Interfraternity Council Election Packet Executive Council

Transcription

1 Election Packet Executive Council Congratulations on your interest in serving on the s Executive Board. Holding a position on the Interfraternity Executive Board requires a great deal of commitment and demands a certain caliber of leadership and responsibility. Men interested in applying for Executive positions must understand there are no exceptions to our expectations. This packet contains all the information you ll need to prepare and apply for an IFC Executive Board position. Enclosed you will find the following: General qualifications for office Election Timeline Officer position descriptions and performance expectations Election Guidelines Application Qualifications Men interested in running for a Council office must understand there are no exceptions to these qualifications. Failure to meet the expectations outlined here will disqualify you from participating in the election. Candidates must possess the following qualifications: 1. Candidates must be in Good Standing with Rutgers, enrolled for at least 12 credits and have at least a 2.5 cumulative GPA. 2. Candidates must maintain at least a 2.5 cumulative GPA for the length of his term. 3. Candidates must have been initiated on/before Spring Fall 2014 new members are ineligible to apply. 4. If elected, you may not serve as your chapter s President or Recruitment Chair due to the potential conflict of interest. 5. If elected, you must attend weekly meetings as well as weekly Executive Council Meetings. 6. Your chapter must be in Good Standing with the and OFSA before the election meeting is called to order.

2 7. All candidates for President and Vice President of Recruitment must be available to attend summer session meetings and university programs such as New Student Orientations 8. Candidates for IFC President: a. Must have served as a member of his chapter s Executive Board and/or a member of the IFC Executive Board, Recruitment Team, Greek Week Committee or submit a letter of recommendation from two members of the Presidents Council attesting to your preparedness for the position. b. Is expected to attend the Vice President for Student Affairs weekly VCLC Meeting. Election Timeline October 15 th : Candidate packets available October 24 th : Candidate packets due to OFSA by 4pm November 12 th - 13 th : IFC executive candidate interviews November 19 th : IFC elections- Red Lion Café 8pm December 10 th : Council Officer instillation-red Lion Café- 8pm January 16 th -18 th : Officer Retreat- location TBD Once again, thank you for taking the time to apply for an IFC Executive Board position. If you have any questions concerning job descriptions, qualifications for office or the election guidelines, please feel free to contact us. Good luck! Sincerely, Sean Summers President ruifcpresident@gmail.com Kendall Niccum IFC Advisor kan89@echo.rutgers.edu

3 Position Descriptions President: The President shall have general supervision of the affairs of the IFC and shall preside at all meetings of the Executive and Presidents Council. He shall have the authority to appoint committees (with the approval of the Presidents Council). He may bring business to the Presidents Council, and call special meetings when necessary. He will serve as the official spokesperson for the IFC and perform all other duties that pertain to his office. Specific duties of the President include: 1. Preside over all sessions of the Presidents Council and meetings of the Executive Council; 2. Serve on or represent the IFC on any university or student committee as necessary; 3. Coordinate and expedite projects and business of the IFC; 4. Maintain close contact with all work of the IFC; 5. Coordinate the Slating Committee and the IFC Election process; 6. Meet weekly with the IFC Advisor and keep the IFC Advisor informed of all IFC business; 7. Bring business to the Presidents Council when necessary and appropriate; 8. Appoint and disband special committees; 9. Regularly review performance of each IFC executive officer; 10. Call the Presidents Council into special sessions as circumstances dictate; 11. Acts as the official representative of fraternities at official university functions; 12. Prepare the annual awards application for the Northeast Greek Leadership Association; 13. Schedule rooms/meeting locations for each Presidents Council and Executive Council meeting; 14. Oversee all operations and programs of the Executive Council; 15. Participate in Dance Marathon in some capacity; 16. Complete all other duties as assigned. Vice President of Administration: The Vice President of Administration serves on the Executive Council. He is responsible to ensure the minutes and records of the IFC are appropriately filed and that the finances of the IFC are in order and in compliance with all university student organization finance policies. He shall prepare and monitor the IFC budget and provide

4 regular reports to the Presidents Council. He shall perform such other duties as assigned by the Executive or Presidents Council. Specific duties of the Vice President of Administration include: 1. In the temporary absence of the President, perform the duties of that office; 2. Serve as secretary and take the minutes of each Presidents Council and Executive Council meeting; 3. Distribute meeting minutes to member chapters, IFC web page, Greek councils of Rutgers University, OFSA and VPLC; 4. Maintain IFC files, collect and distribute Chapter Rosters among Executive Board Members; 5. Disseminate information to all member fraternities as ordered by the Executive Board, and update the Executive Board on correspondence received and sent; 6. Prepare a budget and submit to the Presidents Council for approval no later than the last meeting of each academic year; 7. Cooperate with the Student Accounting Business Office (SABO), maintain records and observe required procedures; 8. Collect all payments owed to the IFC and notify the President and IFC Advisor when a member chapter is in arrears; 9. Pay all bills owed by the IFC; 10. Oversee the application process and distribution of all IFC sponsored grants; 11. Provide a financial status report at each meeting to the Presidents Council; 12. Participate in Dance Marathon in some capacity; 13. Complete all other duties as assigned. Vice President of External Operations: The Vice President of External Operations serves on the Executive Council. He is responsible for the general marketing and social media efforts of the IFC. He coordinates all large scale programming sponsored by the IFC and facilitates relations with both university and community based organizations. He shall perform such other duties as assigned by the Executive or Presidents Council. Specific duties of the Vice President of External Operations include: 1. Coordinate and manage all IFC related marketing, social media, and public relations initiatives; 2. Manage IFC Website and social media accounts on a weekly basis or as deemed necessary;

5 3. Direct the coordination of Keller activities as well as other community wide recreational events; 4. Develop and maintain IFC relations with directly advised student organizations (i.e. RUSA, RUPA, RHA) and other university departments; 5. Regularly seek out and promote opportunities for fraternity men to increase their involvement in university organizations and to improve their leadership skills; 6. Oversee and/or plan all large-scale programming sponsored by IFC (Greek Week, Homecoming Bonfire, working with athletics, etc.); 7. Update the President s Council of the status of these projects as well as introduce new events to the President s Council; 8. Participate in Dance Marathon in some capacity. 9. Complete all other duties as assigned. Vice President of Recruitment: The Vice President of Recruitment serves on the Executive Council. He is responsible for directing all IFC sponsored recruitment efforts. He shall oversee large-scale programming, implement educational initiatives, and act as a resource for member chapters with specific regard to recruitment processes. Specific duties of the Vice President of Recruitment include: 1. Organize and execute all facets related to the fraternity recruitment program (i.e. Spring Orientation, Student Involvement Fair, etc); 2. Recommend programs to the Executive Board that may be beneficial to fraternity recruitment; 3. Preside over the IFC Recruitment Committee (Recruitment Chairs from each Member Chapter); 4. Produce or coordinate the production of all recruitment and promotional pieces; 5. Publish marketing materials (such as flyers, print advertisements, pamphlets, and a Go Greek Brochure), plan Spring and Fall Info Nights, and ensure an IFC presence at university organization fairs such as involvement fairs and transfer events; 6. Provide chapters with a master list of registered men; 7. Provide chapters with a listing of men eligible to become new members; 8. Develop assessment instruments to evaluate the effectiveness of the recruitment program;

6 9. Provide assistance to chapters and programming to help chapters with their recruitment programs. 10. Meet weekly with the Assistant Dean of Fraternity and Sorority Affairs; 11. Participate in Dance Marathon in some capacity. 12. Complete all other duties as assigned. Vice President of Membership Development: The Vice President of Membership Development serves on the executive council. He is responsible for overseeing the new member education process, scholastic recognition programs, and additional large scale programming for IFC member chapters. He will facilitate the scholastic achievement and community awareness in an effort to enhance the membership process of men within the Greek Community. Specific duties of the Vice President of Membership Development include: 1. Oversee academic development for IFC member chapters; 2. Direct the planning and execution of the New Member Symposium, Hazing Prevention Week, National Ritual Celebration Week, and other associated programs designed to enhance the membership experience; 3. Hold at least one scholarship recognition program or ceremony per semester; 4. Assist chapters in reviewing and/or designing their new member education process to ensure a safe and effective understanding that comes with being a chapter member and being a member of the Greek life community as a whole; 5. Meet with the new member educators to track the progress of each new member class in the areas of academics, leadership development, and service. 6. Provide the new member educators with resources to use during the new member process that include guest speakers and programs that offer expertise in the areas of policy review, risk management, recruitment, effective study habits, campus involvement and community service; 7. Participate in Dance Marathon in some capacity. 8. Complete all other duties as assigned Vice President of Community Outreach and Service: The Vice President of Community Outreach and Service serves on the executive council. He is responsible for overseeing all IFC sponsored service and outreach initiatives. He will direct large scale programming for community-wide events and act

7 as a resource for member chapters with specific regard to planning and executing efficient service and philanthropic events. Specific duties of the Vice President of Community Outreach and Service include: 1. Shall oversee all service initiatives sponsored by the IFC; 2. Coordinate at least one all Greek service event per semester; 3. Provide regular service opportunity and service hours updates to the Presidents Council; 4. Meet with chapter Service Chairmen to assist planning and execution of service events; 5. Serve as the IFC designated representative to the Dance Marathon and provide regular Dance Marathon updates to the Presidents Council; 6. Participate in Dance Marathon in some capacity; 7. Complete all other duties as assigned. Vice President of Leadership Development: The Vice President of Leadership Development serves on the executive council. He is responsible for enhancing the operational efficiency of chapters with specific regard to risk management, finances, officer training and university requirements. Specific duties of the Vice President of Leadership Development include: 1. Assist chapters in reviewing and/or designing their Annual Report execution plan; 2. Work with Career Services or other career development resource to promote and plan; professional development events each semester; 3. Meet with pertinent chapter executive board members to provide resources that include guest; speakers and programs that offer expertise in the areas of policy review, risk management, recruitment, campus involvement, and financial management; 4. Work with the office of leadership and training to establish ongoing developmental programs for IFC member chapters; 5. Participate in Dance Marathon in some capacity. 6. Complete all other duties as assigned.

8 General Information Election Procedures 1. Each candidate must meet all eligibility requirements before the election meeting is called to order. 2. Candidates are encouraged to wear professional dress. Election Meeting The meeting for Executive Officer elections will be conducted as a town hall style meeting. The election moderator (IFC President & IFC Advisor) will ask each candidate questions, based on the previously announced topics. Chapter delegates will be asked to submit questions, based upon the announced topics. The order of election will be President, Vice President of Administration, Vice President of External Operations, Vice President of Recruitment, Vice President of Membership Development, Vice President of Community Service and Outreach, and Vice President of Leadership Development. Prior to the beginning of each candidate panel, each candidate will be permitted to be introduced by a representative from his or another fraternity. Each introductory speaker will be permitted no more than one (1) minute. During the meeting, candidates for each position will be seated, panel style, at the front of the room. 10 minutes will be allotted to each of the seven positions. This does include the introductory speaker(s). Voting Delegate Guidelines 1. One week prior to the election meeting, chapter delegates will be asked to participate in the creation of candidate questions. Chapter Presidents are strongly encouraged to give careful thought to this process and submit their responses to the IFC President by the deadline.

9 2. Each chapter must be in good standing with IFC and OFSA to cast a ballot in the election. 3. Each chapter is entitled to one ballot to be cast by the Chapter President or his approved substitute. Voting shall be conducted by written ballot. 4. At the conclusion of the Candidate question/discussion period, all candidates will be asked to leave the room so that chapters may participate in a brief discussion. Comments must be constructive and not derogatory. Discussions regarding each position will last no longer than five (5) minutes. 5. Candidates must win by a simple majority vote of the member fraternities present and in good standing.

10 Executive Council Petition Name: Organization: Cell Phone: Major: Cumulative GPA: RU ID: Please indicate which position(s) you wish to be considered for, in rank order (please list no more than three positions) President Vice President of Administration Vice President of External Operations Vice President of Recruitment Vice President of Membership Development Vice President of Community Outreach and Service Vice President of Leadership Development Instructions 1. Completely fill out this sheet. Be sure to print neatly. 2. Submit this completed application and your resume to OFSA no later than Friday, October 24 th at 4pm. 3. Interviews: Once you submit your application, you will be contacted to schedule an interview with the IFC Slating Committee. Please note, not all applicants are guaranteed an interview.

11 4. Attach a recent version of your resume to this application. 5. Attach a personal statement (no more than 500 words), indicating your qualifications for this position and the reasons why you wish to serve on the IFC Executive Council. Important Information If elected to the Executive Board, you must agree to the following: 1. To attend the IFC Executive Board retreat, scheduled for January th 2. To attend summer Executive Board meetings, twice per month. 3. To attend weekly Executive Board meetings, held weekly (time TBA by new ex. council) 4. To attend Presidents Council meetings, currently held every Wednesday at 9:30 PM 5. To schedule regular one on one meetings with the IFC Advisors. 6. The term of office begins at Officer Instillation on December 10 th and will conclude December I am aware of the qualifications for office and attest that I meet each requirement. Should I be elected, I understand and am able to attend and actively participate in the above: Signature: Date: