conference. This office is elected in even-numbered years.

Responsibilities:
  • Coordinating and supervising the affairs of SACRAO in the professional areas of information technology
  • Coordinating updates to the SACRAO website
  • Serving as a member of the Executive Committee
  • Serving as a member of the Program Committee, under the direction of the President Elect
  • Coordinating program activities relative to the professional areas of information technology

Vice President for Professional Access and Equity
This SACRAO Vice President holds a two-year term that begins at the close of the annual conference. This office is elected in odd numbered years.

Responsibilities:
  • Coordinating and supervising the activities of SACRAO in the areas of professional access and equity
  • Serving as a member of the Executive Committee
  • Coordinating the activities of the Professional Access and Equity Committee
  • Serving as a member of the Program Committee, under the direction of the President-Elect
  • Coordinating program activities relative to professional access and equity
  • Surveying the state and regional associations within SACRAO to determine the winner of the Multi-cultural Award for State Excellence

Vice President for Professional Development
This SACRAO Vice President is elected for a two-year term that begins at the close of the annual conference. This office is elected in odd-numbered years.

Responsibilities:
  • Coordinating and supervising the activities of SACRAO in the areas of professional growth and development
  • Serving as a member of the Executive Committee
  • Coordinating the activities of the Professional Development Committee
  • Serving as an ex-officio member of the Journal Editorial Board
  • Serving as a member of the Program Committee, under the direction of the President Elect

Vice President for Records and Registration
This SACRAO Vice President is a two-year term that begins at the close of the annual conference. This office is elected in odd-numbered years.

Responsibilities:
  • Coordinating and supervising the affairs of SACRAO in the professional areas of records and registration
  • Serving as a member of the Executive Committee
  • Serving as a member Program Committee, under the direction of the President Elect
  • Coordinating program activities relative to the professional areas of records and registration

Vice President for States/Regionals and Membership
This SACRAO Vice President is a two-year term and is assumed at the close of the annual conference. This office is elected in even-numbered years.

Responsibilities:
  • Improving the many relationships that SACRAO has with the state organizations in its boundaries
  • Increasing the number of the various memberships in SACRAO
  • Correcting the membership database
  • Printing and distributing the SACRAO Directory
  • Coordinating efforts to build the membership of SACRAO
  • Planning and coordinating, in conjunction with the Membership Relations Committee, the First Time Attendees' Orientation/Reception at the annual conference
  • Updating membership data on the web
  • Completing special projects assigned by the President

Secretary
The Secretary serves for an elected term of two years and assumes office at the close of the annual conference. The Secretary is elected in even-numbered years.

Special requirements for the person holding this office include having an ability to take copious notes and transcribe an accurate report of committee deliberations.

Responsibilities:
  • Recording the Minutes of the annual conference (Executive Committee Meetings, Opening Session, Luncheon for State Association Presidents, Town Meeting, Business Meeting and SACRAO Breakfast) and distributes to Executive Committee
  • Distributing the revised copy of Constitution and Bylaws, if changes are made at the annual conference, to the Executive Committee and N & E Committee Chair
  • Distributing a revised list of Honorary Members and Award Recipients to the Executive Committee
  • Recording and distributing the Minutes of the Executive Committee meetings at the annual AACRAO meeting (if held) and the Summer Planning Meeting
  • Serving as an ex-officio member of the Constitution and Bylaws Committee and recording and distributing Minutes for the committee
  • Assembling archival materials and annually filing new materials at Troy State-Dothan's Department of Archives and Wiregrass History (For information, contact Dr. Martin Oliff)
  • Maintaining an indexed notebook of Minutes of previous meetings (this notebook is to be passed on to the next SACRAO Secretary)
  • Sending sympathy cards to families of deceased members and submits memorial information for inclusion in the SACRAO Newsletter
  • Performing other duties as requested by the Executive Committee such as preparing and distributing communications, reports and files

Treasurer
The Treasurer is elected for a two-year term and assumes office at the close of the annual conference. The Treasurer is elected in odd-numbered years.

Special requirements for this office holder include:
  • Knowledge of computer and banking services in order to print and maintain bookkeeping software, financial statements, and reports
  • Institutional computer support to maintain and process financial records
  • Time for the Treasurer to perform these services
  • Must work closely with the SACRAO President, President Elect, Immediate Past-President, Vice President for States/Regionals and Membership, and LAC Finance Chairs
SACRAO has a Winbook Si notebook computer, laser and bubblejet printers, Microsoft Windows ME and Office 2000, and Quicken accounting package to maintain a checkbook, general ledger, and other financial records.

Responsibilities:
  • Receiving the annual dues for various types of SACRAO membership from the VPSRM
  • Paying the expenses of SACRAO according to SACRAO guidelines or upon approval by the President
  • Filing corporate income tax statements, including returns from the annual conference
  • Preparing quarterly (April 30, July 15, October 15 and January 15) financial statements for the Auditing Committee and the Finance Committee
  • Preparing a complete financial report at the end of the fiscal year, which will be audited along with Quicken reports and paper files by the Auditing Committee
  • Coordinating banking services, debit cards, and corporation insurance, and serves as official SACRAO corporate address
  • Arranging independent audit for calendar year preceding expiration of term of office

Member-At-Large/Evaluation Chair
There are two Members-at-Large on the Executive Committee. Each is elected for a one-year term and assumes duties at the end of the annual conference. One of the two members will be assigned the duties of Evaluations Committee Chair. The role of the Member-at-Large is especially important to ensure that the Executive Committee has a wide range of input and diverse representation.

The annual conference Evaluation Committee, appointed by the President and chaired by one of the Members-at-Large on the Executive Committee, is responsible for the development and administration of forms used to evaluate the quality of the annual conference. The committee tabulates the ratings by the membership and submits the data to the incoming Executive Committee and the next meeting's Program Committee, via the President-Elect.

Responsibilities:
  • Attending two consecutive SACRAO annual conferences, participating on the Evaluation Committee both years (one year to observe, learn and critique; the other year to lead)
  • Soliciting feedback about the session, session Moderators and the conference evaluation forms from the Executive Committee and the Evaluation Committee
  • Designing the forms and arranging for the printing and shipping of forms to the annual conference site
  • Preparing instructions for session Moderators, and final evaluation summary forms
  • Coordinating the Moderator Breakfast with the Newsletter Editor and President-Elect
  • Setting up the Evaluation Committee room (assigned by the LAC), making sure appropriate supplies and computers are available
  • Scheduling committee members and volunteers to maintain continuous coverage during hours the room is open
  • Writing a summary article for the April SACRAO Newsletter (outgoing chair)

Member-At-Large/Recognition and Awards
There are two Members-at-Large on the Executive Committee. Each is elected for a one-year term and assumes duties at the end of the annual conference. One of the two members will be assigned the duties of Recognition and Awards Committee Chair. The Recognition and Awards Committee is appointed by the President and is responsible for refining the guidelines and criteria for the Executive Committee's use in selecting individuals for formal recognition (Honorary Membership, Certificate of Appreciation and the Distinguished Service Award). The committee solicits nominations from the membership, screens candidates according to established criteria, and recommends candidates for approval by the Executive Committee.

The role of the Member-At-Large is especially important to ensure that the Executive Committee has a wide range of input and diverse representation.

Responsibilities:
  • Sending the nominations, including copies of the nomination forms, for Honorary Membership, Distinguished Service and Certificates of Appreciation to the Executive Committee for review prior to the Summer Planning Meeting
  • Presenting awards at the annual Business Meeting

Newsletter Editor
The SACRAO Newsletter Editor is appointed by the President for a one- year term. The Editor may be reappointed by each new President for a maximum of three years of service. The Editor is an ex-officio, non-voting member of the Executive Committee

Three newsletters are published each year:
  1. A spring publication (April) to include the proceedings from the February annual conference; a nomination form for Honorary Member and Distinguished Service Award; and SACRAO at AACRAO information
  2. A fall publication (September) that highlights the June planning of the Program and Executive Committees, a preliminary program agenda for the next annual conference
  3. A winter publication (December) to include final details and announcements on the program and local arrangements plans for the annual SACRAO meeting in February, nominations for officer positions and candidates for the N & E Committee ballot, and proposed changes to the Constitution and Bylaws
The Newsletter Editor must have some skills in desktop publishing, or have access to institutional staff with these skills. Time management skills are also important for this position.

NOTE: The Executive Committee voted in 1993 that advertisements and job postings should not appear in the SACRAO Newsletter.

Responsibilities:
  • Coordinating the receipt of information from the SACRAO Executive Committee, Program and Standing Committee Chairs, State Newsletter Editors and State Association Presidents
  • Printing and distributing the Newsletter to the membership three times each year
  • Preparing a proposed Budget for printing and mailing costs for the Finance Committee by December 1
  • Preparing an annual report and a proposed budget for distribution at the February meeting of the Executive Committee

SACRAO Local Arrangements Chair
Local Arrangements responsibilities are performed by a committee which generally includes 20-30 people. The Chair of the Local Arrangements Committee (LAC) is responsible for coordinating the numerous activities related to the annual conference, except the program itself, and printing the program

Responsibilities:
  • Serving on the Executive Committee as an ex-officio non-voting member beginning in February the year before the annual conference being coordinated
  • Attending the Summer Planning Meeting a year and a half (approximately 20 months) prior to the annual conference for which responsibility has been accepted (Expenses for the Summer Planning Meeting are generally paid by SACRAO)
  • Appointing Chair and members for hospitality, registration, exhibits, finance and other subcommittees
  • Preparing an estimated budget and presenting it for approval to the Executive Committee at the Summer Planning Meeting
  • Consulting with the SACRAO Treasurer to ensure that LAC finances are handled in a manner consistent with the accounting procedures of the organization
  • Following guidelines of conference special details as outlined in the General Policies and Guidelines of SACRAO
  • Hosting the Summer Planning Meeting for Executive and Program Committees at the conference hotel (approximately 8 months before annual conference being coordinated)
  • Coordinating Summer Planning Meeting room assignments with the President (see travel section), as well as travel information, meeting rooms and meal plans and communicating to President and President-Elect in adequate time to inform all who will attend
  • Monitoring the progress of LAC subcommittees, which includes continuous contact with Subcommittee Chairs to ensure timetables and responsibilities are being met
  • Scheduling LAC meetings to update information and to assign possible additional duties
  • Detailed Minutes should be maintained for future reference and as information for President, President Elect and the LAC for the next annual conference
  • Determining the distribution of complimentary rooms in coordination with the President and works to ensure the hotel's provision of special services for VIPs
  • Representing the LAC on the Program and Executive Committees - continual contact is critical
  • Serving as a resource to the next LAC Chair at a briefing session during the annual conference
  • Sending letters/notes of appreciation within two weeks after the annual conference
  • Submitting final report to the next LAC Chair, the President, President Elect, Immediate Past President and Executive Committee concerning finances, registrations and general observations, problems and recommendations, as soon as financial accounts are closed and no later than the annual AACRAO meeting in April
  • Forwarding LAC manual updates to the next LAC Chair, the President, President Elect and Immediate Past President




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