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Regional Leadership Team Responsibilities and Expectations

Revised:  June 2006

Definitions:

Networking Leadership Council (NLC)
Region Vice President (RVP)
Assistant Region Vice President (ARVP)
Vice President of Student Development (VPSD)
Assistant Vice President of Student Development (AVPSD)
Chapter Networking Staff (CN Staff)
Senior Vice President - Chapter Networking (SVP-CN)
Assistant Vice President - Chapter Networking (ASVP-CN)
Regional Leadership Team (RLT)

Notes:

Annual Term runs from April 1 to March 31 on a two-year term

Additional help is available on the IIE web site within the Chapter Management Center. This location on the website also contains the forms and requirements referenced within this document.

Support for conference call setup is available through the CN Staff.

Overview:

The major responsibility of the Region Leaders is to support the senior and student chapters. They also have responsibility to keep IIE headquarters, in particular the CN Staff, and the SVP-CN up to date with chapter activities.

The RVP position is designated to be that of a strategic leader for the region. The RVP represents the region and its members on the NLC and on various NLC committees. The RVP guides a regional leadership team consisting of, at a minimum, one ARVP and one AVPSD. Additional members of the RLT may be identified by the RVP and should be discussed with the SVP. 

The ARVP reports to the RVP and the AVPSD reports to the VPSD, with a "dotted line" to the RVP.

The ARVP is responsible for the tactical/day-to-day operations of the senior chapters.  It is recommended that the ARVP be someone with strong senior chapter background. 

The AVPSD is responsible for tactical/day-to-day operations of the student chapters.  It is recommended that the AVPSD be someone who has had a strong student chapter background.  While not a requirement, it is recommended that this individual be a fairly recent graduate.

Both of these positions are appointed by the RVP.  All regional leaders will serve a two year term.  One year terms for ARVP and AVPSD should be discussed with the RVP, SVP, and AVPSD (where applicable).  Members of the RLT are not restricted from serving a leadership role in their local chapter; however, any anticipated conflicts should be reviewed with the RVP, SVP, and VPSD, as appropriate.

Region Vice President

Primary point of contact for the NLC, SVP, CN Staff, ARVP. Secondary point of contact for AVPSD.

Supporting IIE and the SVP-CN

  1. RVPs report to the SVP-CN, as defined by the IIE NLC organizational structure.  RVPs may also serve on various NLC committees, such as Outstanding Faculty Advisor or Chapter Development Fund.
  2. Submit region goals and objectives to the SVP-CN within thirty days of orientation.  Orientation occurs at the March NLC Webinar and follow up is held at the May NLC Meeting at the annual conference.
  3. Appoint RLT and inform the SVP-CN and the CN Staff of their appointments.  The ARVP and AVPSD should be appointed with the intent that they will be potential successors for the RVP position.  The RLT should balance out the region in terms of academia/industry and geographic location, when possible.
  4. RVPs are expected to attend the face-to-face NLC meetings in October (Atlanta at IIE HQ) and May (annual conference).  RVPs are also expected to participate in periodic NLC and RVP conference calls.  These meetings and conference calls will be focused on the strategic development of the NLC, chapters, and member benefits.  Should the RVP be unable to attend any of these meetings, another member of the RLT should be designated to participate in his/her place.
  5. Support the NLC in initiatives and action items, as defined during the meetings and conference calls.
  6. Prepare a semi-annual written report of region activities and submit copies to the SVP-CN one month prior to the Fall (October) and Spring (May) NLC Meetings.    At a minimum, these reports should list 3-5 major accomplishments and list any issues facing the chapters in your region.  These reports will be used to update the IIE Board of Trustees.
  7. Initiate the nomination process of your successor.  A nominating committee should be established and include the SVP-CN and CN Staff and must follow the nomination process, as defined by the NLC.  Assist in training of the new RVP and serve as an ARVP for the first six months of your successor's term, to aid in the transition.   Transfer all the files pertaining to the region and ensure smooth succession.
  8. Lead your region's RLT - communicate the NLC's direction and strategy to your RLT and be the main filter for communication back to the NLC and SVP.  Ensure that the ARVP and AVPSD are fulfilling their roles and responsibilities - this may necessitate defining a communication structure for your RLT.  Develop the ARVP and AVPSD as future IIE leaders.
  9. The RVP should initiate communication with the chapter leaders to introduce him/herself and the RLT.  At this time, the RLT's roles and responsibilities and the appropriate points of contact should be defined.
  10. Through communication with your RLT, keep abreast of the activity level, status, and the financial condition of your chapters.  Keep CN Staff and SVP-CN informed of changes.  Serve as the communication link between IIE, the NLC and your RLT
  11. Manage expenses within the allowable budget.  All expenses must be approved by the SVP-CN.  Each RVP has an annual budget of $500 to be used for travel expenses, etc. to support their activities as RVP.  The annual budget period runs from April 1 to March 31.

Supporting Senior and Student Chapters

  1. Organize/conduct four region-wide leadership training session per year, in conjunction with your RLT.  Suggestions include meetings at the regional or annual conferences, webinars, and/or conference calls.
  2. Work with chapter leaders, RLT, and other RVPs to coordinate multi-chapter activities.  Work towards fostering strong relationships between senior and university chapters.
  3. Encourage chapter conferences, workshops and seminars.  Attend chapter events when possible.
  4. Attend the University Region Conference in your region.  Arrange to promote the benefits of IIE at this event.
  5. Work with senior and student chapters to encourage them to attend the VOLT (Volunteer Leadership Training), held in conjunction with the annual conference.  Chapters with a net worth greater than $3000 should consider subsidizing the expense for a chapter leader to attend the training.
  6. Work with RLT to provide special attention to struggling chapters.  Make personal visits, if at all possible, to assist in strategic planning, goal setting, etc. If personal visit is not possible, then maintain close communication.
  7. Work with RLT to identify inactive chapters in your region and work to bring them back to active status.  If all reactivation efforts fail, oversee the official disbandment of the chapter, assuring compliance with IIE policies.
  8. Encourage and support the formation of new chapters in your region.
  9. Serve as mediator in any conflicts between chapters in your region, or between chapters and IIE headquarters.
  10. Interpret and explain Institute policies and services.  Represent the Institute leadership and IIE headquarters staff to your chapters, and vice versa.

Assistant Region Vice President

Primary point of contact for the RVP and senior chapters.

Supporting IIE and the RVP

  1. ARVPs report to the RVPs, as defined by the IIE NLC organizational structure.
  2. Refer to Responsibilities and Expectations for RVPs, for additional information.

Supporting  Senior Chapters

  1. Focus on the tactical/day-to-day operations of senior chapters and report back to the RVP.
  2. Ensure that the chapters in your region hold annual elections, submit a slate of officers, strategic plans, annual Chapter Activity Report, tax filing, and meet the other minimum requirements for chapter health.  (See Chapter Health section for requirements.)  Assist the RVP in following up with chapters who have not submitted necessary items.
  3. Review and score senior chapter strategic plans.  Provide score to RVP and chapter and offer feedback to chapter.
  4. Assist chapter presidents with:
    • Solving chapter operations problems or disputes
    • Setting goals and strategic planning
    • Understanding and complying with requirements of chapters as set forth by the NLC
    • Recruiting and retaining members.
    • Recruiting and training chapter leaders
    • Developing ideas for chapter programs
    • Suggesting nominees for Institute honors
    • Assist in other ways as needed.
  5. Work with your RVP to establish and maintain regular (at least quarterly) communications with your chapters through visits, phone calls, mail (announcements, newsletters) and email.  It is recommended that the RVT sends out email reminders to chapters whenever a deadline is approaching (i.e. Strategic Plan, CAR, tax filing due dates).  Conference calls to assist with preparation of the strategic plans and CAR are timely.
  6. Work with the RLT to provide special attention to struggling chapters.  Make personal visits, if at all possible, to assist in strategic planning, goal setting, etc. If personal visit is not possible, then maintain close communication.
  7. Work with the RLT to identify inactive chapters in your region and work to bring them back to active status.  If all reactivation efforts fail, oversee the official disbandment of the chapter, assuring compliance with IIE policies.

Assistant Vice President of Student Development

Primary point of contact for the VPSD, RVP, and student chapters.

Supporting IIE, the VPSD, and the RVP

  1. AVPSDs report to the VPSD, with a dotted line to the RVPs, as defined by the IIE NLC organizational structure.
  2. Refer to Responsibilities and Expectations for RVPs, for additional information.
  3. Assist the VPSD in carrying out his or her duties.

Supporting  Student Chapters

  1. Focus on the tactical/day-to-day operations of student chapters and report back to the VPSD and RVP.
  2. Ensure that the chapters in your region hold annual elections, submit a slate of officers, operations plans, annual Chapter Activity Report, tax filing, and meet the other minimum requirements for chapter health.  (See Chapter Health section for requirements.)  Assist the RVP in following up with chapters who have not submitted necessary items.
  3. Review student chapter operation plans.  Provide score to RVP and chapter and offer feedback to chapter.
  4. Assist chapter presidents with:
    • Solving chapter operations problems or disputes
    • Setting goals and strategic planning
    • Understanding and complying with requirements of chapters as set forth by the NLC
    • Recruiting and retaining members.
    • Recruiting and training chapter leaders
    • Developing ideas for chapter programs
    • Suggesting nominees for Institute honors
    • Assist in other ways as needed.
  5. Work with your RVP to establish and maintain regular (at least quarterly) communications with your chapters through visits, phone calls, mail (announcements, newsletters) and email. It is recommended that the RVT sends out email reminders to chapters whenever a deadline is approaching (i.e. Operations Plan, CAR, tax filing due dates).
  6. Work with the RLT to provide special attention to struggling chapters. Make personal visits, if at all possible, to assist in strategic planning, goal setting, etc. If personal visit is not possible, then maintain close communication.
  7. Work with the RLT to identify inactive chapters in your region and work to bring them back to active status. If all reactivation efforts fail, oversee the official disbandment of the chapter, assuring compliance with IIE policies.
  8. Support region conferences and assist in arranging and coordinating chapter hosts for at least 3 years out.  Advise IIE headquarters of all conference activities in the region by sending in the conference approval form. Approval must be given before IIE will release mailing labels. This is to prevent conflicts with IIE sponsored events.
  9. Support region conference host chapter in their planning process. Activities include raising funds from regional companies; encouraging students, faculty and advisors from universities in the region to attend the conference; encouraging each university chapter to submit at least one entry for the Technical Paper Competition.
  10. Attend region conference. Between the BOT, NLC, and AVPSDs, most regional conferences will have an IIE representative in attendance. Activities could include a faculty advisors meeting and/or speaking as part of the program.
  11. Facilitate communication between faculty advisors to share best practices.  Regular communication between the AVPSD and faculty advisors is expected. Topics include those items of specific interest to university chapters, such as membership drives, fundraising, and chapter activities.
  12. Work to develop new faculty advisors and familiarize them with the necessary operations of the student chapters.
  13. Promote Outstanding Faculty Advisor of the Year award in your region and coordinate the presentation of the award with the RLT and host chapter for the region conference.
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