The N4A Committee Chair Resource Manual

Transcription

1 The N4A Committee Chair Resource Manual

2 Table of Contents FORWARD... 3 COMMITTEE STRUCTURE... 3 JOB DESCRIPTION... 4 Committee Chair Duties:... 4 N4A COMMITTEES & MISSION STATEMENTS... 5 Professional Development Division... 5 Student-Athlete Development Division... 5 Membership Services Division... 6 N4A COMMITTEE STRUCTURE... 7 What are the expectations of the N4A Committees?... 7 What roles are available if I choose to participate in a N4A committee?... 7 What support will I have if I become a Committee Chair?... 7 How is a committee member identified?... 7 What is an action report and what are the timelines for submission?... 8 Who am I responsible for communicating with as committee chair?... 8 What is the purpose of the N4A website for committees?... 8 What meetings are committees responsible for sharing updates?... 8 CONSTITUTION... 9 MENTOR/MENTEE PROGRAM... 9 What s In It For The New Professional?... 9 EXAMPLE COMMITTEE REPORT Page 2

3 FORWARD Congratulations on being elected as a National Association of Academic Advisors for Athletics (N4A) Committee Chair! I hope you will enjoy your term (two years) and find it fulfilling and satisfying as you work with the N4A volunteer leadership to build and position N4A as it strives to meet and fulfill its mission. This manual was developed to provide information on current N4A policies and procedures as well as serve as a resource during your term. If you have suggestions on content or any great idea ah-ha moments please contact the your Division Director so we can (1) implement the needed change, and (2) share the information with your fellow Committee Chairs. Thank you for your commitment, service and continued support of N4A. COMMITTEE STRUCTURE Professional Development Division - Research Committee - Strategic Planning Committee - Model Practice Committee Student-Athlete Development Division - Ethnic Concerns Committee - Life Skills Committee - Student-Athlete Recognition Committee - LGBTA Committee - Learning Concerns Committee Membership Services Division - Membership Committee - Legislative Affairs Committee - Two-Year College Committee Page 3

4 JOB DESCRIPTION The Committee Chair shall be elected by his/her committee members and serve a minimum of two years as chair. The Committee Chair must be a N4A member in good standing. Your term of office will begin at the conclusion of the national convention, and for the next two years, you will represent the members in your committee. As Committee Chair, you will solicit input from the chair-elect and members of your committee on pertinent issues to the committee and/or to the national organization while coordinating all business affairs. Committee Chair Duties: 1. Attend the National Convention. 2. Develop, evaluate, and adjust the committee performance plan in order to establish goals, objectives, and action steps for the given convention year. 3. Complete task(s) outlined in the committee performance plan and those assigned by the Division Director and the President. 4. Maintain an up-to-date directory of all committee members. 5. Be sure that each of N4A s five regions are represented on the committee. 6. Ensure that regional liaisons are providing regular updates to their respective Regional Directors. 7. Submit a written report to your Division Director prior to the mid-year Board of Directors meeting. 8. Ensure that all information relevant to your committee is posted on the N4A Web site. 9. Submit a written report no later than 30 days prior to the Pre-Convention Board of Directors Meeting to your Division Director. 10. Communicate all committee activities to appropriate Division Director. 11. Nominate featured speaker for the National Convention upon request. Page 4

5 N4A COMMITTEES & MISSION STATEMENTS Professional Development Division Research: To assist existing committees in research endeavors, to support graduate student research, to provide a forum for scholarly interaction and publication, to assist N4A leadership in collecting research from the membership, and to maintain an archive of academic research relevant to the work of N4A members. Strategic Planning: To develop the N4A strategic plan, to evaluate and monitor the progress of the plan, to assist committees in meeting the goals of the plan, and to advise N4A leadership on the timeline for developing a new plan. Model Practices: To assist in identifying policies, practices, and programs that can be used to enrich student-athlete support services programming in areas such as: Academic Advisement, Academic Integrity, Disability Resources, Life Skills, Target Populations, and Tutoring. Student-Athlete Development Division Ethnic Concerns: To expand the awareness of N4A members of challenges facing ethnic minority student athletes as well as athletic/academic professionals. Also, to formulate a plan of action to increase the involvement of professionals from underrepresented programs and address the holistic nurturing of cultural, professional, and intellectual development of the membership. Life Skills: To support the efforts of members in their goal to provide student athletes with a wellrounded collegiate experience. Student-Athlete Recognition: To recognize student athletes who have made unique contributions to intercollegiate athletic programs. LGBTA: To explore ways to provide education, information, and training to the N4A members so that they can assist and support student athletes. To serve as an ally and resource to LGBTA professionals and the Association. Learning Concerns and Enhancement: To explore existing programs and service options available to student athletes with learning concerns and to educate the membership regarding techniques and strategies for learning enhancement; to encourage collaboration of all support services for the enhancement of student athletes; and to identify the unique issues of the field and provide communication and support for professionals. Page 5

6 Membership Services Division Membership: To facilitate the orientation of new members, to coordinate activities that enhance the continuity of the membership, and to focus on retention and recruitment efforts for membership. Legislative Affairs: To provide an analysis of pending legislation which can affect N4A members and their student athletes; to develop new proposals, amendments, and concepts to be considered by the appropriate constituents within the NCAA. To serve as a liaison with these associations and to disseminate information on legislation to the N4A membership. Two-Year Colleges: To serve a diversified and changing school system and its student athletes through excellence in teaching and support systems. To communicate with the N4A membership about topics impacting two-year colleges and the students transferring from their institutions. Page 6

7 N4A COMMITTEE STRUCTURE Thank you for your interest in serving the National Association of Academic Advisors for Athletics (N4A) as a Committee Chair. In order to assist you we would like to inform you of how the Committees work. What are the expectations of the N4A Committees? N4A committees are expected to support and accomplish all goals as outlined in the N4A Strategic Plan. N4A committees are a vital part of the services offered to the N4A membership. What roles are available if I choose to participate in a N4A committee? Committees Chair The Committee Chair shall be elected by his/her committee members and serve a minimum of two years as chair. The Committee Chair must be an N4A member in good standing. The Committee Chair is responsible for providing the leadership throughout the year for the committee. Chair-Elect The Chair-Elect serves in the role of Committee Chair when the chair is unavailable to represent the committee. The Chair-Elect is designated to assume the role of the Committee Chair once the individual has chosen to complete his/her term. Core Member Core members are individuals who have agreed to assist the committee on a yearly basis. Core members are actively engaged in the communication and duties of the committee as outlined in the N4A Strategic Plan and the committee August action report. At least five core members must be identified to assist the chair and chair-elect. General Member General members are individuals who are listed on communication, attend committee meetings as able, and assist in committee projects at the national convention. What support will I have if I become a Committee Chair? This manual will be available on the N4A website to outline the duties of the committee chair. In addition, the Division Director will provide guidance and assistance. The Chair-Elect also has a responsibility to support the chair during the year so he/she can learn from the experience and then take over as Committee Chair. Additionally, there will be a strategic planning liaison dedicated to each committee to assist with conference calls, helping to keep the goals of the committee in line with the strategic plan, and to assist with the action reports. How is a committee member identified? A committee member is identified by his/her interest through communication to the committee chair, communication to a N4A Board member, communication at a regional meeting or national convention, or attendance at a committee meeting. Once the member is identified, the Committee Chair designates the role of the member as core or general. Committee Chairs must identify at least one member from each region, preferably being at least one core member from each region. Page 7

8 What is an action report and what are the timelines for submission? Action report is a template used by the committee to track the goals of the committee, the timeline to achieve the goals, the person in charge of leading the action, and a summary of the results of the goals. Action reports are due to the Division Director by August 1, December 1, and May 1. All action reports must include the goals as outlined in the N4A Strategic Plan. The report may also include any new initiatives by the committee. Who am I responsible for communicating with as committee chair? Committee Chairs are responsible for keeping all committee members informed. Committee Chairs are expected to communicate in preparation for the three action reports and for the national convention. All communication from the Committee Chair should be copied to his/her Division Director and to the Strategic Planning Committee Liaison assigned to the committee. What is the purpose of the N4A website for committees? The website is used for storing documents and communicating with members. The website is a place that all documents are to be stored so that all committee members can access the forms and also so future committee members can use the documents for reference purposes. The final action report for the year should remain on this website. Any other historical documents for the committee should remain on the website also. What meetings are committees responsible for sharing updates? Committee reports are communicated at: five regional meetings, any region meetings held at the national convention, and the actual committee meeting hosted at the national convention. The Committee Chair and Chair-Elect are expected to attend the national convention. Page 8

9 CONSTITUTION Article 5. Committees There shall be a Board of Directors comprised of President, President-Elect, Past President, Directors-At- Large (3), Division Directors (3) Regional Directors (5), and a Historian. Non-voting members include the Parliamentarian, Convention Planner, Convention Program Planner, and the Chair of the Past Presidents Advisory Council (PPAC). The oversight of the N4A finances shall be conducted by a Finance Committee comprised of the President-Elect (chair), President, Past-President, and an elected representative from each Region. Region representatives will be elected to a three-year term with Region 1 and 4 terms ending in 2012, Region 2 and 5 ending in 2011, and Region 3 ending in There shall be an Executive Committee comprised of President, Past-President, and President-Elect. There shall be a Past Presidents Advisory Council (PPAC) comprised of Past Presidents still active in the profession and N4A members in good standing who choose to be a member of the committee. MENTOR/MENTEE PROGRAM An essential, yet underestimated, factor in professional development are the alliances formed between mentors (seasoned professional) and mentees (novice professional). Such alliances build bridges that reach far beyond mutual sharing of work related information. The N4A Mentor/Mentee Program is a service that facilitates such bridges. The service is provided by the Association through its membership committee and is available to all members. Purpose: The Purpose of the N4A Mentoring Program is to provide the membership with the following: - A service that might not otherwise be available through campus or local community resources directed at professional development. - A vehicle for communication and collaboration that supports the ethics of collegiality and bridge building. - A means to increase involvement in the Association. - A means to enhance satisfaction with the Association. What s In It For The New Professional? The mentor program can assist new professionals as they begin to develop a career in athletic academic advising. A mentor will be able to make you aware of unknown resources; Research Literature, Model Programs and Interventions, Program Evaluation Tools, National Clearinghouses and Consortiums. Mentors, themselves, can be a valuable resource by offering answers to questions about how to direct and manage academic support programs, how to communicate with coaches, faculty and staff, and how to decipher and apply NCAA rules and regulations. Page 9

10 EXAMPLE COMMITTEE REPORT Name of Committee: Research Committee Chair: Carla Winters Chair-Elect: Jason Frank N 4 A C o m m i t t e e R e p o r t Reporting Periods: 1) August 1 a) Establish core committee members b) Prioritize any goals that are listed on the N4A strategic plan c) Finalize committee action plan template for the year 2) December 1 a) Submit initial report b) Submit updated Action Plan listing completed items and next steps 3) April 1 a) Submit final report b) Submit completed Action Plan c) Discuss any items to be addressed at the national convention d) Discuss leadership plan for national convention as well as moving forward postconvention Committee Members: Name School Address Core Member Carla Winters University of Oklahoma cwinters@ou.edu X Jason Frank University of South Florida jmfrank@usf.edu X Cayce Crenshaw Elon University ccrenshaw2@elon.edu X Christopher Pell Georgia State University chrispell1978@gmail.com X Gerald Gurney University of Oklahoma ggurney@ou.edu X Mark Trumbo Ball State University mhtrumbo@bsu.edu X Alexis McClain University of Massachusetts mcclain.a@live.com X Jonathan Healy Eastern Kentucky University jonathan.healy@eku.edu X Justin Johnson University of Arkansas jjjohns@uark.edu X Lowell Wightman Colorado State University coachlkw@gmail.com X Tiffany Hall James Madison University hall2ta@jmu.edu X Caltha Seymour West Point caltha.seymour@usma.edu Evelyn Gordon San Angelo State evelyn.gordon@angelo.edu Judy Sackfield Texas A&M Commerce judy_sackfield@tamu-commerce.edu Kayleigh McCauley Texas A&M Corpus Christi kayleigh.mccauley@tamucc.edu Kevin Deitrick Duquesne University deitrickk@duq.edu Ashley Keys North Carolina A & T ankeys@ncat.edu Marie Tyrrell mttyrrell@gmail.com Jacqueline Bishop jacquelinebishop@gmail.com Leah Saal Louisiana State University lsall@lsu.edu Victoria Casas North Carolina State U Victoria_casas@ncsu.edu Warren Simpson San Angelo State warren.simpson@angelo.edu Page 10

11 August 1 Notes/Recommendations: Our immediate task: 1. Evaluation and summary of the Post Convention survey. We have 182 surveys collected through Survey Monkey (approx. 33% response rate). There are features in Survey Monkey that will help with the analysis. Our job: analyze the results, provide some guidance on interpretation, summarize any key findings. Completed/submitted. In the near future: 2. Certification Current Issues survey. Working with the Certification Committee to provide guidance to our program certification initiative. Goal is to determine a membership opinion on two issues that have been brought up for discussion. This survey is presently in a draft form and will be sent out to a targeted group in the upcoming weeks. Our job: analyze the results of the survey to determine practices of the membership and see if an overall membership consensus is reached. Completed/submitted 3. The National Office is in the process of gathering the membership records for us to analyze, working with the Membership Committee and President-Elect, Bart Byrd. As soon as this information is made available, the first step will be overall organization/cleaning in preparation for analysis. Our job: analyze the historical membership records based upon data made available, note any trends, make suggestions for data collection for future membership records, provide recommendations to membership committee for next areas of investigation. In progress; data collected and coded. Ready for analysis Possibility: 4. Initial Eligibility. As part of an initiative to become more active in the formation of NCAA legislation, the research committee may be called upon to assist in the reaction to/determining efficacy of any new initial eligibility models that may be presented by the NCAA s Academic Cabinet. Completed. Page 11

12 December 1 Notes/Recommendations: Subcommittees have been formed to work in small groups on specific tasks. Progress has been made on the Action Plan in the areas of: Research Initiative, Athlife Foundation: Justin Johnson, Lowell Wightman, Mark Trumbo, Alexis McClain, Cat Seymour Conference call with Jeff McCann, Executive Director of Athlife Foundation on a joint effort to perform research on establishing athletic academic support in the secondary education system. Next call is scheduled for December 9. Research Award: Jonathan Healy, Cayce Crenshaw, Mark Trumbo, Jason Frank The group is currently reviewing the publicized information regarding the research award and planning the strategy for advertisement. Tentative timeline: begin advertisement of award by first week in December. Membership Data Project: Cayce Crenshaw, Lowell Wightman, Mark Hampton, Tory Casas Working with Tamika Spivey from the Membership Committee and making recommendations regarding type and accessibility of information needed for new members, possible revision of N4A membership application, and analyzing membership data. Athletic Academic Journal Recent conversation with Dr. Jackson regarding the possibility of someone from the Research Committee serving on the editorial board went well. Dr. Jackson was very receptive to the idea and provided a list of preferred qualifications of reviewers. Good candidates would have an earned terminal degree, are successfully published authors, and have had a breadth of exposure in athletics. Interested people should send a CV directly to him with a letter requesting consideration to be included on the board of reviewers. Because this position is for a member of the research committee, it would be implied that during the 2 3 years of service as a reviewer, there is the expectation to continue in a role as an active member of the N4A Research Committee. Page 12

13 May 1 Notes/Recommendations: Research Committee ACTION PLAN Implementation Strategy: (List Implementation Strategy from Strategic Plan Here) IMPLEMENTATION EVALUATION Action Steps? Who is responsible? Leader/other members What resources are needed? Timeframe/ Results Proof of Success? How will it be measured? Action Achieved YES/NO? DATE? NOTES Serve as resource to membership Carla/Core members Technical support from National Office; Direction from BOD May 1, 2012 Itemized in Strategic Plan Investigate Feasibility of Practitioner s Update or a Library space to be added to the Locker Room on the website to post articles and submit research Carla Technical Support from National Office August 1, 2011 We will either move forward with a practitioner s update or have a dedicated Library on the website After investigation and consideration of time and resources necessary for completion, it has been decided that such a project is not feasible. Investigate details of journal and committee member s involvement Carla Contact information for editor; who makes this decision? December 1, 2011 A member of the Research Committee will or will not be on the editorial board Contacted Dr. Jackson. Interested members will submit CV directly to Page 13

14 of the journal him. Update Research Committee s Link on Web Site; including a link with past Research Award winners Carla/Core Assistance with web site posting process May 1, 2012 Website will be updated Assist National Office by providing information regarding grant opportunities Carla/Core members Initiative to fund. Ongoing Grants investigated One suggestion made to President; will continue to search. Assist Membership Committee with specific research projects Carla/Cayce/ Lowell/ Mark/Tory Data from National Office Ongoing Research Award Carla/Jonathan /Cayce/Mark/ Jason Access to e- mails Timeline Presentation and award at national convention Page 14