Leadership Opportunities

President-Elect
(Executive Board - Voting Member)

Illinois Association of Collegiate Registrars and Admissions Officer

Election/Term of Office: Bylaws, Article V, Section 5. President-Elect. The President-Elect shall become President at the end of his or her term as President-Elect. The President-Elect shall succeed to the presidency should that office become vacant, and under such circumstance, shall be eligible in the following year for a full term as President. The President-Elect shall assist the President in the discharge of his or duties and shall perform such other duties as from time to time may be assigned to him or her by the President or Executive Board. This position assumes a three-year commitment to the Executive Board of IACRAO, the first year as President-Elect, the second year as President, and the third year as Past President.

Reports to: President
Primary Function: The President-Elect shall be responsible for the coordination of the annual conference and shall serve as chair on the annual conference’s Program Committee.

Major Responsibilities

  1. Assist the President of the association in all phases of the work of the organization and represent the President when necessary in his/her absence.

  2. Attend all meetings of the Executive Board. This will require travel to the meetings which will vary in location. Expenses will be paid by IACRAO. There are three to four meetings each year.

  3. Meet with the President as soon as possible to receive information, materials, and information regarding the duties and responsibilities of the President-Elect.

  4. Read the IACRAO Constitution and Bylaws.

  5. Chair the Program Committee for the IACRAO Annual Meeting. The Program Committee consists of the District Chairpersons, EEO Officer and Local Arrangements Chair as assigned by the President-Elect.

  6. Review the suggested calendar of events for the IACRAO Annual Conference. Flexibility is allowed for those who find a different arrangement suits them better.

  7. Bring archival material to the conference Executive Board meeting (or as needed) for submission to Archivist.

  8. Along with the President, Past President, Treasurer, Past Treasurer, Communications Manager, and Website Manager, responsible for the administration of the MemberClicks system (approving Listserv notifications, updating the system, etc.).

  9. Submit articles, according to established guidelines, to the Editor for publication in the Chronicle.

Month Task

December

Receive previous Conference Evaluations from President. Select Local Arrangements Chair(s) and provide name(s) to President for formal appointment. Begin discussions with Local Arrangement Chair(s) on general plans for the conference. Topics should include conference theme, entertainment, opening, and closing speakers, and scheduling a visit to the conference site. Read the hotel contract. Identify charges for function space and determine penalties if the room block is not met. Hold Program Committee meeting during or after the Executive Board meeting to brainstorm and identify possible session topics and speakers. Assign sessions to Program Committee members.

January

Visit the conference site with Local Arrangements Chair. Tour meeting rooms, banquet/full session rooms, guest rooms, registration area, vendor area, and storage area. Discuss available technology resources (power strips, projection screens, and internet access), audiovisual services, copy services, and meals/breaks. Obtain price listings for all of the above and deadline dates for ordering. Determine the number of program sessions needed based on the number of available session rooms and the number of time slots. Include the sessions and meetings (including OAROSUI, ICCAROO, and vendors) that are held at each annual conference.

February

Hold Program Committee meeting during or after the Executive Board meeting. Distribute session proposal forms. Discuss progress on assigned sessions. Determine which sessions are viable and which should be eliminated. Discuss entertainment, speakers and giveaway item. Work with the Local Arrangements Committee to establish a budget for the conference. Determine conference registration fees. Consult with AACRAO for a national representative to attend IACRAO annual meeting.

March

Program Committee emails progress report to President-Elect including any sessions that are still not finalized.

April

Program Committee emails progress report to President-Elect of any problems or special needs regarding program sessions. Entertainment and speakers should be finalized. Deadline to submit session proposal forms which include technology needs and session descriptions. Post-conference information on the IACRAO Listserv. On the IACRAO website, post-conference registration link and hotel reservation link. 

May

President-Elect meets with Local Arrangements Chair to discuss the registration process, conference publications, and meals for the conference. Program Committee meets during or after the Executive Board meeting. Submit the mini-program to the Technology Committee Chair to be posted on the IACRAO website. Conference program and registration materials should be available online. Deadline to submit session proposal forms which include technology needs and session descriptions. 

June

Final call for any additional program sessions. All sessions must have presenters and moderators assigned to them. 

 July

Finalize the program information and begin to create the program. Submit the final program to the Technology Committee Chair to be posted on the IACRAO website.

Ensure that recognition plaques are prepared for presentation at the conference to the outgoing Executive Board members, outgoing District Chairs, and to individuals receiving honorary memberships (if applicable). Ensure that certificates of appreciation are prepared for the outgoing Chronicle Editor when applicable. Once the final program is posted to the web, send notice via the Listserv to members that conference information is available on the website.

August

Continue to send additional conference information including the updated mini- program to the Technology Committee Chair to be updated on the website. Order plaque with gavel in recognition of outgoing President and a token of appreciation for the Local Arrangements Chair. Reserve rooms at the conference hotel for President, President-Elect, Local Arrangements Chair, AACRAO representative, and speaker(s) if applicable.

September

All equipment needs for sessions are identified and sent to the Local Arrangements Chair and Technology Committee. Work with the Local Arrangements Committee to solicit items to raffle. Prepare an evaluation form for individual sessions and the conference in general. Contact OAROSUI and ICCAROO to inform them if they want refreshments at their meeting they need to order and arrange payment through the hotel catering director. Send out a call on the Listserv for session moderators. Request donated promotional items to include in handout packets

October

 

 

President-Elect sends reminders to all individuals involved with program sessions. The printed conference program is available. President-Elect prepares any last-minute program changes to be included as updates in conference materials. Facilitate moderator session at the annual conference on Wednesday morning. Secure moderators for each session that is not covered during the Tuesday night conference preparation Executive Board meeting. Provide evaluation forms to moderators. Prepare any items to be discussed at the annual meeting upon assuming the position of President. Prepare a brief agenda for the first Executive Board meeting to be held on the last day of the conference.

November

Request that the Treasurer prepares a final financial report for the annual conference for the February Executive Board meeting.