Drafting and Proofing Emails: You will also be expected
to draft professional emails for distribution through our email list-serve.
Spelling and grammatical errors are unacceptable and reflect poorly on
our organization. Additionally, you will also be responsible for
forwarding emails from other Exec members through the email distribution
list. Remember, keep emails to a minimum. You should average
around 1 email every 10-14 days through our list-serves, including our
email and Facebook List Serves. Please note, whatever email you send
via our email distribution list, you should send the same message through
facebook. This maximizes our chances of hitting our targeted audience.
Sending Event Reminders: Send event reminders approximately
1 week before the event - so that people will mark it on their calendars,
and then again the day before the event - to remind everyone to come out.
If the event is off campus, coordinate with the Programming Officer to
find out who is driving, where everyone needs to meet, and times of departure
and return. Reminders with clear information
on meet-up location, departure times and return times are very important
and can make or break a program or event - especially those off campus.
You'll find that most people would like to participate in events - just
make it easy for them. Make sure emails and flyers have clear and
accurate information. Provide a phone number - either your number,
your assistant's or the Programming Director's, so that if people have
trouble or get lost, they can call for help. Finally, if an event
is off campus, print out directions for each car that is driving, and make
sure that the cars have each others' cell phone numbers. Keep All
Events ORGANIZED and you will continue to keep La Raza the great organization
that it is.
**Reserving Meeting Space: Once the Board identifies
the semester's meeting dates and time, it is up to you to reserve the space.
You can reserve rooms, kiosks, and other materials and spaces for La Raza
by contacting the Office of Student
Leadership
and Involvement.
**Appointing Officers: According to our constitution,
you are responsible for appointing the Webmaster(s), Historian(s), and
if you deem necessary, the Liaison to the NCLR. Please fill these
positions as soon as possible with quality La Raza members.
**Meeting Minutes: The Vice President of Administration
is responsible for taking meeting minutes, typing them and emailing them
to the Board before the next meeting. Minutes from previous meetings
are to be reviewed and approved by the Board's vote at the beginning of
each Executive Meeting.
**Registration Packets: The link to the registration
info can be found here.
Failure to register La Raza annually could lead to the University dissolving
our organization - don't give them a reason to!! Registration
deadline is October 1 of each year.
**Activities Night: The Vice President of Administration
is also responsible for reserving La Raza space at each Activities night
and/or Activities Fairs hosted by the Office of Student Leadership and
Involvement. Additionally, the VP of Administration is responsible
for getting all Presentation Boards and other Activities Night resources,
including flyers, awards, handbills (mini-flyers) and photo albums to the
table La Raza reserves for Activities Night.
**Alumni Affairs: As the Vice President of Administration,
it is your responsibility to get the information of all graduating La Raza
members. Secure their name, degree, phone number, perm address and
their post undergraduate plans. This is important because La Raza's
Alumni are important contributors to the strength of the organization.
With permission from the graduate, coordinate with the webmaster and post
the names and significant undergraduate accomplishments of the La Raza
Alumni on our site.
**Recruiting Assistants - As an Executive Board Officer,
it is your responsibility to recruit several assistants - preferably freshmen
and sophomores. La Raza places an emphasis on pulling each other
up and passing the torch. Assistants will not only give the next
generation of Latino leaders at West Chester University a sense of ownership
of the organization, but their insight and assistance will make your job
much easier while simultaneously strengthening our organization and ensuring
its healthy longevity.
.....
a. Recording and maintaining records of the Campus Alliance de La Raza’s
meetings and events
b. Recording and submitting official minutes to the organization via
email
c. Recording attendance at all Meetings and Events
d. Monitoring The Campus Alliance de La Raza’s email account
e. Keeping a master e-Mail/address list of all members and alumni
f. Receiving all submitted nominations and motions to nominate, remove,
or commend an officer/member
g. Acting as the Custodian of all records
h. Updating the Campus Alliance de La Raza’s Constitution every year
i. Annually Re-Registering the CALR with West Chester University
j. Appointing the CALR Historian(s), Public Relations Officer(s), Webmaster,
NCLR Representative
