The
Executive Manual
UNIT # 5731
www.uabnaacp.com [email protected]
THIS MANUAL IS CONFIDENTIAL AND IS NOT TO BE SHARED WITH PUBLIC
UNLESS AUTHORIZED BY PRESIDENT.
TABLE OF CONTENTS
Chapter
History
Lift
Every Voice
Important
Addresses/NAACP & Black National Anthem
Important
Addresses/Phone Numbers
Amendments
Chapter
rules
Code
of Conduct
Procedures/FYI
Job
descriptions & duties
Executive
Training II
Quick
Course in Parliamentary
Inappropriate
Conduct write-up
Requisition
for funds
Event
Proposal
OUR PURPOSE
TO inform youth of the problems
affecting Africans in the Diaspora and other people of color.
TO advance the economic, educational, social, and political status of Africans
in the Diaspora and other people of color.
TO stimulate an appreciation of the African American contribution to
TO develop an intelligent and militant youth leadership.
History
The
NAACP & BLACK
NATIONAL ANTHEM
James Weldon Johnson, Words
John Rosamond Johnson, Music
Lift every voice and sing, till earth
and heaven ring,
Ring with the harmonies of liberty;
Let our rejoicing rise, high as the listening skies,
Let it resound loud as the rolling sea.
Sing a song full of the faith that the dark past has taught us,
Sing a song full of the hope that the present has brought us;
Facing the rising sun of our new day begun,
Let us march on till victory is won.
Stony the road we trod, bitter the
chastening rod,
Felt in the days when hope unborn had died;
Yet with a steady beat, have not our weary feet,
Come to the place for which our fathers sighed?
We have come over a way that with tears has been watered,
We have come, treading our path through the blood of the slaughtered;
Out from the gloomy past, till now we stand at last
Where the white gleam of our bright star is cast.
God of our weary years, God of our
silent tears,
Thou Who hast brought us thus far on the way;
Thou Who hast by Thy might, led us into the light,
Keep us forever in the path, we pray.
Lest our feet stray from the places, our God, where we met Thee.
Lest our hearts, drunk with the wine of the world, we forget Thee.
Shadowed beneath Thy hand, may we forever stand,
True to our God, true to our native land.
HISTORY
The
NAACP was formed in response to the 1908 race riot in
At the end of the 20th century, the NAACP
focused on economic development and educational programs for youths, while also
continuing its role as legal advocate for civil rights issues. The organization
currently has more than 500,000 members.
Important Ad
dresses/
Phone Numbers
NATIONAL
OFFICE (Membership, Youth & College Division)
REGIONAL
OFFICE
Regional
Youth Field Director
Office of
the
3rd Floor *
City Hall*
Office of
the
Office of
the Alabama Governor, State Capitol
Montgomery,
Of the
UAB Chapter of the NAACP
(Amendments are adopted by ¾ vote by chapter
general body)
Adopted 2000
Amendment
1: membership
Full
membership shall be limited to currently enroll undergraduate students here at
the
Amendment
2: Officers
Officers
of the UAB College Chapter of the NAACP shall be currently enrolled
undergraduate students her at the
Amendment
3: Term of an Officer
The
tern if an officer shall be for one year.
Elections shall be annually held in the spring quarter with newly elected
officers receiving their duties in the beginning fall quarter.
Amendment
4: Voting
Only
currently enrolled undergraduate student swill be able to vote for officers and
official business of the
Amendment
5: Quorum
Amendments
will require a 2/3 majority vote for proposals and considerations with ¾ for
adoptions and ratifications.
(Rules
are adopted by ¾ vote by executive committee)
Rule 1:
Gospel Classic
The Gospel Classic Coordinating Committee shall be an independent committee
and shall consist of the current finance, a representative from the advisory
board, at least two past Gospel Classic Coordinating Committee members and at
least one member not of the current executive committee. (Adopted Fall 2003)
Section 1. An appropriation of
at least on-third of the profit from the Gospel Classic concerts is to be
earmarked towards the following semester’s Annual Image Awards and Fashion Show
ceremony’s general budget. (Adopted Summer 2005)
Rule
2. Advisory Board
There shall be an advisory board that consists of two to five
members. The chairperson of the board is
voted on by the executive committee with a 2/3 vote availing. (Adopted Fall
2003)
Rule
3. Finances
A financial statement shall be submitted to the executive committee at
least every two weeks by the treasurer.
This statement shall be signed by the president, the treasurer, and a
representative from the advisory board. (Adopted Fall 2003)
Rule
4. Communications
Section 1. All statements rendered
to any party about the UAB NAACP must be approved by the executive committee.
Section 2. Any document that containing
the UAB NAACP, its executive committee’s names, or its logo must be recognized
by the president and/or the executive committee.
Section 3. The chairperson of
the press and publicity committee shall be the official counter spokesperson
for the chapter at all events and shall be the immediate approver of all
literature to be distributed which includes but is not limited to: flyers, press
releases, and statements to media outlets.
In the event that the press and publicity chairperson can not perform
his/her duties the vice president will then be the counter spokesperson to the
president. (Sections. 1-3 Adopted Fall
2003)
Rule
5. Debate Rule
Regarding items on the
agenda during a chapter executive meeting, no debate on an issue should surpass
five-minutes unless it is agreed to by a two-thirds vote, by chapter
executives, that it be exceeded after the five-minute limit has expired. (Adopted Summer 2005)
Procedures/
FYI
Keeping our
part/Responsibility
Remember that INITIATE is an important word on
the e-board. You must be able to self start and not be spoon fed by the
advisor or the president. No excuses are to be accepted when there is
reasonable time to do work. Job duties are not hard when you use your
time wisely. Remember to RESEARCH, COORDINATE, INITIATE!
To do lists are distributes weekly in an email
from the President. (If to-do list is
not issues, that doesn’t not necessarily mean that there are no duties for the
week.)
The executive manual must be returned at
the end of the semester (date will be announced by president) with all
requested information completed. (NOT TURNING IN MANUAL AT SEMESTER’S END
EQUALS AUTOMATIC TERMINATION) Requested information includes:
1. Committee
activities
2. Financial
reports (treasurer)
3. Membership
reports (secretary)
4. Program proposal for following semester.
5. Any other
information that president requests to include.
A program is required for all committees every
semester or it will be immediately disposed off the following semester.
Email is the primary way off contact. It
is required that every executive check their email on a daily basis.
It is an automatic termination if three
consecutive executive meetings are missed.
The president must be notified immediately
if duties cannot be fulfilled for event/day-to-day operations.
Always go to http://www.naacp.org/work/youth_college/youth_college.shtml
For deadlines an other important information that may have been overlooked.
A time must be set aside by each executive to do
NAACP work each week. This helps with time management.
When introducing a program/event,
1. Fill out the program/event proposal form.
2. Notify
recording secretary to include the item on the next e-board meeting.
3. Bring proposal
to executive meeting. And prepare to present your idea.
4. It
is to be approved with a 2/3 vote by the board.
Keeping us
professional/meeting decorum
Anger management is a must. Call 1-800-375-4577
(the anger management hotline) for help.
No goods/funds donated to the UAB Chapter of the
NAACP is to be reimbursed or taken for personal use unless it has been
authorized by the e-board or by the president in advance.
Respect is to be given to each member. No
attitude is acceptable. There is too much work to be done to be petty and
insubordinate.
The recording secretary holds all member contact
information and forms. Return all correspondence that must be only held by
recording secretary promptly.
There will be no eating at general meetings
unless it has been decided that food will be part of the program.
Keeping us successful
Members (paid/unpaid) must be contacted by phone
about meetings and event participation.
(The statistics have shown that when members were contacted by phone,
the meeting attendance was higher as compared to when they were not when attendance
was at an all-time low.)
No decisions can be made individually in making
a decision that will affect the chapter on a long term basis. The president
must be notified of efforts in advance.
Program evaluations must be administered at
every event and must be turned in immediately to the highest ranking official
present at the event.
Finances
NO FUNDS can be disbursed if it has not been
deposited into the chapter’s account.
A petty cash system is to be held by the advisor
in the amount of no more than $50. This
list is to be audited weekly by the treasurer.
Balance is to be reported to treasurer weekly by the advisor.
It is against the rules and regulations of the
NAACP to reimburse funds to any party.
A tally of all donations must be kept by the
treasurer. The treasurer must be notified immediately of donations to
the chapter.
When asking for money,
1. Fill out requisition for funds.
2. Notify
recording secretary to include the item for the executive meeting. At the
executive meeting it will either be approved or denied by the executive
board. Sign requisition form. If approved, a check or funds will be given
to you by the treasurer.
3. Use funds for
program/project economically. (Remember that money for the chapter is hard to
come by, you may be fundraising for the chapter in the future. It’s your money
too!!)
4. Bring back
receipts and the balance of the money used.
5. Sign
requisition stating return of funds.
(Requisition
must be signed regardless of zero returned)
All checks numbers must be included in
bookkeeping record (includes disbursements /donations..etc).
UAB NAACP
Executive Training II
WHAT WILL
THIS TRAINING CONSIST OF? You will
know…..
Expectations of Executives
How to fill out Facility Requests
How to fill out a membership
Preparing for meetings
Decorum/Professionalism
PURPOSE----THE SURVIVAL OF
THE ORGANIZATION
EXPECTATIONS
To be professional.
To get to-do list items done by deadline; and
notify president if duty cannot be fulfilled.
To be respectful of all people.
To be knowledgeable of organization (national
and local) history, meetings, current events and rules. www.uabnaacp.com
To attend executive meetings. (only 2 can be
missed per semester) After 3rd is
automatic termination or special meeting called.
To attend and help with events in all committees
if called on.
To be a self starter (which is mentioned on the
executive application. Being pro-active
is needed.
FACILITY
REQUESTS
Go to Operations Office in Room 125 on the 1st
Floor and pick up a facility request form from this building. THE
Always get form signed by advisor.
The “Contact Person” is always the head of the
event.
Always get the room for as much time as possible
(UNTIL CLOSING IF NIGHT EVENT) to avoid getting rushed out of room.
Always put “400 Rooms” in the space preferred
field to open the ability for getting meeting room space.
Always attach a diagram for major events like
Image Awards or events that causes for there to be a stage.
Always get more than what you need. (Mics,
tables, mic stands..etc.) You will find
out that things come up unexpected at events)
Immediately ask in the office for available
space and for confirmation sent by email.
FILLING
OUT AND SENDING IN MEMBERSHIP TO NATIONALS
We do not get all of the membership money given
to us.
It is sent to nationals using a shared formula.
SENDING
IN MEMBERSHIPS
•
Lets say you have 3 new memberships!
•
2 youth (15.00) and 1 adult (30.00)
•
You would tally national portion (youth
memberships) 10.20 times 2 =20.40 and the one adult membership = 18.10. Add them together and the national office
will get 38.50.
•
You
would then submit a requisition for the 38.50 check to treasurer at an exec
meeting and get a check written for that amount signed by the treasurer and the
president.
WHAT TO DO NOW THAT YOU HAVE THE CHECK?
You fill in this form with your totals with
signature of secretary or overseer if seat is vacant.
WHAT NEXT?
You then fill in
each section with the names and addresses of each of the paid members in each
numbered box. MAKE SURE TO USE ADULT
MEMBERSHIP REGISTRATION FORM FOR ADULT MEMBERSHIPS AND YOUTH MEMBERSHIP REG.
FORMS FOR YOUTH MEMBERSHIPS TO MAKE SURE THE CHAPTER GETS ITS CREDIT!
NOW!!!!!
Once everything is
filled in, go over the membership information to make sure it’s accurate and no
mistakes were made.
Now, copy the information. Each unit must have proof of 25 members on
hand at all times.
COPY ALL FORMS THAT WERE FILLED OUT!
Put in packet and send to National Office Membership
Dept. (address located in manual)
WHAT
DOES NATIONALS DO WITH THEIR SHARE?
PREPARING FOR MEETINGS
Make time for the
meeting. (Don’t plan activities after a meeting has been scheduled.) This
stagnates progress in the organization.
Let president know
you will not be able to attend ahead of time, so we won’t be expecting an issue
to be discussed.
Email an item for
the agenda.
Make sure you
finish up last minute items needed to be done on the weekly to-do list.
(following up on emails/phone calls)
Come prepared with:
committee contacts, business contacts, blue manual, and calendar.
PROFESSIONALISM DURING
MEETINGS
At executive
meetings raise hand when in discussion or debate to be acknowledged.
Do not give people
permission to speak; this is the responsibility of the chair.
Reports should
consist of items done, not new business to be discussed; that is to be
submitted ahead of time to secretary to be included on the agenda in new
business.
Wear better than
athletic wear to general meetings; (dressy blue and black is the norm).
FYI
The chapter is a
501 (c)4 organization and cannot give tax deductions to anyone who donates.
We must always have
25 memberships to keep charter active.
The NAACP was
banned in
The online calendar
is updated, that is to be checked by execs to include on their personal
calendars.
Executives are also
asked to put all executives PHONE & EMAIL ADDRESSES in their personal
phones and calendars for easy immediate access when important items are
needed.
WHY DO MEETINGS FAIL
LEADER RELATED
Lack
of Agenda and Purpose;
Hidden
Agenda or "Rubber Stamp" the Plan;
Leader
does not appear to be in Charge;
Leader
talks too much: does not listen;
No
Handouts on Future Plans/ Programs.
GROUP RELATED
Poor
Performance: Tasks avoided or not complete; (NOT PREPARED EVENTHOUGH THERE IS
AN UNDERSTANDING OF THE DUTIES) Speech making / Rambling / Domination;
Silence
/ Withdrawal;
Arguments;
Power
- seeking; (person thinks that everyone else’s idea is stupid)
Inaccurate
Listening.
QUICK COURSE IN
PARLIAMENTARY PROCEDURE
PUTTING IDEAS BEFORE THE GROUP
1. Obtaining the Floor
Address the Presiding Officer by his or her official title. Wait for recognition. Once you have the floor, you may speak and with exceptions, no one may interrupt you.
2. Making a Motion
All proposals for action by the group must be presented by a "motion." Begin by saying: “I move that . . . “Make your motion brief and concise. If possible, have it written out ahead of time. The Secretary may request a written copy of any motion.
3. Seconding a Motion
Before an idea may be discussed, it must be seconded. You need not agree with a motion in order to second it. If the Chair overlooks the absence of a second and debate or voting has begun, the second becomes immaterial. An absence of a second does not affect the validity of the motion's adoption.
4. Amending the Motion
To add to, substitute or subtract from a motion that someone else has made, submit your idea to the group by "amending the motion."
5. Amend the Amendment
Altering the motion can be carried one step further by "an amendment to the amendment." You now have a primary amendment and a secondary amendment to the MAIN motion. You may not have more than these two.
6. Point of Information
If the issues become confusing, you may ask for clarification by asking for a "point of clarification" from the chair.
7. Divide the Question
It is often possible that a motion may contain two or more parts that you wish to be considered separately. You may ask that each part be considered separately. This often helps clarify the entire motion and keeps only those parts that most benefit the group. This is usually done by general consent as it only requires a majority vote.
LET’S STICK TO THE FACTS
8. Point of Order
If you feel a violation in parliamentary procedure exists, call for "point of order" to enforce the rules. The Chair rules, but is obliged to recognize you and pass on your inquiry to the group
9. Appeal from Decision of the Chair
If you don’t agree with the decision of the Chair, you can appeal (it must be done immediately following the ruling). It does require a second, then, the Chair must state the question and the whole group votes on whether to over-rule or sustain the Chair. Either a majority vote or a tie will sustain the Chair.
10. Orders of the Day
If the meeting goes off on a tangent and does not: follow the agenda or the order of business, you may remind the Chair by calling for "orders of the day." This requires a 2/3 – vote – and is put to the vote at the discretion of the Chair.
11. Motion to Limit Debate
To prevent a discussion from dragging on endlessly, you can:
A. Move to limit each speaker's time
B. Move to limit the number of speakers
C. Move to limit the overall time of debate
D. Move to close debate at a set time and vote
These questions require a 2/3 vote - this is an important safeguard as it proves that twice as many vote for an issue as against.
12. Motion to Refer
When it is advisable to give further study to a proposal, move that the matter be referred to a Committee.
NOTE: The kind of committee, size and power should be included in the motion.
13. How to End Debate
"Call for the Previous Question" – This will close debate on a pending question and require immediate vote by the group on whether to close debate. 2/3 vote is required.
POSTPONING CONSIDERATION
14. Motion to Table
A move to "lay on the table" means to temporarily put aside one action to consider another. It is not debatable and after a matter has been tabled, it may be taken from the table at the same meeting (if other business has intervened) or at the next regular meeting. After that, it would be "DEAD" and the matter would have to be reintroduced.
15. Postpone to a Certain Time
"I move that action on this matter be postponed until _____________(state time)." If carried, the matter is postponed to the time specified and comes up as "unfinished business."
16. Postpone Indefinitely
Primarily a strategic motion - used to reject main question without incurring direct vote on it.
VOTING AND ADJOURNING
17. Division of the House
To get a more accurate count than a voice vote - call for a "division of the house." A demand of a single member compels the division. This is really a request for a revote. If no request for a division is made when the vote is announced, the only motions that can change a vote are to reconsider or to rescind.
18. Motion to Adjourn
May be made any time - requires a majority.
NICE TO KNOW
19. What's the Quorum in a Committee?
A majority of its members unless otherwise stated in bylaws.
20. Does a Committee Have a Secretary?
The Chair may act as Secretary, but in a large committee, it is advisable to have someone else keep records for the committee’s use.
21. Can Debate be Limited in Committee?
NO.
22. What Rights Do Ex-Officio Members Have?
They have all the rights of any other member, but none of the obligations. Not counted in quorum, but must be notified of all meetings.
23. How Can Action Already Voted On Be Reconsidered?
By a move to reconsider the vote. This must be done on the same day the vote was taken and motion to reconsider may only be made by one who voted on the prevailing side.
24. In a Standing Committee or Special Committee . . .
. . . A motion to reconsider a vote may be made any time regardless of the time that has elapsed. It may be made by anyone who voted with the prevailing side or did not vote at all.
25. Can a Motion Be Rescinded? - When?
Any member can move to rescind a motion. The motion is in order at any time until: action has been taken on the matter. The motion to rescind requires a majority vote with previous notice or a 2/3 vote without notice. The motion and the action to rescind appear in the minutes of the respective meetings where the actions were taken.
NOTE: The motion to rescind (repeal, annul) reopens the whole question for discussion.
26. What Is a Substitute Motion?
A motion of similar but different intent than the pending motion. If a substitute motion carries by majority vote, the second motion becomes the pending question for consideration and the first motion is discarded and is no longer before the assembly.
27. Can the President Introduce New Business?
Yes, but the motion to act must come from the floor.
28. Need Motions Be in Writing?
If possible, write out your motion. The President and/or Secretary may request your motion in writing.
This document was adopted
by the elected executive committee during the
UAB Chapter of the NAACP organizational meeting.
Required meetings
If you can
not make it to a meeting, it is required that you visit an info table in the
month that the meeting is missed. It is required that you attend at least
one general meeting per month and are assigned to a committee to be considered
an active member. A list of all inactive members will be sent to the
national office annually.
Removals from offices
A executive
will fill out a write-up sheet when inappropriate conduct is conducted. After
two of these write-ups are made, there will be a warning given.
Then, after three of these write-ups are made, there will be a
special meeting called by the executive committee. Once the forms are reviewed
and there is reason for removal/retention of the member/officer. After
a discussion at this meeting with the accused, there will be an immediate
vote to remove/hold that member/officer. Then; following there will be a vote
to replace that member/officer if an officer is removed. (Memberships can
be revoked if inappropriate conduct is made). FYI: One- on – one meetings
may be scheduled with President and/or Advisor.
Inappropriate conduct defined
Inappropriate
conduct includes but is not limited to: physical threats, unexplained
no-shows at executive meetings, being out of order (as defined by Robert’s
Rules of Order) during meetings, three consecutive unexplained no-shows at
executive meetings, an unexplained no-show at an event that is to be
organized/supported by the member/officer, not meeting deadlines set by the
president or the executive committee, not doing assigned duties efficiently,
inappropriate language, and committing behavior while doing UAB NAACP business
that is not of the image or of the mission of the NAACP.
Membership requirements
All members are required to do at
least one hour of community service per month. (Community
service as defined/determined by executive committee each month.)
Members are also required to participate in at least one event per semester and
be signed on to a committee. If they can not attend an event, they must
become an active part of the event’s committee.
Inappropriate conduct
Write-up sheet
Name of accused____________________________________________
Name of accuser____________________________________________
Date of incident____________________________________________
Description of incident in detail
Signature of accuser_____________________ Date_____________
Signature of accused______________________________ Date_____________
Received by Name _____________________________ Date_____________
Write up number______
Date of hearing__________
Action taken (warning, removal, position held) ___________
Signature by the accused party does not mean guilt or
innocence, it means acknowledgment of form.
Requisition for funds
Name of committee/person requesting funds____________________________________
Date__________
Amount requested________
Amount received_________
Amount used ____________
Amount returned_________
Reason for funds
APPROVED/DENIED date_________
President Signature________________________________________
Secretary________________________________________________
Treasurer_______________________________________________
I will return all left over funds after receipt and will
provide proper documentation as proof of the funds that were used.
Signature____________________________________
I have returned $____.___ .
Signature____________________________________
Any amount $25 and up must be approved by executive committee.
The
Job descriptions and duties of Committee Chairs
President
- To be the official contact and spokesperson for
the chapter.
- To initiate his/her vision for the chapter.
- To approve all invitations of speakers to
meetings and mass correspondence to the public/membership.
- To distribute weekly/monthly to-do lists.
- To be approver of all things that may have
long-term effect on the chapter.
- To make suggestions to all committees and shall
be advisor for all forums.
- He/she is a member of all committees.
- Notify executives of deadlines.
- Work on THE UNIT newsletter monthly and website.
- Submit report to advisor monthly.
Vice-President
- To be task-master for events and duties.
- Work closely with the committee chairs to make
sure jobs are done by deadline and in order.
- To be the standing committees overall
spokesperson. (Know committees’ happenings/activities)
- Update president on committee
happenings/activities.
- Operate the speakers’ bureau (all past speakers’
contact information) for suggestions to other organizations and for our
future activities.
Recording Secretary
The secretary may
share these duties with co-secretaries.
- To manage co-secretary positions.
- To keep list of all new members and submit them
to the president weekly.
- Provide agenda (regardless of non-submission of
items by the executive committee) & sign-in sheet for every executive
meeting & keep tally of executive attendance from that sheet to be
submitted to the president at his/her request.
- Maintain current and accurate membership roster.
- Take minutes as described in NAACP training at
every executive meeting.
- Work on THE UNIT newsletter monthly.
- Submit membership fees to national office after
15 days of receipt and copy packet to be filed.
- Sign receipt of requisition form.
Corresponding
Secretary
- To retrieve mail from chapter P.O. Box once a
week.
- To check chapter e-mail daily.
- Be a member of all committees.
- Correspond to mail received for chapter. (Upon
informing president of inquiries)
- Make facility requests.
- Notify executives and general membership of
meetings.
- Take responsibility as recording secretary and
membership contact portion of the office of membership chair upon his/her
absence or vacate from office.
Treasurer
- The treasurer is to submit a financial report bi-weekly to the advisor and president.
- To give report at all meetings on chapter’s financial condition.
- Prepare quarterly financial reports to the regional, state, and national offices.
- Find 3 per semester fundraising ideas and initiate them.
- Must submit at least 3 fundraising ideas per semester.
- Be responsible for recording and keeping inventory of all donations to the chapter.
Political Action
- Should prepare and initiate voter registration drives.
- Put on at least one forum per semester.
- Study African-American involvement in the political process and find ways to increase our involvement in politics.
- To encourage voter participation.
- Keep in contact with committee members.
- Meet with committee at least once a month.
- Work info tables for voter registration.
Membership
- Recruit new members by initiating activities that will gain interest.
- To find ways to retain the paid members and encourage membership renewals.
- Be manager of the member paid and unpaid contact program.
- To call all paid and unpaid members to inform them of meetings and activities at least three days before the meeting/event.
- Keep in touch with committee members.
- Meet with committee at least once a month.
- Work info tables for membership recruitment.
- Enter interested member addresses into NAACP
e-mail account.
- Upon absence of membership chair, contact portion of duties to be responsibility of corresponding secretary.
Financial Empowerment
- To find ways to better the African American condition economically on campus.
- Focus on gaining wealth and to encourage economic stability.
- To put on at least one forum per semester.
- Keep in contact with committee members.
- To meet with committee members monthly.
Press and Publicity
- Do a “What’s Ablaze” for every meeting and event at least a week in advance. (Before print deadline).
- Secure marquee for event at least two weeks before an event.
- Put flyers in every campus building (Education, Ullman, Hill Center, Rast, Denman, Hixson, Camp, and Blount Halls, Chemistry, Humanities, Campbell,) for every meeting and event at least a week before the event/meeting.
- Get flyers approved for posting in residence halls.
- Post at least 50 flyers for every event/meeting.
- Be manager of a promotions team that will be the “legs” of the operation.
- Put handbills on cars three days before an event/meeting.
- Meet with committee at least once a month.
- Put out press releases for all events at least a week and a half before event.
- Be a spokesperson for the chapter.
- Do bulletin boards/easel display for every meeting/event at least a week before event/meeting.
- Be in contact with media to secure radio/television/newspaper interviews.
- Post event on UAB Website ISAY forum at least one week before an event.
- Find creative ways to promote events/meetings (banners/signs)
Health
- Put on at least one forum per semester.
- Focus on pregnancy prevention, STDs, and
nutritional health.
- Must meet with committee at least once a month.
Benevolent
- Put on at least one forum per
semester.
- Focus on community service and
involvement.
- Must initiate at least one community service
project month.
- Be official chaplain/missionary of the chapter.
- Create relationships with area churches.
Advisor
1.
Work closely with
local, state, regional offices to update president of important information.
2.
Sign facility
requests.
3.
Advise chapter on
university policies.
African
American Studies Affairs Director
- Works along with the African American Studies
Department to strengthen the major’s image on the campus.
- Promote campus participation in the major.
- Notify Chapter of Department news/information.
- Host one hot-topic discussion on African-American
culture per semester in conjunction with the Department.
Cultural Arts
- Promotes an appreciation of African-American arts
and builds its awareness on campus.
- Puts on at least on event per semester.
Education
1.
Work with area
schools to promote tutoring/mentorship programs.
2.
Promotes
awareness of Black history, on-campus tutoring and enrichment programs.
3.
Informs
membership of scholarship opportunities.
4.
Encourage African
American youth college enrollment.
5.
Put on at least
one forum per semester.
Image Awards
- An
accurate event timeline must be made and given to the exec. board at
the semester of the event's beginning by the Event Chair.
This timeline must be adhered to by all committee members.
- Rehearsal
times/locations made in advance.
- Nominees
contacted at least week & Half before event to give them time to
prepare to be present at ceremony.
- Duties
for the day of the event must be assigned/confirmed a week ahead of
time by committee.
- Must
meet with full committee at least twice before event.
- Must
keep tally of all models email addresses/contact info to update them
weekly of changes and the event info.
- All
aspects of event must be confirmed 2 weeks in advance of event taking
place for sake of publicity and relieving last-minute stress.
- Venue
of event must be confirmed 6 months before event for sake of contacting
modeling companies.
- Date
of purchasing items from store for the event (decorations, awards, food
items) must be confirmed and agreed to by (Image Awards Committee Chairs,
President, Treasurer), preferably weekend before event. (FYI: This will be
a time consuming day)
- Official
Ballot tally/total must be sent by the recording secretary to Image Awards
Chair, Co Chair, President, Advisor as soon as totals are received.
- Committee
signup/contact sheet must be copied and given to each member of the
committee by the event Chair/Co-Chair, with one copy given to the chapter
recording and corresponding secretary.
- All
rented items are the responsibility of the Chair & Co-Chair. They are to return items borrowed at the
date given by the donator.
ALL
COMMITTEES MUST GIVE A REPORT AT EVERY EXECUTIVE MEETING.
A WRITTEN
REPORT OF COMMITTEE ACTIVITIES IS DUE FOLLOWING EVERY EVENT TO THE PRESIDENT/RECORDING
SECRETARY.
Composed entirely
by Brian McCoy, President
Name
of person/committee requesting program ____________________________
Name
of program________________________________________
Dates
of anticipated program initiation___________________________________
What
will the program entail?________________________________________
What are you hoping to accomplish during this program?
What is the estimated student participation (attendance) for
this program? ____________
Would it cost the chapter funds? If so, how much? $_____
Signature President________________________________
Date Approved/Denied _____________________________
