ALPHA LAMBDA DELTA UNIVERSITY OF OKLAHOMA Officer Requirements & Descriptions Office Hours: o o o o o All officers are required to attend a one hour office hour per week An officer s office hour should be spent working on ALD related items All officers must post on the office hour discussion board on Canvas to receive credit for attendance. Failure to post on Canvas will result in an unexcused absence If you are unable to attend your scheduled office hour or you need to temporarily reschedule, you must communicate this change with the chapter advisor If you miss an office hour (for an excused or unexcused reason), you must make up that office hour within one week of the absence Executive Meeting: o All executive meetings (6 per semester) are mandatory. Missing an executive meeting without providing a valid excuse to the chapter advisor will result in an unexcused absence o If you are unable to attend an executive meeting, you need to contact the chapter advisor as soon as possible General Meetings: o All general meetings (3 per semester) are mandatory. Missing a general meeting without providing a valid excuse to the chapter advisor will result in an unexcused absence o If you are unable to attend a general meeting, you need to contact the chapter advisor as soon as possible Service Events: o All officers are required to attend at least 3 service events per semester. Failure to attend 3 service events per semester will result in an unexcused absence for every service event you did not attend o If you sign up for a service event but do not attend without contacting the chapter advisors and/or service chairs, you will receive an unexcused absence * According to OU ALD chapter by-laws, If an officer misses four meetings and/or office hours during the year (Fall and Spring semester) without an official excuse given by the President or Chapter Advisor, that officer is required to relinquish the office immediately and a replacement is to be appointed by the President with advice and consent of the Executive Council.
President Shall direct the activity and event planning for the chapter for the year in consultation with the Executive Council and Chapter Advisors. Shall set-up and lead Executive Council and General Meetings. Shall attend a monthly meeting with the Chapter Advisors and the 1 st Vice President to go over the monthly report of officer progress and goals for the upcoming month. Shall attend, at chapter expense, the annual Alpha Lambda Delta fall National Leadership Workshop. Shall make a report of the national workshop activities and events to the Executive Council no later than two weeks following the national workshop. Shall, during the regular academic terms, hold twice monthly regular meetings of the Executive Council and shall send a written agenda of each meeting at least 24 hours in advance to all officers and the chapter advisors. Shall maintain efficient and timely communication among officers, advisors, and members. Shall respond promptly to all requests from national office and local advisors. Shall help to create interest in ALD among current members and prospective members. Shall work closely with both vice-presidents and treasurer to ensure that the local chapter constitution meets guidelines for SGA. Shall be aware of duties for all officers and ensure that those duties are performed in a timely manner.
1 st Vice President Internal Communications Shall report at Executive Council meetings. Shall communicate with 2 nd Vice President, Publicity, Service Co-Chairs, Historian Co- Chairs, Scholarship, and Elections on a weekly basis to gather information regarding officer progress, goals, and plans for each of the offices listed above. Shall report findings from communications with the 2 nd Vice President, Publicity, Service Co-Chairs, Historian Co-Chairs, Scholarship, and Elections in a monthly meeting to the President and Advisors. Shall serve as the point of contact for officers in the event that a concern arises throughout the year between any officers or within an officer s position. Shall report the officer concerns to the President and Chapter Advisors in a timely manner and will assist in mediation as needed. Shall assist President in the set-up of Executive Council and General Meetings, as well as assist in leading these meetings as necessary. Shall respond promptly to all requests from the President and Chapter Advisors.
2 nd Vice President Campus Outreach & Recruitment Shall report at Executive Council Meetings. Shall assist President in the set-up of Executive Council and General Meetings. Shall report weekly regarding office and Membership Committee updates to the 1 st Vice President. Shall oversee Membership Committee, consisting of the following offices: Publicity, Scholarship, Social, and Elections. Shall arrange dates and locations for new member/prospective officer tabling events and information sessions, and shall work with the Membership Committee in order to execute these events throughout the year. Shall communicate with campus organizations to coordinate ALD s involvement in any opportunities to table during scheduled events. These events include, but are not limited to Howdy Week s Involvement Fair, Winter Welcome Week s Involvement Fair, and Camp Crimson s Involvement Fair. Shall organize benefit nights and coordinate with Service Co-Chairs to donate the proceeds to a non-profit organization chosen by the Executive Council. Shall send out annual recruitment postcard in the spring semester. Shall be in charge of all correspondence with prospective members, including but not limited to reminder emails leading up to information sessions, reminder emails leading up to the invite deadline, follow-up emails after information sessions and tabling events.
Secretary Shall report at Executive Council Meetings. Shall report weekly regarding office updates to the President. Shall take minutes of all Executive Council meetings and submit them electronically to all officers and advisors within 48 hours of the meeting. Shall take attendance at Executive Council and General Meetings. Will notify individual officers, President, and Chapter Advisors when officer has missed two meetings and/or office hours within a semester. Shall ensure the proper appointment of General Meeting attendance and service point credit to participating members. Shall prepare copies of all minutes for inclusion in the scrapbook in time for consideration for national awards. Shall communicate all dates of chapter activities and events that are confirmed at Executive Council meetings to Publicity and Service Co-Chairs. Shall post service points in a timely fashion.
Treasurer Shall report weekly regarding office updates to the President. Will oversee $1,250 in funds allotted annually for the organization to purchase refreshments, supplies, and other costs for social activities or service events. Shall receive fund requests from officers. Shall make a monthly report of the status of these funds to the Executive Council including projected budget amount for upcoming expenses. Shall gain approval for fund requests submitted. Shall attend all SGA meeting(s) required for budgetary processes and present the ALD requests for annual and supplemental funding as available. Shall work with the President to ensure that ALD remains an officially recognized student organization by SGA and the Division of Student Affairs.
Service Co-Chairs Shall report at Executive Council and make announcements at General Meetings. Shall report weekly regarding office updates to the 1 st Vice President. Shall report monthly to the Chapter Advisors and the Co-Historians to ensure that service opportunities are up-to-date on the OU ALD website, and are included in the monthly newsletter. Shall arrange monthly service events in which chapter members can participate for service points. At least two outside service events should be offered each month. Shall work closely with the Publicity Co-Chairs to ensure the adequate publicity of service events. Shall work closely with the Secretary to ensure the proper appointment of service point credit to participating members in a timely fashion. Shall work closely with the President to ensure that two or three officers are present for each service event to record attendance and service point credit. Shall endeavor to provide a wide variety of service events, both on campus and in the Norman and Oklahoma City community that are respectful of time, length, distance, etc. Shall offer membership and lead a Service Committee, made up of 3-5 active ALD members. This committee shall meet at least once monthly to plan and execute events. These committee members should assist with the early planning and proper execution of service events.
Publicity Chair Shall report to the Executive Council. Shall report weekly regarding office updates to the 1 st Vice President. Shall serve as an active officer on the Membership Committee, tasked with the mission of creating and executing a plan to reach our recruitment goals. Shall arrange timely publicity for all chapter events and activities including but not limited to information booths, information sessions, social media, email, chalking, flyers, and newsletters. Shall be familiar with all OU policies regarding publicity for student organizations. Shall offer membership and lead a Publicity committee, made up of 3-5 active ALD members. This committee shall meet at least once monthly to plan and execute events. These committee members should assist with activities such as chalking, putting up flyers, posting on social media, and/or assisting with the newsletter.
Elections Chair Shall report at Executive Council Meetings. Shall report weekly regarding office updates to the 1 st Vice President. Shall serve as an active officer on the Membership Committee, tasked with the mission of creating and executing a plan to reach our recruitment goals. Shall lead execution of fall (when necessary) and spring election processes. Shall review annually (in January) procedures for chapter officer selections, and shall communicate results of this review to Executive Council for their approval. Shall set dates, with assistance from Chapter Advisors, for all officer selection procedures and work with Publicity Co-Chairs to arrange publicity. Shall work with Executive Council to ensure that there is a schedule in place for when outgoing officers should be sitting in on the interviews. Shall report to the Executive Council the results of the officer selections and shall notify all candidates of the results within three days of the final interviews. Shall ensure that all officers selected appear at the appropriate place and time for officer induction.
Historian Co-Chairs Shall report at Executive Council Meetings. Shall report weekly regarding office updates to the 1 st Vice President. Shall create annual chapter scrapbook for submission to the National Office by the deadline date. Shall consult previous chapter scrapbooks and chapter officers who attended the fall national workshop for contemporary ideas and regulations. Shall work to be as creative and efficient as possible in presenting chapter and member accomplishments. Shall be aware of scrapbook regulations set by the Executive Council including the need for organizations internal communication (chapter minutes and possibly sample emails, social media, and/or newsletter communication) and letter of support from the Dean of University College. Shall work with the President to submit an annual article to the Flame, the national magazine. Shall attend all ALD events to take pictures and record numbers for such events.
Scholarship Chair Shall report at Executive Council Meetings. Shall report weekly regarding office updates to the 1 st Vice President. Shall serve as an active officer on the Membership Committee, tasked with the mission of creating and executing a plan to reach our recruitment goals. Shall work closely with the chapter advisors to annually review the chapter scholarship offerings and procedures for applications. Shall work with the chapter advisor to select the faculty committee to review applications and submit recommendations. Shall work with the chapter advisors to review the amounts to be offered to chapter sophomores and juniors as well as quantity of scholarships in each class. Shall work with the chapter advisors to ensure that all scholarship winners are present at the proper ceremony to be recognized as chapter scholarship recipients. Shall promote and receive applications for national Trow, Stemler, and Graduate Fellowship applications. Shall work closely with the Publicity Co-Chairs to advertise both local and national scholarship opportunities and final results. Shall make a preliminary report to Executive Council regarding amounts and number of local scholarships. Shall make a final report to Executive Council regarding dispensation of local scholarships.
Social Chair Shall report at Executive Council Meetings. Shall report weekly regarding office updates to the President. Shall serve as an active officer on the Membership Committee, tasked with the mission of creating and executing a plan to reach our recruitment goals. Shall create opportunities for the executive council to partake in bonding experiences outside of mandatory ALD events. Shall facilitate internal relations by working on projects that boost and maintain positive morale throughout the executive council. Shall create and lead ice-breakers and/or other interactive activities for the general meetings and other chapter events. Shall assist with planning, organization, and facilitating additional general meeting activities including assisting service co-chairs with general meeting service projects and contacting speakers for special topic presentations. Shall write all correspondence on behalf of the chapter including, but not limited to, congratulatory notes, thank you notes, and good luck notes.
Junior Advisors Shall assist in the interview and selection process of the 2018-2019 Executive Council. Shall work closely with the Chapter Advisor to create cohesive leadership for the officers. Shall attend bi-weekly advisor meetings to help keep all advisors on the same page, as well as planning for the upcoming weeks. Shall work closely with all of the officers, providing guidance and direction as needed. Shall help with delegation of responsibilities each week and ensure that tasks are being completed in a timely manner. Junior Advisors will be tasked with focusing either on chapter communications or chapter recruitment once being selected. They will work throughout the year with the officers heavily involved within their focus area, and will report bi-weekly to the Chapter Advisor on the status of the overall mission within their focus area.
Senior Advisors Shall assist in the interview and selection process of Junior Advisors, as well as the 2018-2019 Executive Council. Shall work closely with the Chapter Advisor to create cohesive leadership for the officers. Shall attend bi-weekly advisor meetings to help keep all advisors on the same page, as well as planning for the upcoming weeks. Shall work closely with all of the officers, providing guidance and direction as needed. Shall help with delegation of responsibilities each week and ensure that tasks are being completed in a timely manner. Senior Advisors will be tasked with focusing on administrative roles and maintaining policy throughout the year. They will be knowledgeable on the chapter by-laws, will report bi-weekly to the Chapter Advisor on any issues or concerns that they find, and will assist in making decisions regarding policy and administrative happenings.