Board Job Descriptions
The President-Elect
1. Attends all Executive and Advisory Board meetings and Annual Business Meeting.
2. Before becoming President, prepares a calendar of events (including a schedule of Board meetings) for the year that he/she will be President, to be given out either on September 10 when he/she assumes the presidency or at the first Board meeting
3. Represents the affiliate at the TESOL Convention.
4. Serves as the official Affiliate Liaison to TESOL--maintains routine communication with the Director of Field Services at the TESOL Central office. Here are some responsibilities of the liaison officer:
a. Submits the annual affiliate report and pays the affiliate's dues to TESOL on or before TESOL's deadline.
b. Keeps TESOL up-to-date about names and contact information of the elected affiliate officers.
c. Receives affiliate correspondence (except that for the Newsletter Editor) from TESOL Central Office on behalf of the affiliate;
d. disseminates information from TESOL to the appropriate leaders and other interested members of the affiliate as quickly as possible, delegating requests from the TESOL Central office to others on the Executive Board and in the affiliate, when suitable; and ensures that information and requests from TESOL are announced, discussed and acted upon in a timely manner.
5. Chairs Executive/Advisory Board/Annual Business meetings in the absence of the President.
6. Assumes the duties of the President if the office becomes vacant, or at the end of his/her year as President-Elect.
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The President
1. Attends and presides at all Executive and Advisory Board Meetings, as well as at the affiliate annual business meeting (reviews Roberts Rules for protocol).
2. Notifies Board members of meetings.
3. Creates agendas for Board meetings (communicated in advance to people who will be attending). Arranges for space, refreshments, etc. for meetings.
4. Ensures that there is an official CarTESOL representative attending SE Regional Council meetings, both at SE Regional Conferences and at the TESOL Convention.
5. May represent the affiliate at Board meetings of NCAIE, FLANC, SCFLTA, SECOL, NAFSA, and other related professional organizations when appropriate.
6. Attends the TESOL Convention as Affiliate Liaison if the VP/PE is unable to do so.
7. Contributes a President's Letter for each Newsletter during term of office.
8. Makes appointments to fill vacancies on the Executive Board and the Advisory Board (with the advice and consent of the Executive Board)
9. Ensures that a Nominating Committee is appointed shortly after the first meeting after the annual election.
10. Oversees follow-up actions to items decided by the Executive Board.
11. Liaisons with and trains the President-Elect extensively.
12. Handles problems and complaints.
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The Past President
1. Attends all Executive and Advisory Board meetings and Annual Business Meeting.
2. Assists the President in duties as requested
3. Oversees the choice and presentation of the Carolina TESOL service award as circumstances warrant
4. Finalizes projects begun during term as President
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What the Secretary does:
1. Attends Executive/Advisory Board meetings and Annual Business Meeting.
2. Records the minutes during each meeting. Distributes minutes to Board members within two weeks after each meeting.
3. Compiles minutes of internet discussions. Determines the format of such discussions (such as requiring that any message be limited to discussion of a single topic, which is referenced in the 'subject' line). Determines the format of such minutes (distributed when requested by an elected Executive Board member), which will include records of who participates in discussion of each issue and the decisions reached.
4. Sends copy of minutes to Historian for archival purposes; provides a copy of all minutes since the previous Newsletter deadline to the Editor: uploads a copy of the minutes to the Carolina TESOL Board Yahoo Groups Website in the FILES section; and also keeps a Secretary's file of minutes.
5. Conducts correspondence of the affiliate as assigned.
6. Maintains affiliate calendar. Sends updated information to the Newsletter Editor and to appropriate organizations. Updates the calendar on the Yahoo Board group and Carolina TESOL listserv as changes occur.
7. Maintains copies of CarTESOL officer job descriptions. Posts a copy on the Yahoo Board group when reviewed and approved by the Board annually.
8. Maintains copy of CarTESOL Constitution/Bylaws. Updates the Constitution and Bylaws on the Yahoo Board group and Carolina TESOL listserv as amendments are approved.
9. Submits a proposal for a yearly budget to the Treasurer by December 1 if there are any projected expenses
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What the Treasurer does:
1. Attends all Executive and Advisory Board Meetings and Annual Business Meeting.
2. Works with Membership Coordinator to ensure a timely deposit of dues received and payment of refunds as needed.
3. Keeps CarTESOL checkbook account in balance with bank statements. Deposits funds in interest-bearing accounts when there is a surplus of funds over current and projected needs.
4. Reimburses Board members, conference Chairs, or others designated by the Board for legitimate expenses when items are submitted to the Treasurer on Expense Report forms.
5. Disburses advances as authorized by the Board. Reconciles advance payments with receipts.
6. Works with conference Chairs to establish a budget and set fees based on previous conferences.
7. Works with conference treasurers to ensure timely deposit of conference fees.
8. Keeps Executive Board aware of the financial position of the affiliate. Carries out decisions and policies of the Executive Board.
9. Maintains a computer file of all CarTESOL expense and income accounts and keeps it up to date. Uses these files to generate financial statements for Board meetings, official conference reports, and year-end expense statements.
10. Keeps a permanent record of each fiscal year, and keeps a backup of the master copy.
11. On Dec. 1 requests budget proposals from any officers/chairs who have not submitted one. Submits a tentative budget to the affiliate in December.
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What the Membership Coordinator does:
1. Attends all Executive and Advisory Board meetings and Annual Business Meeting.
2. See that the Newsletter immediately before the fall conference includes a notice to the effect that "If you are registering for the conference, your membership will be automatic. If you are not attending the Fall conference, now is the time to renew." At this time coordinate with the webmaster to get a membership renewal notice on the listserv and the web site. Coordinate with metro reps about e-mailing the people in their areas about their memberships and distributing membership application forms at meetings.
3. Keeps membership records current
4. Provides labels for Newsletter and other mailings
5. Provides membership report for each Board meeting
6. Submits current membership report to Newsletter Editor for winter issue
7. Shortly after each fall conference (or when requested), provides Regional Reps with
a. a list of Metro areas in their regions and
b. a list of the members in each Metro area.
8. Sends a dated membership list to Program Coordinator at TESOL Central Office no later than December 1 to provide data for the Rebate Program.
9. Distributes dated membership list to North Carolina and South Carolina State Department of Education contacts during January or February
10. Sends a dated membership list to Program Coordinator at TESOL Central Office no later than December 1.
11. Maintains files of non-CarTESOL ESL people across the Carolinas as made available (begin bugging Regional Reps for these in early October); also keep current e-mail connections for
a. the Chairs of ESL programs at institutions of higher education (from the Higher Ed Interest Section Chair),
b. community college ESL program heads (from the adult ed. Chair), and
c, the ESL consultants of the state education departments.
12. Keeps a zip code map of the Carolinas showing the division of CarTESOL into regions and into Metro Areas.15. Submits a proposal for a yearly budget to the Treasurer by December 1 if there are any projected expenses.
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What the Publication Editor does:
1. Attends all Executive and Advisory Board Meetings.
2. Together with the Webmaster, publishes the Carolina TESOL Newsletter four times a year (January, April, July, October)
3. Coordinates with various persons for submission of articles/information/advertising:
Affiliate Partner Liaison, if any
Carolina TESOL Historian
Conference Coordinator and Conference Chairs
Interest Section Chairs (K-12, Adult Education, Higher Education)
Membership Coordinator
President
Publishers Liaison
Regional Representatives
Secretary (affiliate calendar, Executive Board minutes)
State Education Departments (ESL, Migrant Education)
TESOL, Inc.
Treasurer
Webmaster
4. Submits a proposal for a yearly budget to the Treasurer by December 1 for projected expenses.
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What Regional Reps do:
1. Attend all Executive and Advisory Board Meetings and Annual Business Meeting.
2. From the Membership Coordinator, get lists of towns in their areas and lists of all members in each metro area.
3. Ensure that there are Metropolitan Representatives for each major urban area within your region of CarTESOL . Appoint Metro Reps if an area does not have one, or if the current Metro Rep is not performing his/her duties.
4. (1) generally keep in close enough touch with Metro Reps to be sure each is doing his/her/its job.
5. Provide Metro Reps with membership brochures, the metro Rep job description, a list of CarTESOL members in their areas, and Expense Report forms.
6. Encourage periodic activities for the people of each Metro Area. Gather information from each, and prepare a report for each Newsletter.
7. By mid-October, get e-mail lists for each county (from Metro Reps) of the ESL people in public schools and in any community colleges, institutions of higher ed., private schools, and church programs. Forward these when you get them to the Membership Coordinator.
8. Submits a proposal for a yearly budget to the Treasurer by December 1 if there are any projected expenses.
The dividing lines between the eastern and western Regions of SC and NC are up to the Regional Reps. Columbia and the Triad area are more or less on the line between regions and may serve either, at the discretion of the Reps.
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What the Conference Coordinator does:
1. Maintains file (paper and computer) of conference reports (and other significant materials) from each CarTESOL conference.
2. Serves as resource for conference data and/or advice (including copies of previous conference materials). Communicates frequently with conference chairs to encourage and motivate their steady progress with conference preparations.
3. Develops proposals for future CarTESOL conferences. Makes these recommendations and conference updates to Executive Board. Controlling objective: locate conferences/workshops/etc. in as many parts of the Carolinas as possible; many people will not become involved until there is a CarTESOL conference located near them.
4. Finds conference chairs. Coordinates preliminary joint conference planning (i.e., CarTESOL and another professional group) if the CarTESOL Chair has not yet been chosen. Serves as interim conference chair for any Southeast Regional TESOL conference hosted by CarTESOL until Executive Board selects overall chair. Controlling objective: Involve people other than Executive Board members who, if they are doing their jobs, have plenty to do running the affiliate.
5. Maintains list of groups/organizations to receive CarTESOL conference information (e.g., public school ESL and Second Language Supervisors, community college ESL teachers, college/university ESL/Second Language departments, commercial language teaching facilities, and volunteer agencies, such as literacy associations and churches).
6. Submits information about upcoming affiliate conference to be listed in the TESOL conference calendar.
7. Encourages conference chairs to strive for the following objectives:
a. Get as much as possible done by people away from the conference site; people there have plenty to do.
b. Involve as many people as possible in doing conference work, over as wide a spread of the Carolinas as possible. This will help keep individual tasks smaller and get better quality work. In addition, in a very real way, affiliate members are served by serving the affiliate; the more people involved, the more all will benefit.
8. Submits a proposal for a yearly budget to the Treasurer by December 1 if there are any projected expenses.
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What the Publishers Liaison does:
The overall goal of the Publishers Liaison is to assure that a wide selection of publications, software, hardware, and other materials of interest is available for viewing and purchase at Carolina TESOL Conferences. The length of this appointed position is at the discretion of the President, and the appointee reports directly to the President.
1. Works closely with the CarTESOL Conference Coordinator to ascertain dates of future conferences. Subsequently, the appointee informs publishers and their representatives of the dates and location of CarTESOL conferences in order to encourage them to commit to space at upcoming CarTESOL conferences. E-mail communication is highly desirable to facilitate the work of this position.
2. Collaborates with conference chairs to determine the cost of display space. The liaison is responsible for sharing information with conference chairs concerning the number of commitments, monies collected for rental spaces, etc.
3. Endeavors to establish a friendly and supportive relationship with publishers and their representatives by helping to coordinate publishers' events at conferences, forwarding information between vendors and conference chairs, etc.
4. Invites publishers to offer demonstrations or presentations at conferences and invites them to underwrite coffee breaks.
5. Solicits feedback from the membership concerning materials the CarTESOL membership would be interested in having displayed at CarTESOL conferences.
6. Submits updated information about publishers to the web-master, both for the regular webpage and for exhibits at conferences.
7. Submits a proposal for a yearly budget to the Treasurer by December 1 if there are any projected expenses.
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What the Sociopolitical Concerns Coordinator does:
The overall goal is for the Sociopolitical Concerns Coordinator to serve as an intermediary between the Board and membership concerning state and/or national issues related to the teaching of English to speakers of other languages. Ideally a three year appointment. Co-coordinators are suggested so that both North Carolina and South Carolina have representation necessary for specific state and local governmental coordination as appropriate.
1. Distributes Action Alerts to Interest Sections as appropriate. Encourages Interest Section liaisons to act on Action Alerts (e.g. write letters or press releases, meet with legislators, etc.)
2. Encourages Interest Section Chairs to designate a liaison to the Sociopolitical Concerns Committee
3. Submits a legislative update or other material on policy relating to ESL issues to the Newsletter when appropriate (preferably each Newsletter)
4. Maintains current list of North Carolina and South Carolina legislators as well as a current list of federal legislators for both states
5. Develops contacts with Sociopolitical Concerns Committees in other TESOL, Inc. affiliates
6. Brings recommendations for action to the Executive Board (e.g. development of a Carolina TESOL position paper on a specific issue)
7. Submits important links to the webmaster for the Advocacy section of the website.
8. Posts action alerts and other relevant information on the Carolina TESOL listserv.
9. Submits a proposal for a yearly budget to the Treasurer by December 1 if there are any projected expenses.
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What a K-12 Interest Section Chair does:
1. Identifies issues for the Interest Section
2. Plans and conducts Interest Section meetings at conferences
3. Maintains Interest Section contact network (e.g., e-mail, listserv, phone, etc.)
4. Acts as liaison to the Sociopolitical Concerns Coordinator
5. Encourages Interest Section meetings at affiliate conferences, metro gatherings, staff meetings, university methodologies classes, etc
6. Submits articles for the Newsletter
7. Attends Advisory Board meetings as needed
8. Submits a proposal for a yearly budget to the Treasurer by December 1 if there are any projected expenses.
9. Brings recommendations to the Executive Board
10. Networks with respective state Departments of Education
11. Promotes advocacy on K-12 issues through letter writing, position papers, projects, liaison with state political action groups, networking
12. Networks with K-12 Interest Sections of other TESOL, Inc. affiliates
13. Coordinates project teams, established as appropriate
14. Makes sure the Carolina TESOL website has the 10 best links for this Interest Section's links page on the website.
There may most effectively be Co-Chairs for the K-12 Interest Section, one for each state. Interest Section Chairs are appointed by the President.
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What an Adult Education Interest Section Chair does:
1. Identifies issues for the Interest Section
2. Plans and conducts Interest Section meetings at conferences
3. Acts as liaison to the Sociopolitical Concerns Coordinator
4. Encourages Interest Section meetings at affiliate conferences, metro gatherings, staff meetings, university methodologies classes, etc
5. Submits articles for the Newsletter
6. Attends Advisory Board meetings as needed
7. Submits a proposal for a yearly budget to the Treasurer by December 1 if there are any projected expenses.
8. Brings recommendations to the Executive board
9. Maintains a list of contact people for adult education ESL programs in the Carolinas .
10. Promotes advocacy on adult education issues through letter writing, position papers, projects, liaison with state political action groups, networking
11. Networks with Adult Education Interest Sections of other TESOL, Inc. affiliates
12. Coordinates project teams, established as appropriate
13. Makes sure the Carolina TESOL website has the 10 best links for this Interest Section's links page on the website.
There may most effectively be Co-Chairs for the Adult Education Interest Section, one for each state. Interest Section Chairs are appointed by the President.
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What a Higher Education Interest Section Chair does:
1. Identifies issues for the Interest Section
2. Plans and conducts Interest Section meetings at conferences
3. Maintains a list of contact people for higher education ESL programs in the Carolinas .
4. Acts as liaison to the Sociopolitical Concerns Coordinator
5. Encourages Interest Section meetings at affiliate conferences, metro gatherings, staff meetings, university methodologies classes, etc
6. Submits articles for the Newsletter
7. Attends Advisory Board meetings as needed
8. Submits a proposal for a yearly budget to the Treasurer by December 1 if there are any projected expenses.
9. Brings recommendations to the Executive board
10. Promotes issue advocacy through letter writing, position papers, projects, liaison with state political action groups, networking
11. Networks with Higher Ed. Interest Sections of other TESOL, Inc. affiliates
12. Coordinates project teams, established as appropriate
13. Makes sure the Carolina TESOL website has the 10 best links for this Interest Section's links page on the website.
14. Updates the Brochure of ESL Licensure Programs in North and South Carolina , if needed.
Interest Section Chairs are appointed by the President.
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What the Historian does:
1. Maintains on disc a record of affiliate conferences: date(s), location, cost, Chair(s), approximate attendance, and plenary speaker(s)
2. Maintains a listing of affiliate officers, both elected and appointed.
3. Updates the affiliate history as events require.
4. Provides the webmaster with an updated copy of the history yearly.
5. Posts the updated history to the Yahoo Board group and Carolina TESOL listserv at least once a year.
6. Posts other relevant information to the Files section of the Carolina TESOL Board Yahoo site as appropriate.
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What Metro Reps do:
1. Obtain lists of e-mail addresses of all ESL providers--public schools, adult and higher ed., private, volunteer, and church programs, etc. in the metro area--by the end of October each year (send lists to your Regional Representative).
2. Get membership brochures and a list of CarTESOL members in the area from your Regional Rep. for social gatherings.
3. Ensure that there are two or three social gatherings of ESL types annually in their areas (anyone interested in ESL should be invited, not just members). Posts announcements about these events to the listserv and adds them to the Carolina TESOL Yahoo Group calendar. Pot luck gatherings have been quite successful.
4. Provide a quarterly report of happenings in their areas to their Regional Reps at least a month before the Newsletter deadline date.
5. Publicize Carolina TESOL and Southeast Regional TESOL conferences within their areas.
Metro Reps are elected by the people in their urban areas or appointed by their Regional Representatives.
Unless you want to serve as Metro Rep forever, also keep an eye out for someone who could take over your job as Metro Rep after a year or so. Reps should be chosen informally by members in each area.
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1. Maintains the quality and the currency of the Carolina TESOL web site.
2. Determines the nature of material that will be posted.
3. Coordinates with the following to keep material current;
Conference Chairs
Publishers Liaison
Conference Coordinator
Interest Section Chairs (K-12, Adult Education, Higher Education)
Membership Coordinator
President
Secretary (affiliate calendar, Constitution, Executive Board minutes, officer job descriptions)
Publication Editor
Carolina TESOL Historian
4. Submits a proposal for a yearly budget to the Treasurer by December 1 for projected expenses.
5. Monitors the CarTESOL listserv
6. Sets up CarTESOL sites/groups at the direction of the Executive Board.
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What the SE TESOL Rep does:
1. Attend the meetings of the Southeast Regional Council at each TESOL convention and each SE Regional TESOL Conference; arrange for a substitute if unable to attend.
2. Make a prompt written report of the meeting to the Executive Board and the Newsletter.
3. Make all administrative arrangements for anything the affiliate has to do as a result of the Council's actions.
The SE TESOL Rep's position is a three-year one, appointed by the President with the approval of the Executive Board.
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