|
April |
| President |
- Request chairs/liaisons to collaborate on annual committee reports due May 1 to Board Liaison, President, Newsletter Editor-in-Chief, and Archivist
- Review Strategic Plan activities
- Ask committee chairs whether they will hold meetings at conference and give results to Secretary and CPC chair(s)
- Submit President's Corner (due May 1)
- Work with conference evaluation form preparers to review/revise form and ensure someone will tabulate information after conference
- Request ECC to add new Board members to board-l; send announcement to Board list and to new officers and Board members welcoming those newly elected; make sure that new Board members know that they are invited to attend the June/Conference Board meeting and provide them with necessary details
|
| Past President |
- Work with President and Vice President to gather names of outgoing officers, Board, committee chairs and recipients of special awards ( May 1 deadline)
|
| Vice President |
- Appoint committee chairs for next year
- Talk to Board members and officers for the following year about possible liaison assignments
- Make committee appointments (volunteer forms due to Vice President by April 1) and invite new committee members to attend committee meetings at conference
- Get list of new committee chairs and committee members to D&D (due May 1)
- Get call for papers to PPC to begin to distribute
- Work with President and Past President to gather names of outgoing officers, Board, committee chairs and recipients of special awards (May 1 deadline)
|
| Secretary |
- Send welcome letters to newly elected Board members
- Send list of officers/Board members to D&D
- Keep track of any Board decisions made via board-l; these will be added to next minutes
- Update NASIG Working Calendar
|
| Treasurer |
- Keep President and Board updated on registration progress
- Keep in touch with CPC and PPC chair(s) weekly in regard to any financial problems or questions for the conference
|
| COMMITTEES |
| All committees |
- Prepare annual reports for President, Newsletter Editor-in-Chief, Board Liaison, and Archivist (due May 1)
|
| Archivist |
- Approach outgoing committee chairs and officers for relevant files to add to NASIG archives
|
| A&R |
- Deadline to notify grant and award recipients
- Finalize travel arrangements for grant and award recipients
- Prepare conference evaluation form
- Contact non-recipients as early as possible
|
| CPC |
- Arrange for AV in coordination with PPC
- Work with PPC and Proceedings Editors to prepare agenda for speakers' meeting
|
| D&D |
- Send membership listing to desktop publisher
- Obtain front matter for directory (Bylaws, NASIGNET section, committee rosters, officer/Board job descriptions, committee charges, volunteer form, etc.) from President, Vice President, Secretary, Bylaws Committee chair, ECC chair(s), etc. so ready to go to the printer May 1
|
| ECC |
- Assist Proceedings Editors with mounting online version of Proceedings by updating appropriate links on NASIGWeb
|
| Newsletter |
- Post deadline for May issue to chairs-l and board-l
- Gather submissions and prepare May issue
|
| N&E |
- Post election results to NASIG-L
- Submit report to Newsletter (May 1 deadline)
- Review any challenges to election
- Send letters to nominees on election results
|
| Proceedings |
- Select recorders, matching volunteers against their tactics session, vision sessions, and pre-conference preferences. If there are more sessions than volunteers, solicit recorders from the registration list
- Making Assignments: This is somewhat difficult. You will have to compare the list of recorders? names with the sessions they are attending. You can choose to select the exact number of recorders you need from the pool of volunteers and then, if you have a session that needs to be covered, but no corresponding Recorder, ask a volunteer to go to a session for which s/he is not registered. OR you can accept, on a preliminary basis, more volunteer recorders than there are sessions to record and hope that you will be able to match recorders to sessions based on the Recorder?s actual schedule. If you take the latter approach, you will disappoint some people who will NOT be given an assignment. If you communicate clearly about the assignments, this may not be a problem, but set a deadline by which you will inform all volunteers of whether they have been given an assignment or not. Finally, regardless of which approach you take, you may have to ask a few recorders to attend and record a session that they did not plan to attend
- Contact the recorders via e-mail or phone and inform them that complete instructions are forthcoming. Create a mailing list (e-mail) for the recorders
- Send letters or email to successful and unsuccessful Recorder applicants. See Appendices B and C
- Contact strategy session speakers. (PPC helped us in 2000 by including our letter and instructions with PPC?s letter to the speakers.) See Appendices B and C
- Send list of recorders to Newsletter editor (this is to avoid duplicate volunteers). Depending on when the Newsletter editor makes his/her selections, it may not be possible to avoid duplication of volunteers. If you are concerned about this, speak to the Newsletter editor
|
| PPC |
- Remind speakers to purchase airline tickets
- Submit speaker handouts to CPC
- Finalize moderators for Informal Discussion Groups and User Group Lunches
- Request room assignments from CPC
- Submit information for conference packets to CPC
- Ask for updated bios from speakers
- Match up introducers for sessions
|
| Site Selection |
- Continue to work on preliminary checklists
|
